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PHAWorks 5 for Windows User Guide



PrimaTech Personal Computer Software for Process Hazard Analysis



Copyright Copyright © 1996-2000 by Primatech Inc. All rights reserved. Published August 2000 Printed in the United States of America The Sentry Spelling-Checker Engine Copyright © 1993 Wintertree Software Inc.



Trademarks PHAWorks is a registered trademark of Primatech Inc. FMEA-PC, HAZOP-PC, PHA-PC, WHATIF-PC, HAZWARE and MANAGE-PC are registered trademarks of Primatech Inc. Sage and Quick Access are trademarks of Primatech Inc. MS-DOS and Microsoft Windows are registered trademarks of Microsoft Corp.



Table of Contents Preface .................................................................................................................................. 17 What’s in This User Guide .............................................................................................. 18 System Requirements ....................................................................................................... 21 Presentation Conventions ................................................................................................ 22 Contacting Primatech ....................................................................................................... 23 Chapter 1 – Getting Started ......................................................................................... 1-24 What’s New in PHAWorks 5 ........................................................................................ 1-26 Save Capabilities ................................................................................................. 1-26 Enhancements to Project Configuration ........................................................ 1-26 Undo/Redo Features .......................................................................................... 1-27 PHAWorks Viewer .............................................................................................. 1-27 Enhancements to Column Configuration ...................................................... 1-27 Enhancements to Column Numbering ........................................................... 1-28 Additional Numbering Enhancements ........................................................... 1-29 Revision Features ................................................................................................ 1-29 Track Worksheet Changes Features ................................................................ 1-30 Worksheet and Project Modifications ............................................................. 1-30 Project ............................................................................................................. 1-30 Project Identification .................................................................................... 1-31 Worksheet ...................................................................................................... 1-31 Report Enhancements ........................................................................................ 1-32 Report Preview Enhancements ........................................................................ 1-33 Spell Check Enhancements ............................................................................... 1-33 Hyperlinks ............................................................................................................ 1-33 Risk Ranking ........................................................................................................ 1-34



Table of Contents 3



Accelerators ......................................................................................................... 1-34 Toolbar Changes ................................................................................................. 1-34 File Maintenance ................................................................................................. 1-35 Menu Changes .................................................................................................... 1-35 Menu Additions ................................................................................................... 1-36 Configuration Data ............................................................................................ 1-36 Data Locations ................................................................................................................. 1-37 Data Stored with the Program Information .................................................. 1-37 Data Stored at the User Level ........................................................................... 1-38 Data Stored with a Project ................................................................................ 1-38 Data Stored in a Worksheet .............................................................................. 1-39 Installing PHAWorks .................................................................................................... 1-40 Stand-Alone Installation (Hard Disk Key) ..................................................... 1-40 Stand-Alone Installation (Floppy Key) ........................................................... 1-40 Network Installation (Network Key) .............................................................. 1-41 Contacting Primatech for Help .................................................................................... 1-42 PHAWorks Files .............................................................................................................. 1-43 What To Do Next ............................................................................................................ 1-44 Chapter 2 – Creating an Initial PHA ......................................................................... 2-45 Determining Your Project Type .................................................................................. 2-46 Step One: Naming the New Project ........................................................................... 2-47 Step Two: Setting the Project Configuration ........................................................... 2-50 Step Three: Setting the Column Configuration ...................................................... 2-52 Moving Columns ................................................................................................. 2-53 Changing Column Relationships ..................................................................... 2-54 Adding Columns to the Worksheet ................................................................. 2-55 Deleting Columns from the Worksheet .......................................................... 2-58 Step Four: Completing the Project Protocols ........................................................... 2-59



Table of Contents 4



Understanding the Protocol Worksheet ......................................................... 2-59 Enabling the Protocols Prompter ..................................................................... 2-59 Using the Project Task Center .......................................................................... 2-60 Step Five: Entering Project Identification ................................................................ 2-61 Step Six: Entering Project Notes ................................................................................. 2-63 Step Seven: Creating the Project Team List ............................................................ 2-64 Step Eight: Creating the Drawings List ..................................................................... 2-66 Step Nine: Adding Sessions ........................................................................................ 2-68 Step Ten: Entering Nodes, Steps, Categories, Systems ........................................ 2-72 Entering Parameters ........................................................................................... 2-74 Step Eleven: Specifying Project Options .................................................................. 2-75 Defining the Banner Configuration ................................................................ 2-75 Setting a Risk Ranking Scheme ........................................................................ 2-76 Copying Information from Another Project .................................................. 2-78 Proceeding to the Worksheet ....................................................................................... 2-80 Chapter 3 – Revalidating and Updating PHA Projects ......................................... 3-81 Revalidating a PHAWorks-Compatible Project ...................................................... 3-82 Completing the Project Protocols ..................................................................... 3-83 Answering the Protocol Questions .................................................................. 3-84 Type of Revalidation Project ............................................................................. 3-85 Revalidating or Updating a Project Not Compatible with PHAWorks ............. 3-87 Using the Enter Data Method .......................................................................... 3-87 Using the Revalidation Method ....................................................................... 3-88 Setting Up an Update PHA .......................................................................................... 3-90 Completing the Project Protocol ...................................................................... 3-92 The Protocol Worksheet ..................................................................................... 3-92 Setting the Project and Column Configuration ....................................................... 3-93 Column Relationships ........................................................................................ 3-95



Table of Contents 5



Entering Project Identification .................................................................................... 3-97 Entering Project Notes ................................................................................................... 3-99 Listing the Project Team ............................................................................................. 3-100 Creating the Drawings List ........................................................................................ 3-102 Adding Sessions ........................................................................................................... 3-104 Entering Nodes, Steps, Categories, Systems ......................................................... 3-108 Entering Parameters ......................................................................................... 3-109 Specifying Project Options ......................................................................................... 3-110 Defining the Banner Configuration .............................................................. 3-110 Setting a Risk Ranking Scheme ...................................................................... 3-111 Copying Information from Another Project ................................................ 3-112 Proceeding to the Worksheet ..................................................................................... 3-114 Chapter 4 – PHAWorks Basics .................................................................................. 4-115 Using the PHAWorks Program Window ................................................................. 4-116 Using the Toolbar ......................................................................................................... 4-117 Dialog Box Tips ............................................................................................................. 4-118 Opening a Project ......................................................................................................... 4-119 Using the Project Task Center ........................................................................ 4-120 Choosing Worksheet Information .................................................................. 4-120 Opening Additional Project Windows .......................................................... 4-122 Using the Spreadsheet Format ................................................................. 4-123 Using the Datasheet Format .................................................................... 4-124 Using the Tree Format ............................................................................... 4-125 Navigating a Project ..................................................................................................... 4-126 Using the Quick Access Feature ..................................................................... 4-126 Using Bookmarks .............................................................................................. 4-128 Adding Bookmarks .................................................................................... 4-128 Moving Between Bookmarks .................................................................... 4-129



Table of Contents 6



Deleting Bookmarks ................................................................................... 4-129 Using Keyboard Shortcuts ......................................................................................... 4-130 Cursor Control Keys ......................................................................................... 4-130 Control Key Combinations ............................................................................. 4-131 Function Keys .................................................................................................... 4-133 Entering Data ................................................................................................................. 4-134 Typing in Worksheet Columns ....................................................................... 4-134 Indicating Special Recommendations ........................................................... 4-134 Moving Between Entries .................................................................................. 4-135 Using the Clipboard ......................................................................................... 4-136 Specifying Locations .................................................................................................... 4-137 Selecting Preferences .................................................................................................. 4-138 Setting the Exit Verification Option ............................................................... 4-138 Setting the Overwrite Option ......................................................................... 4-139 Enabling the Severity and Likelihood Definitions Pop-up ........................ 4-139 Displaying and Printing Dates Using the Long Format ................................................................................................ 4-139 Use Sage for Automatic Deviations ............................................................... 4-139 Check if Guideword Entries Are in Guideword Lists ................................ 4-140 Showing Dialog Box Tips ................................................................................ 4-140 Confirming Drag-and-drop in Dialog Boxes ............................................... 4-140 Confirming the Change to Edit Mode .......................................................... 4-140 Enabling the Protocols Prompter ................................................................... 4-140 Saving a Project ................................................................................................. 4-140 Setting the Maximum Number of Lines for Column Names .................... 4-141 Enabling the Show Entry Note Indicator ..................................................... 4-141 Changing Font Attributes ........................................................................................... 4-142 Reformatting Text in the Worksheet .............................................................. 4-142



Table of Contents 7



Changing Font Size in Dialog Boxes ............................................................. 4-143 Printing from PHAWorks ........................................................................................... 4-144 Specifying Print Setup ...................................................................................... 4-144 Specifying Page Setup ...................................................................................... 4-144 Page Setup Items ............................................................................................... 4-145 Saving and Backing Up Projects ............................................................................... 4-147 Selecting the Timed Automatic Backup ........................................................ 4-147 Converting Projects ...................................................................................................... 4-149 Converting an Older PHAWorks Project File .............................................. 4-150 Converting an Older PHAWorks Project File in Place ........................ 4-150 Converting an Older PHAWorks Project File to a New Project File . 4-151 Converting a DOS-Based Project File ........................................................... 4-152 Getting Help ................................................................................................................... 4-153 Accessing the Technique Tutorial .................................................................. 4-153 Getting Technical Support ............................................................................... 4-153 Viewing the About Dialog Box ....................................................................... 4-153 Closing Windows and Projects .................................................................................. 4-154 Chapter 5 – PHAWorks Tutorial ............................................................................... 5-155 Lesson One: Configuring New Projects .................................................................. 5-156 Lesson Two: Using the Worksheet Formats ........................................................... 5-163 Lesson Three: Using the Quick Access Feature ................................................... 5-167 Lesson Four: Creating a Quick Entry Index ........................................................... 5-168 Lesson Five: Creating a Report ................................................................................. 5-172 Reviewing What You’ve Learned ............................................................................. 5-176 Chapter 6 – Modifying Worksheet and Program Presentation ......................... 6-177 Switching Worksheet Formats ................................................................................... 6-178 Customizing the Worksheet ...................................................................................... 6-179 Selecting a Worksheet View ............................................................................ 6-179



Table of Contents 8



Customizing the Worksheet Views ................................................................ 6-180 Modifying Worksheet Columns ................................................................................ 6-182 Changing Column Widths .............................................................................. 6-182 Changing Column Names ............................................................................... 6-183 Changing Entry Numbering ........................................................................... 6-184 Hiding and Showing Columns in a View .................................................... 6-185 Adding Columns to the Worksheet ............................................................... 6-186 Deleting Columns from the Worksheet ........................................................ 6-189 Moving Columns ............................................................................................... 6-190 Changing Column Relationships ................................................................... 6-191 Changing the Banner Configuration ....................................................................... 6-193 Changing Banner Names ................................................................................ 6-194 Changing the Font Size in Dialog Boxes ................................................................ 6-195 Customizing the Toolbar ............................................................................................ 6-197 Adding Icons to a Toolbar ............................................................................... 6-197 Removing Icons from a Toolbar ..................................................................... 6-198 Positioning Icons in a Toolbar ......................................................................... 6-199 Moving the Toolbars ......................................................................................... 6-199 Specifying Display Setup ........................................................................................... 6-201 Selecting Fonts ................................................................................................... 6-203 Selecting Text Colors ........................................................................................ 6-204 Selecting Background Colors .......................................................................... 6-204 Chapter 7 – Working with Data ................................................................................ 7-206 Editing Lists (Dialog Boxes) ....................................................................................... 7-207 Adding a New Item to a List .......................................................................... 7-208 Deleting an Item from a List ........................................................................... 7-208 Renaming an Item in a List ............................................................................. 7-208 Duplicating an Item Within a List ................................................................. 7-209



Table of Contents 9



Copying and Pasting an Item in a List ......................................................... 7-210 Moving an Item in a List .................................................................................. 7-210 Using the Banner .......................................................................................................... 7-212 Moving Between Banner and Worksheet ..................................................... 7-212 Hiding the Banner ............................................................................................ 7-213 Using the Banner to Access Worksheet Lists ............................................... 7-213 Zooming In and Out in Banner Fields .......................................................... 7-214 Hiding Banner Fields ........................................................................................ 7-215 Renaming Banner Fields .................................................................................. 7-215 Converting Banner Labels to Uppercase ...................................................... 7-215 Combining Drawings with Separators ......................................................... 7-216 Modifying Worksheet Entries ................................................................................... 7-217 Selecting Entries ................................................................................................ 7-217 Joining Entries .................................................................................................... 7-218 Splitting Entries ................................................................................................. 7-219 Inserting Entries ................................................................................................ 7-219 Deleting Entries ................................................................................................. 7-220 Copying Noncontiguous Entries .................................................................... 7-220 Searching for Text ............................................................................................. 7-221 Replacing Text in the Worksheet .................................................................... 7-222 Reformatting Text in the Worksheet .............................................................. 7-223 Entry Notes ........................................................................................................ 7-225 Adding an Entry Note ............................................................................... 7-225 Viewing an Entry Note .............................................................................. 7-225 Editing an Entry Note ................................................................................ 7-226 Using Quick Entry Lists .............................................................................................. 7-227 Configuring Quick Entry Lists ....................................................................... 7-227 Accessing Quick Entry Lists ............................................................................ 7-228



Table of Contents 10



Inserting Text from a Quick Entry List ......................................................... 7-229 Using Default Quick Entry Lists .................................................................... 7-229 Adding a Quick Entry Item to a List ............................................................. 7-230 Deleting a Quick Entry Item from a List ...................................................... 7-230 Printing Quick Entry Lists ............................................................................... 7-231 Changing the Location of the Global Quick Entry List Database ........... 7-231 Using the Quick Entry List Index .................................................................. 7-232 Enabling an Index ...................................................................................... 7-232 Adding a Section to an Index .................................................................. 7-234 Deleting a Section from an Index ............................................................ 7-234 Renaming a Section in an Index .............................................................. 7-235 Referencing Worksheet Items ................................................................................... 7-236 Creating References .......................................................................................... 7-236 Changing References ........................................................................................ 7-237 Accessing Referenced Items ............................................................................ 7-238 Typing References Manually .......................................................................... 7-238 Using Key Expressions .............................................................................. 7-239 Using Separators ........................................................................................ 7-239 Creating Revisions of Worksheets ........................................................................... 7-240 Viewing Revisions ............................................................................................. 7-242 Comparing Revisions ....................................................................................... 7-243 Deleting Old Revisions ..................................................................................... 7-244 Revisions for All Worksheets ........................................................................... 7-244 Editing the Revision Number .......................................................................... 7-245 Tracking Worksheet Changes ................................................................................... 7-247 Track Worksheet Changes ............................................................................... 7-247 Show Worksheet Changes ............................................................................... 7-247 Restart Worksheet Changes ............................................................................ 7-248



Table of Contents 11



Creating Hyperlinks to Programs and Documents .............................................. 7-249 Creating Hyperlinks ......................................................................................... 7-249 Running Hyperlinks from a List .................................................................... 7-251 Editing Hyperlinks in a List ............................................................................ 7-251 Deleting Hyperlinks from a List ..................................................................... 7-251 Inserting Hyperlinks into a Worksheet ......................................................... 7-252 Running Hyperlinks from a Worksheet ........................................................ 7-253 Editing Hyperlinks in a Worksheet ................................................................ 7-253 Deleting Hyperlinks from a Worksheet ........................................................ 7-254 Chapter 8 – Changing Project Information ............................................................ 8-255 Passwords ....................................................................................................................... 8-256 Enabling Password Protection ....................................................................... 8-256 Changing the Passwords ................................................................................. 8-257 Disabling Passwords ........................................................................................ 8-258 Entering Project Notes ................................................................................................. 8-259 Editing Project Identification .................................................................................... 8-260 Modifying Session Information ................................................................................ 8-262 Accessing the List of Sessions ......................................................................... 8-262 Choosing a Session for the Worksheet .......................................................... 8-262 Adding a New Session ..................................................................................... 8-263 Changing the Current Session ....................................................................... 8-264 Deleting a Session ............................................................................................. 8-264 Changing Session Details ................................................................................ 8-264 Recording Team Attendance ..........................................................................8-265 Adding Session Notes ...................................................................................... 8-266 Modifying the Project Team ...................................................................................... 8-267 Adding a Team Member .................................................................................. 8-267 Deleting a Team Member Entry ..................................................................... 8-269



Table of Contents 12



Editing Team Member Information ............................................................... 8-269 Other Project Team List Functions ................................................................ 8-270 Setting the Risk Ranking ............................................................................................ 8-271 Accessing Risk Ranking ................................................................................... 8-271 Loading a Risk Ranking File ........................................................................... 8-273 Saving a Risk Ranking Scheme as a File ....................................................... 8-273 Editing the Severity and Likelihood Levels .................................................. 8-274 Adding a Severity or Likelihood Level ................................................... 8-274 Editing a Severity or Likelihood Level .................................................... 8-275 Deleting a Severity or Likelihood Definition ......................................... 8-275 Changing the Risk Grid ................................................................................... 8-275 Exporting Project Data ................................................................................................. 8-277 Specifying Export Options .............................................................................. 8-278 Selecting Export Filters ..................................................................................... 8-279 Setting Automatic Numbering .................................................................................. 8-281 Enabling References ......................................................................................... 8-282 Numbering Worksheet Entries ....................................................................... 8-282 Enabling Entry Referencing ............................................................................ 8-284 Copying Information from Other Projects ............................................................. 8-285 Using the Quick Copy Feature .................................................................................. 8-288 Chapter 9 – Tools and Utilities ................................................................................. 9-290 Using the Analysis Tools ............................................................................................ 9-291 Opening an Analysis Tools Topic ................................................................... 9-291 Printing an Analysis Tools Topic .................................................................... 9-293 Selecting Text in an Analysis Tools Topic ..................................................... 9-293 Using the Sage Feature ............................................................................................... 9-295 Choosing Causes from Sage ............................................................................ 9-295 Accessing the Sage Database .......................................................................... 9-297



Table of Contents 13



Special Sage Items ............................................................................................. 9-298 Modifying the Sage Database ......................................................................... 9-298 Adding a New Component or Cause ..................................................... 9-298 Deleting a Component or Cause ............................................................. 9-299 Duplicating Existing Components .......................................................... 9-299 Editing a Component or Cause ............................................................... 9-300 Finding Text in Sage ................................................................................... 9-300 Printing the Sage Database ...................................................................... 9-301 Changing the Deviation List ........................................................................... 9-301 Adding a Deviation ................................................................................... 9-302 Deleting a Deviation .................................................................................. 9-302 Editing a Deviation .................................................................................... 9-303 Setting Sage Passwords ................................................................................... 9-303 Enabling Password Protection ................................................................. 9-304 Changing the Passwords .......................................................................... 9-305 Disabling Passwords .................................................................................. 9-305 Using the HAZOP Cost Analysis Feature .............................................................. 9-306 Using the Library .......................................................................................................... 9-307 Accessing the Library ....................................................................................... 9-307 Opening a Library Topic .................................................................................. 9-308 Editing a Library Topic .............................................................................. 9-309 Printing a Library Topic ............................................................................ 9-310 Importing Text into a Library Topic ........................................................ 9-310 Exporting a Library Topic ......................................................................... 9-311 Setting Library Passwords ............................................................................... 9-312 Enabling Password Protection ................................................................. 9-312 Changing the Passwords .......................................................................... 9-313 Disabling Passwords .................................................................................. 9-314



Table of Contents 14



Using File Maintenance Commands ....................................................................... 9-315 Accessing File Maintenance ............................................................................ 9-315 Copying Project Files ........................................................................................ 9-315 Moving Project Files ......................................................................................... 9-316 Renaming Project Files ..................................................................................... 9-317 Deleting Project Files ........................................................................................ 9-317 Creating a Master Team List ..................................................................................... 9-319 Accessing the Master Team List ..................................................................... 9-319 Adding Team Member Names to the Master List ....................................... 9-320 Other Master Team List Functions ................................................................ 9-321 Copying Team Member Names to the Project Team .................................. 9-322 Setting Master Team List Passwords ............................................................. 9-322 Enabling Password Protection ................................................................. 9-323 Changing the Passwords .......................................................................... 9-324 Disabling Passwords .................................................................................. 9-325 Checking Spelling ........................................................................................................ 9-326 Spell Check Functions ...................................................................................... 9-327 Spell Checking Options ................................................................................... 9-328 Customizing Accelerators .......................................................................................... 9-330 Chapter 10 – Generating Reports .......................................................................... 10-332 Generating a Report .................................................................................................. 10-333 Understanding Report Types ....................................................................... 10-334 Creating Custom Reports ............................................................................. 10-336 HTML and PDF Reports ........................................................................................... 10-338 Generating an HTML/PDF Report ............................................................ 10-338 Specifying Report Layout ........................................................................................ 10-343 Specifying Cover Pages and Indexes ................................................................... 10-346 Specifying Page Setup .............................................................................................. 10-347



Table of Contents 15



Understanding Report Options .............................................................................. 10-349 Worksheet Options ........................................................................................ 10-349 Action Items and Information Needs Options ......................................... 10-350 User Options ................................................................................................... 10-350 Worksheet Summary Options ...................................................................... 10-351 Session Options .............................................................................................. 10-352 Risk Statistical Options ................................................................................. 10-352 Statistical Options .......................................................................................... 10-353 Status Chart Options ..................................................................................... 10-354 Classification Options ................................................................................... 10-355 Protocol Options ............................................................................................ 10-355 Selecting Report Columns ....................................................................................... 10-356 Selecting Report Banner Contents ........................................................................ 10-359 Setting Up Report Filters ......................................................................................... 10-360 Adding Filters ................................................................................................. 10-360 Selecting Numeric Filter Values ............................................................ 10-361 Selecting Text Filter Values .................................................................... 10-362 Selecting Date Filter Values ................................................................... 10-363 Disabling Filters .............................................................................................. 10-363 Editing the Filter List ..................................................................................... 10-364 Deleting Filters ................................................................................................ 10-364 Previewing a Report .................................................................................................. 10-365 Appendix A – PHAWorks Viewer ..........................................................................A-367 Appendix B – Glossary .............................................................................................. B-368 Appendix C – Definitions of Risk and Severity Prioritization Factors ......... C-382 Index ................................................................................................................................... 386



Table of Contents 16



Preface Welcome to PHAWorks 5 for Windows! We’re certain that you’ll find that this software is powerful enough to handle the most detailed PHA study, yet easy enough for novice users to start a PHA study within minutes. Make sure you read this preface to find out: ❑



what’s covered in each chapter of the User Guide.



❑



the system requirements for running PHAWorks.



❑



the conventions used in this User Guide. (Being familiar with these conventions makes this guide easier to use, which means you can get to your work faster.)



❑



how to contact Primatech for additional information or to order additional software.



Preface 17



What’s in This User Guide Here’s what you’ll find in each chapter of the User Guide:



Chapter 1, Getting Started This chapter provides information about what’s new in this version of PHAWorks, defines a PHAWorks project, and explains the relationship between a project and individual worksheets. It also explains how to set up PHAWorks on a network or single computer.



Chapter 2, Creating an Initial PHA This chapter gives you step-by-step instructions for creating and setting up an Initial PHA. It also explains how to configure a study to fit your particular needs.



Chapter 3, Revalidating and Updating PHA Projects This chapter gives you step-by-step instructions that will help you prepare an existing PHA for Revalidation or Update. It also explains how to configure a study to fit your particular needs.



Chapter 4, PHAWorks Basics This chapter provides information about basic tasks such as opening or converting projects, entering data, navigating projects, using the clipboard and getting additional help.



Chapter 5, PHAWorks Tutorial This chapter helps you learn more about PHAWorks. Even if you’ve used an earlier version of PHAWorks, plan to spend a few minutes going through these useful lessons about project configuration, worksheet formats and more. It will help fine tune your ability to use the program effectively while familiarizing yourself with its many new features.



Preface 18



Chapter 6, Modifying Worksheet and Program Presentation This chapter explains how to switch between the Spreadsheet, Datasheet and Tree formats. This chapter also provides information about changing the display of the worksheet, such as modifying columns and configuring the banner.



Chapter 7, Working with Data Use this chapter to find out how to edit lists, modify data in the banner or worksheet entries, use quick entry lists, or create and modify hyperlinks and references.



Chapter 8, Changing Project Information This chapter contains information about passwords, project notes and session information. It also teaches you how to modify the project team data, set risk ranking schemes, set automatic numbering and copy information between projects.



Chapter 9, Tools and Utilities This chapter provides steps for using Analysis Tools, the Sage technical assistant, Deviations, the Library and HAZOP Cost Analysis features. It will also help you maintain your files, edit the Master Team list and check spelling.



Chapter 10, Generating Reports Use this chapter as a reference when creating project reports.



Appendix A, The PHAWorks Viewer Program This appendix describes the PHAWorks Viewer program.



Preface 19



Appendix B, Glossary This appendix defines PHAWorks terms.



Appendix C, Formal Definitions of Risk and Severity Prioritization Factors This appendix provides a technical definition of how risk and severity prioritization factors are calculated by PHAWorks.



Preface 20



System Requirements Here are the minimum hardware requirements for PHAWorks 5: Computer:



Minimum: A personal computer with a 486 processor and 32MB of memory. Recommended: 64MB of memory.



Operating System:



Microsoft Windows 95, 98, NT4 or 2000, with Internet Explorer 3.0 or higher.



Disk Drives:



At least one diskette drive and/or a CDROM drive plus a hard disk. The program requires at least 20MB of disk space to operate.



Display:



Any display adapter supported by Windows.



Printer (optional):



Any printer (required only for creating printed reports) supported by Windows that prints graphics.



Preface 21



Presentation Conventions This manual uses the following conventions: ❑



Bold text indicates the names of windows, dialog boxes, menus, commands and options.



Example: Choose the File menu. ❑



Bold text also highlights anything you type.



Example: To proceed with the copy, type Y. ❑



The names of keys on your computer keyboard appear in PLAIN UPPERCASE TEXT.



Example: Press ENTER. ❑



Keys that you press in combination are separated by the + symbol. For example CTRL+HOME means that you press the CTRL key, and continue to press it, while you then press the HOME key.



❑



Italic text introduces terms when they appear for the first time in the manual. Chapter and section titles also appear in italic text.



Example: A risk ranking is an estimate of risk based on severity and likelihood that provides an ordering by risk. ❑



The term select means to place the highlighted cursor on an item on the screen.



Example: Select the desired Library topic. Typically, you select an item by clicking on it once, by moving the highlighted cursor with the arrow keys or by typing the first letter of the item. ❑



The term choose means to activate a command or feature.



Example: Choose Sessions… from the Worksheet menu. To choose an item, you click it once (also called selecting it) and press ENTER (or click OK). You can choose some items by double-clicking them. ❑



The illustrations of windows, dialog boxes and menus show the program being run with Windows 98. If you are using a different operating system, what you see on the screen may differ slightly.



This manual uses standard Windows terminology. If you are not familiar with those terms, refer to your Windows documentation.



Preface 22



Contacting Primatech Our address is: Primatech Inc. 445 Hutchinson Ave., Suite 200 Columbus, OH 43235 Our Internet address for technical support is: [email protected] Our Internet address for software sales and product information is: [email protected] You can access our Web site for technical support by selecting Primatech Home Page from the Help menu in PHAWorks, or by going to www.primatech.com in your browser. You can also contact us by calling (614) 841-9800. Our FAX number is (614) 841-9805.



Preface 23



Chapter 1 – Getting Started



1



PHAWorks 5 is a powerful Process Hazard Analysis (PHA) tool for use with Microsoft Windows. In this version of PHAWorks you can: ❑



complete HAZOP, What-If, FMEA, Checklist, What-If/Checklist, RMP Hazard Review, RMP Standards Review and PrHA studies.



❑



undo/redo recently completed tasks.



❑



generate reports in HTML and PDF formats.



❑



format worksheet text with italic, bold, underline, subscript or superscript text attributes. You can also change the size of entry text.



❑



save true revisions of your worksheets.



❑



compare revisions of worksheets (either to your current worksheet or to other old revisions).



❑



use the “Save Project As…” command to create new copies of your projects.



❑



track worksheet changes as you enter data into the worksheet.



❑



export data in any one of three text file formats to track recommendations (action items) in other programs.



❑



create links to other programs, files or URLs (Internet/intranet “addresses”) and open them directly from a worksheet.



❑



revalidate or update existing PHA studies.



❑



create user-defined columns.



❑



use long file names when saving your projects.



❑



plus much more...



Getting Started 1-24



This chapter provides a brief introduction to the power of PHAWorks, lists new features and enhancements to the software, describes how the software functions, and gives instructions for setting up the program on either a network or an individual computer.



1



Getting Started 1-25



What’s New in PHAWorks 5



1



There are many new features and enhancements included in this version of PHAWorks. First, the project file format itself has changed, from a database format to a document format. The most significant result of this change is in the way you save your work. In addition, the column configuration capabilities have been expanded, and you will find other modifications on the project and worksheet levels. Take some time to review these changes. Doing so will greatly enhance your ability to work quickly and efficiently.



Save Capabilities Changing the program format from a database to a document has affected how a project is saved. Now, the way you save a project is similar to the way you save files in other document-based programs, such as Microsoft Word. ❑



PHAWorks 5 includes the Save Project As... command, which makes it much easier for you to change the project’s name and where it is stored.



❑



In previous versions of PHAWorks, a project was saved automatically when you went to a new worksheet or exited the program, as well as when you clicked on the Save command under File, clicked on the Save icon in the toolbar or had selected the automatic save option. In PHAWorks 5, to save a project, you must click on the Save/Save Project As... option under File, click on the Save or Save Project As... icons in the toolbar, or when you exit a project or program. Any changes to a project will prompt the Save dialog box when the project is closed or upon exiting the program.



❑



PHAWorks includes a timed automatic backup feature that will save a backup of a project after a user-specified number of minutes. The backup can be in the project directory or in another specified directory. You can disable this option or change how often a project is backed up by going to the Backup tab under Options in the Utilities menu. In addition, you can backup projects at any time by clicking on the Backup Project... command in the File menu.



Enhancements to Project Configuration PHAWorks 5 includes a confirmation dialog box that appears when you are creating a new project. This dialog box lets you choose whether you’d like to use the default settings for the project and column conGetting Started 1-26



figurations. If you choose to use the default settings, you’ll bypass the configuration dialog boxes and quickly begin your new project. If you choose not to use the default settings, you’ll be taken through the regular project and column configuration steps as you set up your new project. ❑



1



You can delete all notes from the project by removing the checkbox next to the required item. NOTE: You can save the Project Configuration as the default configuration for new projects.



Undo/Redo Features Undo/Redo features have been added to the program. The Undo feature allows you to easily correct mistaken changes, while the Redo feature allows you to restore changes after you have used Undo. The number of undo levels is nearly unlimited. The Undo/Redo features are available in the Worksheet, Library and Project Notes windows. These features can be accessed from the Edit menu, from the main toolbar, by pressing CTRL+Z (or a user-defined accelerator key) or from function menus.



PHAWorks Viewer The PHAWorks Viewer is a separate program that is shipped with PHAWorks. This program allows you to view, but not edit, any PHAWorks project. With this program, you can view data, review projects and use other features that don’t alter any of the project information. This way, after a project is completed, anyone in the company can study and print out the data, etc., but not change it.



Enhancements to Column Configuration PHAWorks 5 contains an array of new features that give you greater flexibility in changing and customizing worksheet columns. ❑



Columns names, widths and positions are now saved within a project, which allows the columns to appear the same when the project is opened by a different user or on a different computer.



❑



You can now add new user-defined columns to a worksheet. You can add any of the same types of columns that currently exist in the program, except for the REF# column (because it is a unique Getting Started 1-27



column that works only with the Recommendations column). This allows you to customize your worksheet and to include multiple techniques within the same project, if desired. ❑



You can now move the locations of columns in a worksheet. When you move a parent column, all of its children columns will move with it. You cannot move a column to the left of its parent column, however, because then the data could no longer be correctly displayed. A child column must follow (be to the right of) its parent column so that columns’ information flows logically from parent to child.



❑



When you resize or rename a column, that column heading changes color to indicate that you’re making a change.



❑



You can now have multiple column relationships within a project, even for custom columns.



❑



You can now delete columns from a worksheet. In previous versions of PHAWorks, you could opt not to use columns in a worksheet, but you couldn’t actually delete the column from the worksheet.



❑



Restore default column settings shipped with the software by clicking on the Default button.



❑



You can now save default column settings for new projects.



1



Enhancements to Column Numbering PHAWorks 5 contains two new features that give you greater flexibility in numbering your columns. The first allows you to give each recommendation a unique ID number. The second allows you to customize the numbering within most of your worksheet columns. You can: ❑



have no numbering or have simple, cascade, or manual numbering.



❑



restart numbering options now include never start over; start over with each new worksheet; start over with eavch new category/ node/parameter/system/subsystem; start over with each new parent column entry.



❑



option to turn off/on automatic renumbering of worksheet entries



❑



indicate what the first number will be in the numbering scheme.



❑



add a prefix to the numbers.



❑



number custom columns. Getting Started 1-28



The second new feature also lets you select to have the numbering shown in the Recommendations column, which lets you to give a unique number to each recommendation in your PHA study. ❑



If you automatically number the Recommendations column, you can have the number show in either the Recommendations or the REF# column.



❑



If numbering is shown in the REF# column, however, it is not shown in the Recommendations column. (In addition, if numbering is turned off in the Recommendations column, the REF# column acts like any other column.) This is also true if numbering is turned on in the Recommendations column, but shown in the Recommendations column instead of the REF# column.



1



Additional Numbering Enhancements In addition to letting you provide columns with custom numbering, PHAWorks 5 lets you custom number Nodes, Systems, Subsystems and Categories. You can do this by clicking the Numbering button in these dialog boxes. As with the custom numbering for columns, you can have automatic or manual numbering; you can indicate what the first number will be in the numbering scheme; you can add a prefix to the numbering; and you can indicate whether they items should keep the same number or be automatically renumbered when the list changes.



Revision Features ❑



PHAWorks 5 includes a Revision feature in the Worksheet menu. This feature allows you to start a new revision of a worksheet and save a copy, or snapshot, of that worksheet. This allows you to look back at the history of a project, viewing these revisions to see what the progress had been at the point when that revision had been saved. This feature also allows you to compare revisions to get a better picture of how a project worksheet has changed over time. There is always a current revision, and you can have unlimited numbers of old revisions. You also have the option to delete all old revisions of a worksheet. When you select a revision, you will have a choice to open the revision in the same window or a different window. When in a window, you will have a choice of moving through old revisions (backward and forward), and between old revisions and the current revision, with toolbar icons or menu choices. You can also see a list of revisions or create a new revision. Getting Started 1-29



The revision shows any differences between it and the current worksheet. When an old revision is being shown, or you’re comparing two revisions, a line above the banner indicates what is being displayed. Revision entries are read-only; they cannot be edited. You can temporarily reformat a revision, but when you close it, any formatting changes you made will not be saved. Revisions and comparisons can be printed. ❑



1



The Revision for All Worksheets feature in the Project menu has been renamed New Revision (All Worksheets) and enhanced. The feature has the same functionality as in PHAWorks 4.1, but it now has the expanded capability to create a revision (snapshot) for all worksheets in addition to its previous capability to change the date and revision number in each worksheet.



Track Worksheet Changes Features PHAWorks 5 includes Track Worksheet Changes, Show Worksheet Changes and Restart Change Tracking features, which have been added to the Project menu, to accompany the new revision features. Track Worksheet Changes will track all of your changes (based on entries you alter, add or delete) in the worksheet. After you’ve selected the option to track changes, you have the option to Show Worksheet Changes, which will indicate additions to the worksheet with a plus sign (+) and deletions with a minus sign (-). If you’ve been tracking changes, but want to start over, i.e., to track changes made from this point but not those made before, you can choose Restart Change Tracking.



Worksheet and Project Modifications Project The following project features have changed: ❑



The Preferences page includes an option to let you choose whether or not you want to be prompted for Protocols when creating a new project.



❑



It’s now possible for one user to edit a project while letting others view it.



❑



The Display dialog box lets you see a preview of changes you make to text formatting (fonts, color, background, etc.).



❑



In PHAWorks 4.1, you were prompted to indicate if PHAWorkscompatible information was available when creating a project ReGetting Started 1-30



validation. In PHAWorks 5, you will also see this prompt when creating a project Update. ❑



The Find/Replace feature is now available in the Project Notes window.



❑



When you are completing a Find/Replace, and the program finds the entry in a column not currently visible in the worksheet, it displays that column in the worksheet.



❑



When you choose either of the Recommendation records formats in the Choose Export File Format dialog box (under File/Export), you can now change the order of the exported fields by clicking on Options. The order in which you place the fields in this dialog box is the order in which they’ll be exported.



❑



In the banner, you can combine the listing of multiple drawings onto one line using a defined separator between the drawings.



❑



In project dialog boxes, you can change the size of the text in the multiple line editors. The font size setting can be different for each dialog box.



1



Project Identification The Project Identification dialog box has been changed to a tabbed format and has been expanded to allow for additional project information. This dialog box now includes: ❑



the Process tab, which provides fields for information about the name and location of the company completing the study, the facility, the process used, the study’s file name and the date.



❑



the Description/Chemicals tab, which provides fields for information about the process description and the chemicals used in the process.



❑



the Purpose/Scope/Objectives tab, which provides larger information fields for this information than the previous version of PHAWorks.



Worksheet The worksheet appearance and functions have changed as follows: ❑



Worksheet views are now saved within the project, which means that each project has its own set of views. In the past, changing the view for one project type (e.g., HAZOP) affected all projects of that type. Getting Started 1-31



❑



You can now copy multiple, noncontiguous entries from a worksheet.



❑



You can change the text format within worksheet entries in Spreadsheet and Datasheet views by clicking on the new Format menu or by right-clicking on an entry. You can now make the font smaller or larger, and can add these attributes: italic, bold, underline, subscript and superscript. These features give you many options for customizing format worksheets and reports, and for revalidating projects.



❑



When text format changes are made to worksheet entries in the Spreadsheet or Datasheet views, those changes will now be reflected in the Tree view.



❑



The Preferences page in the Options dialog box now includes an option display, as well as print, long dates in a worksheet.



❑



The Preferences page now includes an option to let you show the entry notes indicator as a bitmap.



1



Report Enhancements A number of changes have been made to the Reports feature: ❑



A new Classification Report allows you to create a report based on data in a particular column. This report uses the Individual Action Items/Individual Information Needs report format, but allows you to select which column you want to base the report on. You can, for instance, base a report on the CAT, By, Priority, Status, Date or S/L/R column, or even on a custom column you’ve created. For example, this report allows you to create a report organized by the priority levels of the recommendations, or to do a Cause report based on the causes’ categories.



❑



In PHAWorks 5, you have the option to Include Page Count when printing reports. This option is located on the Layout page of the Reports dialog box. Enable this option to have page “X of XX” printed automatically on each page. Please note that because they are not numbered, the cover and index are not included in the printed page count, but they are included in the total number of pages when you specify pages to print or are previewing.



❑



In the Risk Statistical Report, you can complete analysis on any Severity column, even user-defined columns.



❑



Print reports to HTML files to create electronic versions of reports.



❑



In the Risk Statistical Report, values are now printed on the left side of the grid. Getting Started 1-32



Report Preview Enhancements



1



A number of changes have been made in the Reports Preview page: ❑



“Zoom In” and “Zoom Out” buttons have replaced the “+” and “” buttons.



❑



Click the left mouse button to move among the three zoom levels.



❑



There is a Print icon that takes you to the Print dialog box.



❑



You can now choose to see two pages of a report at the same time.



❑



Previously, you could type the number of the page you wanted to go to. Now, there is a combination function that allows you either to type the page number or scroll through the page numbers until you reach the one you want.



❑



You can now scroll through multiple pages with the vertical scroll bar.



❑



In PHAWorks 5, the preview is inside the program window so that you can more easily access other programs while previewing a report.



Spell Check Enhancements Several improvements have been made to the spell check capability: ❑



When you are completing a spell check, and the program finds the entry in a column not currently visible in the worksheet, it will make that column appear in the worksheet. The column will have an asterisk (*) to the left of it, indicating that it was added based on one of these functions. You have the option of adding the column to the current view of the worksheet, and if you choose to add it, the asterisk will be removed.



❑



The Added words file has been moved from the Locations page to the Dictionaries dialog box accessed from the Spelling page of the Options dialog box.



❑



You can now choose to Ignore domain names; to use Auto correct; and to set the spell check speed at Fast but less accurate, Moderately fast and accurate or Slow but accurate.



Hyperlinks When you open (double-click on) a link in PHAWorks 5, the running application will reactivate or a new application will be started. Getting Started 1-33



In addition, the Drawing Details dialog boxes have a new Link file name field and a browse button. If your company has electronic drawings, you can create a link to the drawing from within the dialog box. This feature is similar to the hyperlink capability.



1



When you type the drawing’s file location into the Link file name field, a link to that drawing will be created. If the drawing is located on a local hard drive or LAN, on an intranet, or on the Internet, you can create a link to the drawing’s URL (or intranet/Internet “address”). Also, that drawing will be underlined when it’s displayed in the banner. You can double-click on the underlined drawing in the banner to display the linked drawing.



Risk Ranking Improvements have been made to the risk ranking capability: ❑



The Risk Ranking dialog box includes a Notes field that allows you to enter a description of the risk ranking.



❑



The Risk Ranking dialog box now allows you to enter your own custom values for the Severity and Likelihood (S/L) columns. You may use up to four characters, in a combination of letters and numerals, to define those values. When you enter a new Severity or Likelihood, you will be prompted to indicate a value (up to four characters, numerals and/or letters), and a description.



Accelerators PHAWorks 5 lets you create your own, custom accelerators. You can do this from the Accelerators page of the Options dialog box under Utilities. You can add accelerators to any of the menu commands by choosing a menu from the drop-down list at the top of the Accelerators page. When you’ve chosen a menu, a list of functions for that menu will appear. The program is designed with some default accelerators, but you can change the accelerators keys for many of them. Each command can have up to two separate keyboard accelerators, so you should be able to configure the program to meet your individual needs.



Toolbar Changes PHAWorks 5 has multiple toolbars. Having multiple toolbars allows you to display only specific toolbars based on where you are in PHAWorks (e.g., the Worksheet toolbar will be displayed only when you’re in a worksheet window). Getting Started 1-34



In addition, you can move the toolbars from their default position at the top of the program window to “float” in the window or “dock” at either side or the bottom of the window.



1



A Toolbars submenu has been added to the Utilities menu. This submenu lets you turn toolbars on or off and lets you customize the toolbars. You can access the toolbar customization from the Toolbars submenu, by going to the Options page in the Utilities menu or by rightclicking on a toolbar and selecting Customize from its function menu. PHAWorks 5 contains the following toolbars: ❑



Main



❑



Format



❑



Project



❑



Worksheet



❑



Project Tree



❑



Tools



❑



Library



File Maintenance The Compress/Expand Project features in File Maintenance in the Utilities menu have been removed. They are no longer necessary now that the program format has been changed to a document format. Any project files you compressed in PHAWorks 4.1 will open in PHAWorks 5. If you need to compress a file, we recommend using a third-party compression program. You can now right-click on a project in the Open Project dialog box to access such functions as cut, copy, paste, delete, etc.



Menu Changes The following items have been moved or removed: ❑



In the Utilities menu, under File Maintenance, the Compress/ Expand Project features have been removed because the program format has been changed to a document format.



❑



The Window menu now contains the New Worksheet Window and Change Window Format submenus, which previously were in the Project menu.



Getting Started 1-35



❑



The Revision for All Worksheets option under the Project menu has been renamed as New Revision (All Worksheets).



❑



In the Worksheet menu, Change Column Width has been replaced by Increase Column Width and Decrease Column Width.



❑



Accelerators has been removed from the Help menu because PHAWorks 5 features a custom accelerators capability.



1



Menu Additions The following menu items have been added: ❑



A Format menu has been added. It allows you to change the text format in a worksheet entry.



❑



A Toolbars submenu has been added to the Utilities menu.



❑



The Project menu contains the new Track Worksheet Changes, Show Worksheet Changes and Restart Change Tracking commands.



❑



Column Configuration has been added to the Project Task Center.



❑



Column Configuration has been added to the Project menu.



❑



Undo/Redo features have been added to the Edit menu when in the worksheet, Project Notes or Library windows.



❑



The Save Project As... command has been added to the File menu.



❑



A link to Primatech’s Web site, called Primatech Home Page, has been added to the Help menu.



❑



An option to scroll through multiple revisions of a worksheet within the same window has been added to the Revision submenu in the Worksheet menu. The new Revision submenu includes such commands as Details, List, Start New Revision, Compare Worksheets, Show Current, Show Previous and Show Next.



Configuration Data When you convert projects from PHAWorks 4.1 to PHAWorks 5 (i.e., when you open a project created in PHAWorks 4.1 in PHAWorks 5), all of the project data will convert. Because all personal settings are now stored in the registry, however, they will need to be recreated.



Getting Started 1-36



Data Locations



1



Before you begin investigating task-specific features of the software and the related portions of this manual, it’s important to understand how the product and project information are related. There are three levels at which information is specified: ❑



The program level



❑



The user level



❑



The project level



❑



The worksheet level



For example, the Sage technical assistance feature has a database that is stored at the program level. This database is the same no matter which project you have open.



Data Stored with the Program Information PHAWorks stores the Library, Sage, Global Quick Entry lists, the Master Team List and the Master Protocol List independent from individual projects. This makes it convenient to have a single library of information that you use for all of your projects. Although you can certainly create more than one library (for example, you may wish to have libraries containing site-specific information), this information remains independent from a project and can be accessed regardless which project you have open. ❑



PHAWorks projects



❑



Archive projects (the projects themselves, not the project names)



❑



Backup projects (the projects themselves, not the project names)



❑



Library



❑



Sage



❑



Global Quick Entry lists



❑



Master Team List



❑



Master Protocol List



Getting Started 1-37



Data Stored at the User Level



1



User information refers to those items that, once specified, remain the same regardless which project you have open. Each user can have different settings for these items. User information includes the following: ❑



Library locations and added words list



❑



Display settings



❑



Bookmarks



❑



Page setup for printed items



❑



Export settings



❑



History locations



❑



Default banner names



❑



Software preferences (including spelling options, saving options and toolbar configuration)



❑



User-defined reports



❑



Report settings (including filters)



❑



Font size changes in multiline edit fields in dialog boxes



Data Stored with a Project PHAWorks creates a single file for each project that contains all of the project information (the file extensions vary by project technique: .hpw, .wpw, etc.). This file includes the following information: ❑



Session information (including the project team)



❑



Project notes and identification



❑



Project risk ranking



❑



Project configuration



❑



Banner configuration



❑



Worksheet information



❑



Worksheet views



❑



Project column names, widths, positions, views and font attributes



Getting Started 1-38



❑



Project banner names



❑



Automatic numbering



❑



Password information



❑



Program/document links



❑



List of file names for archived projects



❑



Protocols used in the project



❑



Lists of systems, subsystems, drawings, nodes, steps, etc.



❑



Project Team list



❑



Entry, worksheet and primary/secondary level notes



❑



Formatting of text



❑



Worksheet revisions



1



Data Stored in a Worksheet Even though the lists of primary and secondary level items (e.g., nodes/ parameters or systems/subsystems) are stored at the project level, the information regarding a specific node, system, parameter or subsystem is stored independently at the worksheet level. This information includes all of the entries in the worksheet columns. For example: ❑



Specific causes and consequences



❑



Recommendations



❑



Safeguards



❑



Severity, likelihood and risk



Getting Started 1-39



Installing PHAWorks



1



The sections that follow provide instructions for setting up PHAWorks so that it can run on your computer. The PHAWorks SETUP program copies software files from the distribution diskettes or CD-ROM to your computer’s hard disk or to a network drive. A “key,” or execution authority, is required to execute the program.



Stand-Alone Installation (Hard Disk Key) For Stand-Alone Installation using the key that resides on your hard disk, no floppy key diskette is required to run PHAWorks 5. ❑



All program files will be installed into the program directory on your hard disk.



❑



You need to run “Activate or Remove Key” in the PHAWorks 5 program group to activate the key. This will generate an installation code. Contact Primatech for the unlocking code.



❑



You can remove the key, however, once the key is removed, you need to contact Primatech for a new unlocking code to reactivate the key. You do not have to uninstall the software to remove the key.



❑



When you remove the key, two uninstall codes will be generated. You must provide these codes, the PHAWorks 5 serial number and your company’s name to receive a new unlocking code.



Stand-Alone Installation (Floppy Key) For Stand-Alone Installation using the floppy key diskette, the diskette is required to run the software. ❑



All program files will be installed into the program directory on your hard disk.



❑



When installing PHAWorks 5 using a floppy key diskette to run the program, the key cannot be transferred from the floppy diskette to the hard disk. No unlocking code is required.



Getting Started 1-40



Network Installation (Network Key)



1



For Network Installation using the key residing in a directory on the network drive, no floppy key diskette is required to run PHAWorks 5. ❑



All program files will be copied into a program directory on a network drive with the required workstation installation files.



❑



The key resides on the network drive, and the location of the key cannot be changed.



❑



Users must have read and write access to the program directory to run PHAWorks 5.



❑



Each user needs to run PHA5WS.EXE to set up PHAWorks 5 on their local workstation. This file is located in the program directory.



❑



The process to activate or remove the key works the same as in the Stand-Alone Installation using the key residing on your hard disk listed above.



Getting Started 1-41



Contacting Primatech for Help



1



If you need to contact Primatech for any reason, help is available from the following sources: ❑



Problems can be solved by calling Primatech Technical Support at (614) 841-9800.



❑



Problems may be faxed to Primatech Technical Support at (614) 841-9805. Be sure to include a means for us to contact you.



❑



You can reach Primatech on the Web at: www.primatech.com.



❑



You can reach Primatech via e-mail at:



❑



For software information:



[email protected]



For technical support:



[email protected]



You can also access the above information under Contacting Primatech... in the Help menu.



To help us serve you better, please have the following information available when you contact us: ❑



The product’s name, serial number and version number located in the About dialog box accessed from the Help menu.



❑



The detailed steps necessary to reproduce the problem.



❑



Your operating system.



❑



In some cases, you might be asked to provide a data file that demonstrates the problem.



Getting Started 1-42



PHAWorks Files



1



This section describes the PHAWorks files created by PHAWorks and copied into the the directory. The following files are copied to the \data directory: File



Description



PHAWSAGE.DAT



A modifiable Sage technical assistance database



EXAMPLE.HPW



The example project for HAZOP studies



EXAMPLE.WPW



The example project for What-If studies



PHAWORKS.TLX



PHAWorks added words file for spell checker



ACCENT.TLX



A spell checker user dictionary file



CORRECT.TLX



A spell checker user dictionary file



DEFAULT.RR



Default risk ranking



PHAWorks creates the following files: File



Description



project.hpw



HAZOP project files



project.wpw



What-If project files



project.lpw



What-If/Checklist project files



project.fpw



FMEA project files



project.cpw



Checklist project files



project.rpw



RMP (Process Hazard Review) project files



project.spw



RMP (Process Standards Review) project files



project.ppw



Preliminary Hazard Analysis project files



PHAWLIB.DAT



Library database



PTTEAM.TDB



Master team list database



QENTRY.DAT



Global Quick Entry database



*.RR



Risk ranking files



*.INI



INI files



Getting Started 1-43



What To Do Next



1



If you have already set up PHAWorks (or if PHAWorks has been set up for you by your network administrator), you can now: ❑



begin creating an Initial project by following the steps in Chapter 2, Creating an Initial PHA. or



❑



begin creating a Revalidation or Update PHA by following the steps in Chapter 3, Revalidating and Updating PHA Projects. or



❑



review the information in Chapter 4, PHAWorks Basics. or



❑



learn more about the program by completing the lessons in Chapter 5, PHAWorks Tutorial.



Getting Started 1-44



Chapter 2 – Creating an Initial PHA



2



When you begin a PHA project, you must enter information regarding: ❑



the PHA project method.



❑



the nature of the study (what nodes or systems you’re reviewing).



While you don’t need to complete all lists and decide on every option before you begin your first session, it’s a good idea to complete as much of this new project information as you can before the team meets for the first time. This chapter focuses on the process of creating a new project, and provides information about what you’ll need to set up before you begin your study. To help you get to work as quickly as possible, you may be instructed to select the default values for a given dialog box. The dialog boxes you see may vary slightly, depending on the technique you have chosen to use. These instructions assume that you’ve already started PHAWorks. If you haven’t already started the program, do so now.



Creating an Initial PHA 2-45



Determining Your Project Type



2



Before you begin your project, you must first determine the type of PHA you will conduct. PHAWorks 5 offers you three choices: ❑



Initial PHA



❑



Revalidation PHA



❑



Update PHA



If you are conducting a study on a process for the first time, choose Initial PHA. This chapter leads you through the steps you follow to set up and begin an Initial PHA. To begin setting up an Initial PHA, turn to Step One: Naming the New Project in this chapter. If you are revalidating an existing PHA study to satisfy regulatory requirements, choose Revalidation PHA. Turn to Chapter 3, Revalidating and Updating PHA Projects. If you are updating an existing PHA study, choose Update PHA. Turn to Chapter 3, Revalidating and Updating PHA Projects.



Creating an Initial PHA 2-46



Step One: Naming the New Project



2



When you set up a new project, you are asked to select the PHA project type, and prompted for information about the name and directory for the project. This section walks you through this process. Follow these steps: 1.



Choose Create PHA from the File menu.



2.



Choose Initial PHA. NOTE: To conduct a Revalidation PHA or Update an existing PHA turn to Chapter 3: Revalidating and Updating PHA Projects. The PHA Project Method dialog box appears:



3.



Select HAZOP (Traditional Study) and click OK. Remember, after you create the project you cannot change the project method. NOTE: The Project Method you select will determine the extension attached to the project name.



Creating an Initial PHA 2-47



Below is a list of the project name extensions you may encounter: Project Type



Extension



HAZOP (Traditional)



.HPW



HAZOP (Procedural)



.HPW



What-If



.WPW



What-If/Checklist



.LPW



FMEA



.FPW



Checklist



.CPW



RMP Hazard Review



.RPW



RMP Standards Review



.SPW



Preliminary Hazard Analysis



.PPW



2



NOTE: Archive files have an extension of .PWA



The Create New Project dialog box appears:



4.



Select the directory (folder) for your project from the Save in: box, and type a project name (MyProject, for example) in the File name text box. Use a name that clearly identifies the study and distinguishes it from all others.



5.



After you complete this information, press ENTER or click Proceed.



PHAWorks 5 gives you the option of simplifying the process of creating a new project by using the program’s default settings for project and column configurations. After you click Proceed, a confirmation dialog box appears, asking whether you want to use the default settings for project and column configuration:



Creating an Initial PHA 2-48



2 If you want to review or modify the default settings for project and column configurations, click No and proceed to Step Two: Setting the Project Configuration. NOTE: In PHAWorks 5, you can the change the project and column configuration in a project and choose to save the new configuration as the default setting for all new projects. If you do this, when you create a new project and choose to accept the default settings for project and column configurations, these configuration settings will then be new default settings, not the program’s original default settings. If you wish to use the default settings for project and column configurations, click Yes, and proceed to Step Four: Completing the Project Protocols.



Creating an Initial PHA 2-49



Step Two: Setting the Project Configuration



2



The Project Configuration dialog boxes contain several items that affect important aspects of your project. The Project Configuration options you see may differ slightly from the illustration below, depending on the project method you’ve selected. A variation of this Project Configuration dialog box appears:



NOTE: If you want to save the project configuration as the default for all new projects, select the Save as default for new projects check box. In the Project Configuration dialog box, follow these steps: 1.



Select the check boxes or radio buttons for the configuration options you want for your project, or accept the current settings. In some project methods, many of the configuration options can’t be changed after data has been entered into the project, so take care in making your selections. To help you determine if you need to change the default configuration, this section defines each configuration option.



Automatic Prompt For HAZOP projects, you can have PHAWorks automatically prompt you with a Guidewords or Deviations dialog box when a worksheet is empty. Select Nothing if you don’t want to be prompted. Creating an Initial PHA 2-50



Breakdown of Study For HAZOP studies, you must always divide a study facility into nodes or steps. However, components, intentions and parameters are optional. Select the check box of the items you intend to use in the breakdown of your study. NOTE: Components are used with the Sage technical assistance feature. Intentions describe what is happening under normal operating conditions. For other project methods, studies are divided by systems/subsystems, except for Checklist, which is divided by systems/categories. If you choose not to use the global parameters, you must specify an independent list of parameters for each node in the study. Drawing Relationship Before you begin your study, you must specify how you intend to use the drawings (or documents for a Checklist study) that are part of the study documentation. In other words, you specify what the drawings illustrate. For HAZOP studies, drawings are related to either nodes or parameters for a traditional study, and to either steps or parameters for a procedural study. For other studies, drawings are related to systems or subsystems. Use of Notes Marking the check box for one or more of the Notes options enables the notes feature. These notes are associated with individual items and can be used to record additional information about that item or to document a change or update in the study. You can choose to show the presence of entry notes as a bitmap by going to the Preferences page in the Options dialog box under the Utilities menu. Using Check Marks Check marks help you keep a record of what you’ve completed or reviewed in a study. Clicking the Clear button will clear all existing check marks for the project. Using Quick Entry Lists Quick entry lists allow you to quickly select an entry from a list and insert it into a worksheet instead of having to type the same entry over and over again. You may select Project-specific and Global quick entry lists, and you may also select Different lists for each global parameter. 2.



Click Proceed to open the Column Configuration dialog box.



Creating an Initial PHA 2-51



2



Step Three: Setting the Column Configuration



2



After you set your project’s configuration, the Column Configuration dialog box appears:



This feature lets you choose the default settings for column relationships or set up custom relationships among the columns in your project. Setting the column relationships is an important part of your project configuration. PHAWorks 5 allows you to move the location of a column in a worksheet, as well as change the column relationships, even after you enter worksheet data. Keep in mind, however, that changing column relationships changes the hierarchical structure of entries in a worksheet (that is, it affects the child-parent relationship of entries across columns). Once you change the structure, you might not be able to restore these data relationships, even if you change the columns back to their original relationship. When moving columns, you cannot move a column above its parent column, and if you move a parent column, all of its child columns will move with it. When creating an Initial PHA, therefore, it’s recommended that you select the default settings for column configuration for this example. If you move, add or delete columns while setting up a project, for instance, the rest of the steps in the project creation process may not work as they’re described in the remainder of the chapter.



Creating an Initial PHA 2-52



This version of PHAWorks contains features that give you greater flexibility in changing and customizing worksheet columns when working with your project. For instance, you can change column widths, rename columns, change entry numbering, hide columns when in different worksheet views, etc. For more information on modifying columns once you’ve created a project, see Chapter 6, Modifying Worksheet Presentation. NOTE: In PHAWorks 5, each project has its own worksheet views that are saved within the project itself. Selecting items to view for one project will not affect another project. In addition, all column settings, including widths, names and positions, are saved within a project.



Moving Columns PHAWorks 5 provides you with the ability to move the location of a column in a worksheet, as well as change the column relationships after you enter worksheet data. The steps for this process are simple, but because changing the relationship between columns can move important information in a worksheet, PHAWorks gives you several opportunities to halt the process. CAUTION: After you change column relationships, PHAWorks can’t reverse the association of individual entries. In other words, if you change your mind, you can change the relationships back, but PHAWorks won’t be able to reassociate entries with the previously related parent entries. Before you change the column relationships for your project, we recommend that you make a backup copy of the project. If you choose to move a column at this stage, or to move columns after a study has begun, follow these steps: 1.



In the Column Configuration dialog box, choose the column you wish to move.



2.



Use the “up” and “down” arrow buttons to move the column you’ve selected. You can also drag the column to a new location. (If you use the drag-and-drop method, a bitmap ( ) appears if you attempt to drop a column into an invalid location.) Keep in mind that you cannot change column relationships by using this method.



Creating an Initial PHA 2-53



2



Changing Column Relationships To change column relationships, you must change a column’s parent. To change column relationships, follow these steps: 1.



In the Column Configuration dialog box, select the column whose parent relationship you want to change.



2.



Click on the Parent button. The Choose Parent for “Column” dialog box appears:



An asterisk indicates the current parent column. 3.



Select the new parent column.



4.



Click OK. A confirmation dialog box appears, reminding you that there are entries, or data, in the column, and explaining that you will need to review those entries if you proceed to change the column relationship. It also reminds you that changing the columns back to their original relationship does not completely undo the changes to the worksheet entries. NOTE: If no data has been entered into the worksheet, the confirmation dialogs will not appear since no data is being modified.



5.



If you want to continue with changing the column relationship, click Yes. Otherwise, click No. If you clicked Yes, a Please Note dialog box appears, stating that entries in the column whose relationship you wished to changed are now associated with their new parent column, rather than their previous parent column. Creating an Initial PHA 2-54



2



6.



Click OK. If you do not have a worksheet open, you are finished with this step. If you have a worksheet open, another dialog box appears, explaining that in order to change the column relationship in the worksheet data, all worksheet and Tree format windows will be closed.



7.



Click OK. The worksheet closes, leaving the Column Configuration dialog box on the screen.



8.



Click OK. When you reopen the project worksheet, the new column relationships are in place.



Another way to change a column’s parent is to drag-and-drop a column to associate with a new parent. For example, you can drag the Recommendations column up until it is under the Guidewords column. To use this method, follow these steps: 1.



Drag the selected column to under its new parent and drop it. You are prompted to Change Relationship or to Cancel.



2.



If you want to continue with changing the column relationship, select Change Relationship. Otherwise, click Cancel.



Follow steps 4 through 8 above.



Adding Columns to the Worksheet PHAWorks 5 lets you add any type of column except the REF# column to a worksheet. (The REF#, or Recommendation reference number, column provides unique information, so there can be no more than one REF# column in a worksheet.) As you go through the process of adding a column, each dialog box contains tips to help you. If you choose to add a column after starting a study, or to add columns after a study has been created, follow these steps: 1.



In the Column Configuration dialog box, select which column you want the new column to be added under (i.e., select a Parent column for the new column).



2.



Select Add Child. Creating an Initial PHA 2-55



2



The Add Child Column dialog box appears:



2



3.



Select the type of column you want to add to the worksheet.



4.



Click on Next. You will be prompted to provide information about the Worksheet heading (which is the name the column displays in the worksheet), Full name (which is the column’s full name; it can be the same as the worksheet heading or longer, to include more information), Singular references and Plural references. You must provide a worksheet heading and full name to proceed.



5.



When you’ve filled in this information, click on Next. You will be prompted to provide a Column ID for the new column. The Column ID is user-defined and alphanumeric, and it uniquely identifies a column. You must define a column ID for any usercreated column to proceed.



Creating an Initial PHA 2-56



2



6.



When you’ve defined a column ID, click Next. You will be prompted to choose a position for the new column. Do so by clicking on the location in the column hierarchy where you want your column to go, using the “up” and “down” arrow keys or dragging the column to a new position.



7.



When you’ve selected the column position, click Finish. You will return to the Column Configuration dialog box, and you can scroll down to view your new column, if it isn’t already in view. NOTE: After you’ve created a new column, the Column Configuration dialog box reappears, and you can see the new column in it. If you want to save this configuration as the default for all new projects, select the Save as default for new projects check box.



Creating an Initial PHA 2-57



Deleting Columns from the Worksheet PHAWorks 5 lets you delete columns from a worksheet. For this example, however, it’s recommended that you do not delete columns from a worksheet when setting up an Initial PHA. NOTE: Some columns cannot be deleted using the column deletion feature. You cannot delete the Guideword, Deviation, Causes and Recommendations columns in HAZOP studies. Also, you cannot delete the root (first) column or Recommendations column from any study, nor can you delete any column that has a descendant that can’t be deleted, e.g., the Consequences column when it’s the parent of the Recommendations column. To delete a column from a worksheet, follow these steps: 1.



In the Column Configuration dialog box, select which column you want to delete.



2.



Select the Delete button. A confirmation dialog box appears:



3.



Click Yes. CAUTION: When you delete a column, you delete all of the data in that column. This is different from hiding a column, which simply turns a column off, but doesn’t delete the column or its data.



Creating an Initial PHA 2-58



2



Step Four: Completing the Project Protocols



2



After you set your project’s configuration, the program may ask if you would like to complete a project protocol. A protocol is a list of questions about your project, your situation, and the process you are studying. The Protocol format is similar in appearance to a traditional spreadsheet. Your answers are stored with your project to provide a record of the conditions under which your PHA was conducted. The protocol type that you encounter while setting up an Initial PHA is the Process Safety Information (PSI) Protocol. The PSI protocol will help determine whether you have access to the safety information necessary to complete your study. Protocol List This is a list of protocols available in PHAWorks.



Understanding the Protocol Worksheet The protocol worksheet contains three columns in which you have the option to enter information: Column



Definition



A



Use this column to answer each question yes (Y) or no (N).



Justification



Enter the reason why you answered yes or no to the question.



Comments



Add any additional comments.



Enabling the Protocols Prompter When you created a new project in PHAWorks, you were always prompted to confirm whether or not you’d like to process each protocol. In PHAWorks 5, you can indicate whether you’d like to be prompted to process protocols. If the option to prompt for protocols is checked (this is the default setting), you will be prompted when you create a new project, just as in PHAWorks. If the option to prompt for Protocols isn’t checked, the appropriate protocols will still be loaded in the project, but you won’t be prompted to process them. You can still process the protocols by choosing Protocols... from the Project menu.



Creating an Initial PHA 2-59



Using the Project Task Center When you have finished processing the protocols (closed the protocol window), the Project Task Center appears:



The illustration above is for a traditional HAZOP study. Other Project Task Centers are similar in appearance but will contain different items. The Project Task Center appears each time you open a project and lists the information you can specify (or modify, in the case of an existing project) for your study. The items in the Project Information area are important for planning your study, and should probably be completed before you begin your study. Turn to Step Five: Identifying the Project to continue setting up your Initial PHA.



Creating an Initial PHA 2-60



2



Step Five: Entering Project Identification



2



The Project identification item in the Project Task Center lets you specify information such as the PHA type, the company for which you are conducting the study, the location and description of the facility being studied, and a more descriptive project name. The Project Identification dialog box also provides tabs for description and chemicals, and purpose, scope and objectives. Supplying the project identification now can help you avoid later confusion with other studies. In PHAWorks 5, the Project Identification dialog box has been expanded to a tabbed format to allow you to enter additional information. The Project Identification dialog box now includes the Process tab; the Description/Chemicals tab, which provides fields for information about the process description and the chemicals used in the process; and the Purpose/Scope/Objectives tab, which provides larger information fields for this information than did the previous version of PHAWorks. To complete the Project identification from the Project Task Center, follow these steps: 1.



Select Project identification and click Go To..., or double-click on Project identification. NOTE: All of the items in the Project Task Center are also available in the menus. The Project Identification dialog box appears:



Creating an Initial PHA 2-61



2.



Type any necessary information into each of the fields in each of the tabs (Process, Description/Chemicals, Purpose/Scope/Objectives) in the dialog box. The File description does not replace the file name you assigned in the Create New Project dialog box. The file description is for further clarification of projects in PHAWorks.



3.



When you have finished entering the information, click OK to return to the Project Task Center.



Turn to Step Six: Entering Project Notes to continue setting up your Initial PHA.



Creating an Initial PHA 2-62



2



Step Six: Entering Project Notes



2



The Project notes item in the Project Task Center opens the Notes window. You can use this feature to record information such as project assumptions or a schedule for the project. NOTE: This window is for project-specific information only. Use the Library to record information that applies to any project, such as standard checklists, definitions of terms, abbreviations or revisions to information found in Analysis Tools. To enter project notes, follow these steps: 1.



Select Project notes and click Go To..., or double-click on Project notes. The Notes window appears:



2.



Type the notes for the project. When you’re finished, close the window. or Choose Close from the Window menu. NOTE: Project notes, unlike dialog boxes, can remain open while you’re working with a project worksheet.



Turn to Step Seven: Creating the Project Team to continue setting up your Initial PHA.



Creating an Initial PHA 2-63



Step Seven: Creating the Project Team List



2



To add team members for a project, follow these steps: 1.



Select Project team and click Go To..., or double-click on Project team. The Team for Project dialog box appears:



2.



Click Add. The Add Team Member dialog box appears:



3.



Enter information for each field.



Creating an Initial PHA 2-64



NOTE:



2



Several fields in this dialog box have drop-down history boxes. History boxes contain information previously typed for the selected field. You can select items from the history boxes rather than retype the same information for each team member. Some history boxes, like the Department field, have predefined lists. 4.



When you’re finished specifying information for the new team member, click OK.



5.



Repeat steps 2 through 4 for each member of the team.



6.



To return to the Project Task Center, click OK.



Turn to Step Eight: Creating the Drawings List to continue setting up your Initial PHA.



Creating an Initial PHA 2-65



Step Eight: Creating the Drawings List



2



It’s a good idea to create the drawings list before you enter the nodes, steps, systems, etc. NOTE: If you are creating a checklist study, you create a Documents list instead of a Drawings list. Substitute documents for drawings in the steps below. To create this list, follow these steps: 1.



Select Drawings from the Project Task Center and click Go To..., or double-click on Drawings. The Drawings dialog box appears:



NOTE: You can hide or reveal the editing function buttons in many dialog boxes by clicking >. You may also prefer to use the dialog box function menu, which is accessed by pointing the mouse cursor on the dialog box and clicking the right mouse button. 2.



Click the Add button. The Add Drawing dialog box appears:



Creating an Initial PHA 2-66



2



3.



Type the name or number of the drawing in the Drawing field. If you want to include more information about the drawing, type that information in the Description field. You can also create a hyperlink to the drawing so that you can view it on your computer.



4.



When you have finished adding a drawing, click OK.



5.



Repeat steps 2 and 3 for each drawing or choose Add Many from the function menu (which is accessed by placing the cursor on the dialog box and clicking the right mouse button). NOTE: The function menu is available in most dialog boxes for quick access to required functions.



6.



When you’re done entering the drawings, click OK to return to the Project Task Center. After you finish entering the drawings, you may find it useful to print the list you’ve compiled. To do this, click the Print button in the Drawings dialog box.



For more information about adding, deleting, renaming, or moving items in the list, refer to Chapter 7, Working with Data. Turn to Step Nine: Adding Sessions to continue setting up your Initial PHA.



Creating an Initial PHA 2-67



Step Nine: Adding Sessions



2



You may already know how many sessions you plan to hold for your study. If so, enter these dates in the Sessions dialog box. A session is defined as a meeting, and can span a few hours or several days. For example, you may schedule two sessions per day, each lasting 2–3 hours. The Sessions dialog box also lets you identify the members of the project’s study team, note who will be present for individual sessions and enter comments about each session. PHAWorks waits to associate a session with a worksheet until there is additional data in the worksheet (worksheet entries). In addition, if you proceed into a worksheet, and the date of the current session is different from the current date, PHAWorks will prompt you to confirm that this is the session you wish to be working in. When you add a session in the Sessions dialog box, you have the option of copying the attendance from the current session instead of retyping the information. To enter session information, follow these steps: 1.



Select Sessions from the Project Task Center, and click Go To..., or double-click on Sessions. The Sessions dialog box appears (showing the List page):



2.



Click Add. The Add Session dialog box appears:



Creating an Initial PHA 2-68



2 3.



Type the Date, Time and Duration and click OK. Enter times and dates using the formats you have selected in the Regional Settings Applet in the Windows Control Panel. In Duration, type the number of hours and minutes (hr:mn) you plan to spend in this session. NOTE: The hr:mn format is important in the Time and Duration fields. In the Time field, for instance, if you type in “2,” an “invalid session time” message appears. Also, if you don’t type in “PM,” the program will list the time as “AM.” Duration displays the session lengths that are not even numbers exactly as they are typed. For instance, if you type in “2,” the program correctly understands it as 2:00 hours. But if you type in “135,” meaning one hour and 35 minutes, the program understands it as 135 hours. You must type “1:35.” A new session appears in the list:



When you add a new session, PHAWorks automatically gives it a session number and, by default, makes it the current session. The list of sessions is numbered and sorted chronologically. For more information about adding, deleting or editing session information, refer to the section entitled Modifying Session Information in Chapter 8, Changing Project Information.



Creating an Initial PHA 2-69



To specify team information for a session, follow these steps: 1.



2



Click the Team tab at the top of the window. The Team page of the dialog box appears:



If you added team members to the Project Team list, they appear here if the Show all option is checked. Deselecting Show all will show only attendees for the current session. 2.



If you want to add a new team member, click Add. If you want to change team member information, select the member and click Details. The Add Team Member or Team Member Details dialog box appears.



3.



Enter information for each field.



4.



If you wish this team member to appear in the Master Team List, select Update master list.



5.



At the bottom of this dialog box, you can specify if the team member will attend a selected session by selecting Present. You can also indicate if the member is the Leader or Scribe (or both) of the team. (A team member must be present in order to be leader or scribe.)



6.



When you have finished specifying information for the new team member, click OK.



7.



Repeat steps 2 through 6 for each member of the team.



Creating an Initial PHA 2-70



To enter notes for a session, follow these steps: 1.



2



Click the Notes tab at the top of the window. This page of the dialog box appears:



Use this dialog box to enter any information that pertains directly to a session, such as any milestones to be completed or special requirements for a session. 2.



When you have finished entering the session information, click OK to return to the Project Task Center.



Turn to Step Ten: Entering Nodes, Steps and Systems to continue setting up your Initial PHA.



Creating an Initial PHA 2-71



Step Ten: Entering Nodes, Steps, Categories, Systems



2



To make a study manageable and to focus the efforts of the study team, the facility is divided into units called nodes, steps or systems. NOTE: For simplicity, the following steps refer to a HAZOP study that is divided into nodes. If you are creating a procedural HAZOP study, replace the word node with step. If you are creating another type of study, replace the word node with system. To create the list of nodes for your project, follow these steps: 1.



Select Nodes from the Project Task Center, and click Go To..., or double-click on Nodes. The Nodes dialog box for the current project appears:



Since you are defining a new project, no nodes appear in the list at this time. You can define all the nodes for your project now. You may also add more nodes later if you wish. 2.



Choose the Add button. The Add a node dialog box appears:



Creating an Initial PHA 2-72



2 3.



Type the name for the node and press ENTER. The new name is added to the list.



4.



To add more nodes to the list, repeat steps 2 and 3. You can select to position new nodes in the current position in the list or at the end of the list.



If you have configured your project so that drawings are related to nodes, you can specify which drawings relate to which nodes. Follow these steps: 1.



Select a node in the list.



2.



Click the Drawings button.



3.



In the Drawings list, check a drawing you wish to associate with the selected node. Repeat this step as necessary.



4.



To return to the Nodes list, click OK.



Repeat steps 1 through 4 for other nodes in the list. If you have configured your project to use components, you can also define that information now. Follow these steps: 1.



Select a node.



2.



Click the Components button, choose Components from the function menu or press ALT+O.



3.



Click the Add button.



4.



In the Components dialog box, type the Component type (or use the drop-down list), Qualifier and ID, and click OK.



5.



When you’re finished, click OK to close the Components dialog box and return to the Nodes dialog box.



6.



Click OK to close Nodes dialog box.



Creating an Initial PHA 2-73



Entering Parameters If you are configuring a HAZOP study, but opted not to use the global lists of parameters, choose a node from the Nodes list, click on the Parameters button and type the related parameters in a Parameters list. This list of parameters is independent for each node in the study. If you are configuring another type of study, you might want to include a list of subsystems associated with a system into a Subsystems list. This list of subsystems might be different for each system in the study. (A Checklist study uses categories instead of subsystems.) To return to the Project Task Center, click OK. Turn to Step Eleven: Specifying Project Options to continue setting up your Initial PHA.



Creating an Initial PHA 2-74



2



Step Eleven: Specifying Project Options



2



The Project Task Center contains a list of Project Options that you may wish to set before beginning your study. The contents of the window will vary depending on the type of study you are conducting. This section provides instructions for some of the options you are most likely to configure for a new project.



Defining the Banner Configuration You can configure the worksheet banner to display different fields and, in some cases, change the maximum number of lines displayed in fields. To modify the banner, follow these steps: 1.



Select Banner Configuration from the Project Task Center and click Go To..., or double-click on Banner Configuration. The Banner Configuration dialog box appears:



The dialog box you see may contain different items, depending on the project type you have selected. 2.



Make sure the check box is selected for each field you wish to include in the banner. For those fields that can display more than one line of text, type the maximum number of lines you wish the banner to display. (It will never have more lines than needed.) Creating an Initial PHA 2-75



You may also select the option to have all drawings listed on one line in the banner. If you select this option, a semicolon (;) is used as the default separator between drawings. You can change the separator, however, by clicking on the radio button for Combine drawings with this between them, then entering the separator you want to use. 3.



When you’re finished making your changes, click OK to return to the Project Task Center.



Setting a Risk Ranking Scheme A risk ranking scheme determines a risk value on the basis of the study team’s input regarding the likelihood and severity of an occurrence of the hazard scenario. PHAWorks allows you to define the severity and likelihood levels and the risk values. To specify a risk ranking scheme, follow these steps: 1.



Choose Project risk ranking from the Project Task Center or double-click on Project risk ranking. The Risk Ranking dialog box appears:



2.



Make sure the Use risk ranking check box is checked. If the current scheme is satisfactory, click OK to leave the dialog box. Otherwise, continue with step 3 to change the current settings.



3.



Set the following options to reflect the ranking scheme you want to use: Top severity values are more serious Lower risk values are more serious



Creating an Initial PHA 2-76



2



NOTE:



2



These settings are used only for the Risk Statistical report. 4.



To add Severity or Likelihood levels, select the list you wish to edit, click the Add buttons and type the display value and description for the new level.



5.



The Risk Ranking dialog box now allows you to enter your own values for the Severity and Likelihood (S/L) columns. You may use up to four characters, in a combination of letters and numerals, to define those values. When you enter a new Severity or Likelihood, the dialog box prompts you to indicate a value (up to four characters, numerals and/or letters) and a description.



6.



Click OK to close the Add S/L Definition dialog box.



7.



You can enter or change information in the Notes field to provide a description of the risk ranking file you’ve loaded.



8.



If you want to see the risk ranking grid, click the Risk Grid button: The Risk Grid appears:



9.



Click Swap (or press ALT+S) if you want to swap the severity and likelihood axes on the grid. (This changes only the appearance of the grid, not the values.)



10. Enter or modify the risk ranking values by clicking on the grid square whose value you want to change, then typing in the new value. 11. To leave the risk ranking grid, click OK.



Creating an Initial PHA 2-77



12. To leave the Risk Ranking dialog box and save your changes, click OK. If you want to exit the Risk Ranking dialog box without saving any changes, click Cancel.



Copying Information from Another Project Copying information directly from another project can save considerable time and effort. You can browse a list of source items for items to be copied. This is helpful in determining what program information you need to copy into the destination project. Follow these steps to copy information from another project: 1.



Choose Copy from other project from the Project Task Center. PHAWorks prompts you to select a source project:



2.



Choose a project and click Open. NOTE: Some items in this dialog box require that the project configuration items be the same for both source and destination. After you select a project, this dialog box appears:



Creating an Initial PHA 2-78



2



2



3.



Select the items you want to copy into the new project, and click Copy. You can browse a list of source items for items to be copied. This is helpful in determining what program information you need to copy into the destination project. PHAWorks displays a message when the copy is completed.



Some copied items replace current items, while other copied items are appended to current items. For example, risk ranking, banner names, guidewords, entry numbering, global parameters and quick entry lists are replaced. Drawings, project team lists, sessions, document links, nodes and worksheets are appended. For more information on how data is copied, see the Copying Information from Other Projects section in Chapter 8, Changing Project Information.



Creating an Initial PHA 2-79



Proceeding to the Worksheet



2



To proceed to the worksheet from the Project Task Center, you specify the worksheet format you’d like to use: ❑



Choose the Spreadsheet button to use a spreadsheet worksheet format.



❑



Choose the Datasheet button to use the top-down worksheet format.



❑



Choose the Tree button to view the hierarchical representation of the worksheet data.



The Tree format lets you view the data and navigate within the worksheet structure. The other formats let you enter and edit data. When you choose one of these buttons, PHAWorks prompts you for information for the worksheet, such as node, parameter, drawings or guideword. Follow these steps to open a worksheet: 1.



Choose Open Project… from the File menu or choose the Open icon ( ) from the toolbar. Or, you can choose a project from the list of recent projects under the File menu.



2.



Choose a project from the Open Project dialog box. You can select any information or options to modify from the Project Task Center.



3.



Click one of the worksheet buttons and follow the prompts for worksheet information.



You’re now ready to begin entering information for an Initial PHA study. If you are new to PHAWorks, you may find it useful to spend a few minutes going through the lessons in Chapter 5: PHAWorks Tutorial. Unless you are planning to revalidate or update an existing PHA turn to Chapter 4, PHAWorks Basics, for additional information on the basic features of PHAWorks 4 such as opening and closing projects, moving around the worksheet and so on. If you are planning to revalidate or update an existing PHA turn to Chapter 3, Revalidating and Updating PHA Projects.



Creating an Initial PHA 2-80



Chapter 3 – Revalidating and Updating PHA Projects This chapter describes the processes for revalidating or updating existing PHA projects. It provides information about what you’ll need to set up before you begin your study. To help you get to work as quickly as possible, you may be instructed to select the default values for a given dialog box. The dialog boxes you see may be slightly different, depending on the type of technique you have chosen to use. Since this chapter includes all the steps necessary to revalidate or update a PHA Project, some of the information it contains may seem repetitious, especially if you’ve used Chapter 2, Creating an Initial PHA to begin a project. If you are comfortable with the project setup process outlined in Chapter 2, skip the sections in this chapter that detail topics with which you are familiar. They are the same in both chapters. These instructions assume that you’ve already started PHAWorks. If you haven’t already started the program, do so now. If you are conducting a Revalidation PHA, continue with this section to begin setting up your project. or If you are conducting an Update PHA, turn to the section in this chapter entitled Setting up an Update PHA to begin that type of project.



Revalidating and Updating PHA Projects 3-81



3



Revalidating a PHAWorksCompatible Project



3



To begin setting up a Revalidation PHA, follow these steps: 1.



Choose Create PHA from the File menu.



2.



Choose Revalidation PHA. A Revalidate PHA Study dialog box appears asking whether you have a file that is compatible with PHAWorks. If your answer is Yes, continue with this section. If your answer is No, skip to the section in this chapter entitled Revalidating or Updating a Project Not Compatible with PHAWorks.



3.



Choose Yes in the Please Confirm dialog box. The Choose Project to Revalidate dialog box appears:



4.



Select the project you want to revalidate and click Open. The Archive Information dialog box appears:



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NOTE: When you revalidate an existing PHAWorks-compatible project, the previous version of the project is automatically assigned archive status. To do this, PHAWorks renames the old project and assigns the current name to the newer version. Each project archive is stored with and accessible from the project’s current version. 5.



Enter any applicable archive information and click OK. A Please Confirm dialog box appears:



6.



Click Yes if you want to complete the project protocols.



Turn to the next section, Completing the Project Protocols, to complete the protocol worksheets.



Completing the Project Protocols The Protocols are lists of questions about your project, your situation, and the PHA you are revalidating. The Protocol format is similar in appearance to a traditional spreadsheet. Your answers are stored to provide a record of the conditions under which your PHA was conducted. While it is not necessary to complete the protocols in order to conduct a study, we strongly urge you to do so. The four protocols included with PHAWorks are listed below. NOTE: In PHAWorks 5, you have the option to turn the Protocols prompt off, by going to the Preferences tab in the Options dialog box under the Utilities menu and deselecting the Prompt for protocols option. Process Safety Information (PSI) needed for PHA protocol The PSI protocol will help determine whether you have the safety information necessary to properly complete your study. NOTE: The PSI Protocol is the only protocol you see if you are conducting an update PHA. A revalidation PHA includes three additional protocols. Revalidating and Updating PHA Projects 3-83



3



Information needed for Revalidation protocol The questions in this protocol concern the results of the previous PHA and the actions taken on those results since the study was conducted. Regulatory requirements for Revalidation protocol This protocol will help determine whether the previous PHA met all the applicable regulatory requirements. Technical Requirements for Revalidation protocol This protocol will help determine whether each of the technical elements of the previous PHA were properly addressed.



Answering the Protocol Questions The protocol worksheet contains four columns. The information in the first column (the Question column) can not be changed. The other three columns provide you with the opportunity to enter information: Column



Definition



A



Use this column to answer each question yes (Y) or no (N).



Justification



Enter the reason why you answered yes or no to the question.



Comments



Add any additional comments.



To complete the protocols, follow these steps: 1.



Type answers to the questions in the appropriate worksheet columns.



2.



Click the Close button to close each protocol worksheet window as you are finished.



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3



Type of Revalidation Project When you have finished completing the protocols, you are presented with one of several options, depending on the project you are revalidating and the method you are using. Because you are revalidating a PHAWorks-compatible project, the Specify Type of Revalidation dialog box appears:



If you are modifying an existing study, choose Revise/Retrofit. 1.



Choose Revise/Retrofit. The Project Task Center appears:



Because you are revising or retrofitting an existing project, it is not necessary to configure your project. Skip to the section in this chapter entitled Entering Project Identification to continue setting up this type of revalidation project. Use the Replace/Redo type of Revalidation to start over with a new PHA. 1.



Choose Replace/Redo. The Project Method dialog box appears: Revalidating and Updating PHA Projects 3-85



3



3



2.



Select a Project Method. Click OK. The Project Configuration dialog box appears. Because you are replacing or redoing a project, you will need to configure your new PHA. Turn to the section in this chapter entitled, Setting the Project Configuration to continue setting up this type of revalidation project.



The Project Task Center pictured on the previous page is for a traditional HAZOP study. Other Project Task Centers are similar in appearance but may contain different items. The Project Task Center also appears each time you open a project and lists the information you can specify (or modify, in the case of an existing project) for your study. You can also access this information after you have opened a project by selecting Project Task Center from the Project menu, pressing F8 or clicking on the Project Task Center icon ( ). The items in the Project Information area are important for planning your study and should be completed or revised before you begin your study, if necessary.



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Revalidating or Updating a Project Not Compatible with PHAWorks To begin setting up a Revalidation PHA, follow these steps: 1.



Choose Create PHA from the File menu.



2.



Choose Revalidation PHA. A Please Confirm dialog box appears asking whether you have a file that is compatible with PHAWorks. If your answer is No, continue with this section. If your answer is Yes turn to the section in this chapter entitled Revalidating a PHAWorks-Compatible Project.



3.



Choose No in the Please Confirm dialog box. The Method for Proceeding dialog box appears:



2.



If you plan to enter all the data before you revalidate, continue with the next section. If you plan to revalidate while you enter data, turn to the section entitled Using the Revalidation Method.



Using the Enter Data Method Use this method if you want to enter data from the previous PHA into PHAWorks before beginning to revalidate the project. 1.



Choose Enter Data in the Method for Proceeding dialog box. The PHA Project Method dialog box appears:



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3



3



2.



Select a Project Method. Click OK. The Create a New Project dialog box appears:



3.



Type a name for your project and click Proceed. The Project Configuration dialog box appears.



You are now ready to begin configuring this type of project. Turn to the section in this chapter entitled Setting the Project and Column Configuration to continue setting up your project.



Using the Revalidation Method Use this method if you wish to revalidate as you enter data. 1.



Choose Revalidate in the Method for Proceeding dialog box. The PHA Project Method dialog box appears:



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3



2.



Select a Project Method. Click OK. The Revalidation Project Name dialog box appears:



3.



Type a name for your project. Click Proceed. The Project Configuration dialog box appears.



You are now ready to begin configuring this type of project. Turn to the section in this chapter entitled Setting the Project and Column Configuration to continue setting up your project.



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Setting Up an Update PHA



3



If you have chosen to update an existing PHA, follow these steps to complete the Update PHA setup process: To set up an Update PHA, follow these steps: 1.



Choose Create PHA from the File menu.



2.



Choose Update PHA. A Update PHA Study dialog box appears asking whether you have a file that is compatible with PHAWorks. If your answer is Yes, continue with this section. If your answer is No, skip to the section in this chapter entitled Revalidating or Updating a Project Not Compatible with PHAWorks.



3.



Choose Yes in the Please Confirm dialog box. The Choose Project to Update dialog box appears:



4.



Select the project you wish to update. Click Open. The Archive Information dialog box appears:



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3



NOTE: When you update an existing PHAWorks-compatible project, the previous version of the project is automatically assigned archive status. To do this, PHAWorks renames the old project and assigns the current name to the newer version. 5.



Enter any applicable archive information. Click OK. A Please Confirm dialog box appears:



Turn to the next section, Completing the Project Protocol, to continue setting up your study.



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Completing the Project Protocol The Protocol is a list of questions about your project, your situation, and the PHA you are updating. The Protocol format is similar in appearance to a traditional spreadsheet. Your answers are stored in a database to provide a record of the conditions under which your PHA was conducted. While it is not necessary to complete the protocols in order to conduct a study, we strongly urge you to do so. The protocol included as part of an update PHA is the Process Safety Information (PSI) needed for PHA protocol. The PSI protocol will help determine whether you have the safety information necessary to properly complete your study. NOTE: In PHAWorks 5, you have the option to turn the Protocols prompt off, by going to the Preferences tab in the Options dialog box under the Utilities menu and deselecting the Prompt for protocols option.



The Protocol Worksheet The protocol worksheet contains four columns. The information in the first column (the Question column) cannot be changed. The other three columns provide you with the opportunity to enter information: Column Definition A



Use this column to answer each question yes (Y) or no (N).



Justification



Enter the reason why you answered yes or no to the question.



Comments



Add any additional comments.



To complete the protocol, follow these steps: 1.



Type answers to the questions in the appropriate worksheet columns.



2.



Click the Close button to close the protocol worksheet window as you complete it.



You are now ready to finish setting up your project. Since you are updating an existing study, you will not need to configure your project. Turn to the section in this chapter entitled, Entering Project Identification to continue setting up your Update PHA. Revalidating and Updating PHA Projects 3-92



3



Setting the Project and Column Configuration The Project Configuration and Column Configuration dialog boxes contain several items that affect important aspects of your project. The Project Configuration options you see may differ slightly from the illustrations below, depending on the project method you’ve selected. A variation of this Project Configuration dialog box appears:



In the Project Configuration dialog box, follow these steps: 1.



Select the check boxes or radio buttons for the configuration options you want for your project. In some project methods, many of these options can’t be changed after you leave this dialog box, so take care in making your selections. To help you determine if you need to change the default configuration, this section defines each configuration option.



2.



Click Proceed to accept the settings. The Column Configuration dialog box will appear.



To change the column configuration, or the relationships between columns, follow these steps: 1.



Select the column you want to move.



2.



Use the “up” and “down” arrow buttons or drag the column name to move the selected column to the place you want it to be.



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3



3.



4.



You can also add columns at this time, if you need to do so. To add columns, refer to the Adding Columns to the Worksheet section in Chapter 2, Creating an Initial PHA. When the column configuration is defined as you wish, click Finish. If you’d like the new column configuration to become the default configuration for new projects, select the Save as default for new projects check box.



Automatic Prompt For HAZOP projects, you can have PHAWorks automatically prompt you with a Guidewords or Deviations dialog box when a worksheet is empty. Select Nothing if you don’t want to be prompted. Breakdown of Study For HAZOP studies, you must always divide a study facility into nodes or steps. However, components, intentions and parameters are optional. Select the check box of the items you intend to use in the breakdown of your study. NOTE: Components are used with the Sage technical assistance feature. Intentions describe what is happening under normal operating conditions. For project methods other than HAZOP, studies are divided by systems/subsystems, except for Checklist, which is divided by system/category. If you choose not to use the global lists of parameters for a HAZOP study, you must specify an independent list of parameters for each node in the study. Drawing Relationship Before you begin your study, you must specify how you intend to use the drawings (or documents for a Checklist study) that are part of the study documentation. In other words, you specify what the drawings illustrate. For HAZOP studies, drawings are related to either nodes or parameters for a traditional study, and to either steps or parameters for a procedural study. For other studies, drawings are related to systems or subsystems. Use of Notes Marking the check box for one or more of the Notes options enables the notes feature. These notes are associated with individual items and can be used to record additional information about that item or to document a change or update in the study. In PHAWorks 5, you can choose to show entry notes as a bitmap by going to the



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3



Preferences page in the Options dialog box under the Utilities menu. Using Check Marks Check marks help you keep a record of what you’ve completed or reviewed in a study. Clicking the Clear button will clear all existing check marks for the project. Using Quick Entry Lists Quick entry lists allow you to quickly select an entry from a list and insert it into a worksheet instead of having to type the same entry over and over again. You may select Project-specific and Global quick entry lists, and you may also select Different lists for each global parameter.



Column Relationships Setting the column relationships is an important part of your project configuration. In PHAWorks 5, you can add columns to a worksheet. Changing column relationships and adding columns changes the hierarchical structure of entries in a worksheet (that is, it affects the child-parent relationship of entries across columns). When moving columns, you cannot move a column above its parent column, and if you move a parent column, all of its child columns will move with it. The default column relationships are listed in the following table: Technique



Column Name



Default Setting



HAZOP



Consequences



Causes



Safeguards



Consequences



Recommendations



Consequences



Safeguards



Consequences



Recommendations



Consequences



Safeguards



Consequences



Recommendations



Consequences



Effects



Causes



Safeguards



Effects



Recommendations



Effects



Checklist



N/A



N/A



RMP (Hazards)



Consequences



Causes



Safeguards



Consequences



Recommendations



Consequences



What-If What-If/Checklist FMEA



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3



RMP (Standards)



PrHA



Stage



Standard



Verification



Stage



Recommendations



Verification



Consequences



Causes



Safeguards



Consequences



Recommendations



Consequences



CAUTION: Once you change column relationships, PHAWorks can’t reverse the association of individual entries. In other words, if you change your mind, you can change the relationships back, but PHAWorks won’t be able to reassociate entries with the previously related parent entries. Before you change the column relationships for your project, we recommend that you make a backup copy of the project.



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3



Entering Project Identification The Project identification item in the Project Task Center lets you specify information such as the PHA type, the company for which you are conducting the study, the location and description of the facility being studied, and a more descriptive project name. The Project Identification dialog box also provides fields for the project’s purpose, scope and objectives. Supplying the project identification now can help you avoid later confusion with other studies. In PHAWorks 5, the Project Identification dialog box has been expanded to a tabbed format to allow for inclusion of more, and additional, information. The Project Identification dialog box now includes the Process tab; the Description/Chemicals tab, which provides fields for information about the process description and the chemicals used in the process; and the Purpose/Scope/Objectives tab, which provides larger information fields for this information than the previous version of PHAWorks. To complete this information, follow these steps: 1.



Select Project identification and click Go To. The Project Identification dialog box appears:



2.



Type any necessary information into each of the fields in each of the tabs (Process, Description/Chemicals, Purpose/Scope/Objectives) in the dialog box. The project name can be longer than the filename you assigned in the Create New Project dialog box, but it does not replace it. The project name is for further clarification of projects in PHAWorks.



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3



3.



When you have finished entering the information, click OK to return to the Project Task Center.



Turn to the next section, Entering Project Notes, to continue setting up your project.



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3



Entering Project Notes



3



The Project notes item in the Project Task Center opens the Notes window. You can use this feature to record information such as project assumptions or a schedule for the project. NOTE: This window is for project-specific information only. Use the Library to record information that applies to any project, such as standard checklists, definitions of terms, abbreviations or revisions to the information in Analysis Tools. To enter project notes, follow these steps: 1.



Select Project notes and click Go To. The Notes window appears:



2.



Type the notes for the project. When you’re finished, close the window. (Click the Close button in the upper right-hand corner.) or Choose Close from the Window menu. NOTE: The Project Notes window can remain open while you conduct your study (unlike a dialog box).



Turn to the next section, Creating the Project Team, to continue setting up your project.



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Listing the Project Team



3



To add team members for a project, follow these steps: 1.



Select Project Team and click Go To. The Team for Project dialog box appears:



2.



Click Add. The Add Team Member dialog box appears:



3.



Enter information for each field. NOTE: Several fields in this dialog box have drop-down history boxes. History boxes contain information previously typed for the selected field. You can select items from the history boxes rather than retype the entire text for each field.



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4.



When you’re finished specifying information for the new team member, click OK.



5.



Repeat steps 2 through 4 for each new member of the team.



Turn to the next section, Creating the Drawings List, to continue setting up your project.



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3



Creating the Drawings List It’s a good idea to create the drawings list before you enter the breakdown of the facility (nodes, steps, systems, etc.). NOTE: If you are creating a Checklist study you create a Documents list instead of a Drawings list. In that case only, a Documents dialog box appears. Substitute documents for drawings in the steps below. To create this list, follow these steps: 1.



Select Drawings from the Project Task Center and click Go To. The Drawings dialog box appears:



NOTE: You can hide or reveal the editing function buttons in many dialog boxes. You may also prefer to use the dialog box function menu, which is accessed by placing the mouse cursor on the dialog box and clicking the right mouse button. 2.



Click the Add button. The Add Drawing dialog box appears:



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3



3



3.



Type the name or number of the drawing in the Drawing field. If you want to include more information about the drawing, type that information in the Description field.



4.



If you want to add the drawing to a list of links in this dialog box, click the Details button, type a file name into the Link file name field and click the Run button. When you’re finished, click OK. A link icon will appear before the drawing in the Drawings dialog box, letting you show display drawings from within the dialog box by clicking the Run Link button.



5.



Repeat steps 2, 3 and 4 for each drawing or choose Add Many from the function menu (which is accessed by placing the cursor on the dialog box and clicking the right mouse button). For more information about adding, deleting, renaming or moving items in the list, refer to Chapter 7, Working with Data.



6.



When you’re done entering the drawings, click OK. After you finish entering the drawings, you may find it useful to print the list you’ve compiled. To do this, click the Print button in the Drawings dialog box.



For more information about adding, deleting, renaming, or moving items in the list, refer to Chapter 7, Working with Data. Turn to the next section, Adding Sessions, to continue setting up your study.



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Adding Sessions



3



You may already know how many sessions you plan to hold for your study. If so, enter these dates in the Sessions dialog box. A session is defined as a meeting, and can span a few hours or several days. For example, you may schedule two sessions per day, each lasting 2–3 hours. The Sessions dialog box also lets you identify the members of the project’s study team, note who will be present for individual sessions and enter comments about each session. PHAWorks waits to add a session to a worksheet until there is other data (revision or worksheet entries). In addition, if you begin entering data into a worksheet, and the date of the current session is different from today’s date, PHAWorks will prompt you to confirm that this is the session you wish to be working in. Finally, when you add a session in the Sessions dialog box, you have the option of copying the attendance from the current session. To enter session information, follow these steps: 1.



Select Sessions from the Project Task Center, and click Go To. The Sessions dialog box appears (showing the List page):



2.



Click Add. The Add Session dialog box appears:



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3 3.



Type the Date, Time and Duration and click OK. In the Time field, type the time (hr:mn) that the meeting will begin. In Duration, type the number of hours and minutes (hr:mn) you plan to spend in this session. You can also use a decimal format to enter hours and minutes in Duration, where 4.5 becomes 4:30 (4 hours, 30 minutes). NOTE: The hr:mn format is important in the Duration field, if you choose to use that format rather than a decimal format. When you type 4:30 (the correct hr:mn format), PHAWorks records this as four hours and thirty minutes. A new session appears in the list:



When you add a new session as you just did, PHAWorks automatically gives it a session number and, by default, makes it the current session. The list of sessions is sorted chronologically. For more information about adding, deleting or editing session information, refer to the section entitled Modifying Session Information in Chapter 8, Changing Project Information.



Revalidating and Updating PHA Projects 3-105



To specify team information for a session, follow these steps: 1.



Click the Team tab at the top of the dialog box. The Team page of the dialog box appears:



2.



If you want to add a new team member, click Add. If you want to change team member information, select the member and click Details. The Add Team Member or Team Member Details dialog box appears.



3.



Enter information for each field.



4.



If you wish this team member to appear in the Master Team List, select Update master team list.



5.



At the bottom of this dialog box, you can specify if the team member will attend a selected session by selecting Present. You can also indicate if the member is the Leader or Scribe (or both) of the team. (A team member must be present in order to be leader or scribe.)



6.



When you’re finished specifying information for the new team member, click OK.



7.



Repeat steps 2 through 6 for each new member of the team.



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3



To enter notes for a session, follow these steps: 1.



Click the Notes tab at the top of the dialog box and choose a session from the drop-down list. The Notes page of the Sessions dialog box appears:



Use this dialog box to enter any information that pertains directly to a session, such as any milestones to be completed or special requirements for a session. 2.



When you finish typing the session notes, click OK to close the Sessions dialog box. (You can click Spell to check for any spelling errors in the current session’s notes, and you can click Print to print the current session information.)



Turn to the next section, Entering Nodes, Steps or Systems, to continue setting up your study.



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Entering Nodes, Steps, Categories, Systems To make a study manageable and to focus the efforts of the study team, the facility is divided into units called nodes, steps or systems. NOTE: For simplicity, the following steps refer to a HAZOP study that is divided into nodes. If you are creating a procedural HAZOP study, replace the word node with step. If you are creating another type of study, replace the word node with system. To create the list of nodes for your project, follow these steps: 1.



Select Nodes from the Project Task Center, and click Go To. The Nodes dialog box for the current project appears:



Since you are defining a new project, no nodes appear in the list at this time. You can define all the nodes for your project now. You may also add more nodes later if you wish. 2.



Choose the Add button. The Add a Node dialog box appears:



3.



Type the name for the node and click OK or press ENTER. The new name is added to the list.



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3



4.



To add more nodes to the list, repeat steps 2 and 3.



If you have configured your project so that drawings are related to nodes, you can specify which drawings relate to which nodes. Follow these steps: 1.



Select a node in the node list.



2.



Click the Drawings button, choose Drawings from the function menu, or press ALT+W.



3.



In the Drawings list, check all drawings you wish to associate with the selected node. Repeat this step as necessary.



4.



To return to the nodes list, click OK.



If you have configured your project to use components, you can also define that information now. Follow these steps: 1.



Select a node.



2.



Click the Components button, choose Components from the function menu or press ALT+O.



3.



Click the Add button.



4.



In the Component dialog box, type the component type (or use the drop-down list), qualifier and ID, and click OK.



Entering Parameters If you are configuring a HAZOP study, but opted not to use the global lists of parameters, choose a node from the nodes list, click the Parameters button and type the related parameters in a parameters list. This list of parameters is independent for each node in the study. NOTE: If you did opt to use the global parameters, they will show up in every node. If you are configuring another type of study, you will most likely type a list of subsystems associated with a system into a Subsystems list. This list of subsystems is different for each system in the study. (A Checklist study uses categories instead of subsystems.) To return to the Project Task Center, click OK. Turn to the next section, Specifying Project Options, to continue setting up your study.



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3



Specifying Project Options The Project Task Center contains a list of Project Options that you may wish to complete before beginning your study. This section provides instructions for some of the options you are most likely to access for a new project.



Defining the Banner Configuration The banner is the top portion of the worksheet, and identifies the current node, system, parameter, subsytem, document, etc., under study. You can configure the banner to display different fields and, in some cases, change the number of lines displayed in fields. To modify the banner, follow these steps: 1.



Select Banner configuration from the Project Task Center and click Go To. The Banner Configuration dialog box appears:



The dialog box you see may contain different items, depending on how you have configured your study. 2.



Make sure the check box is selected for each field you wish to include in the banner.



3.



When you’re finished making your selections, click OK.



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Setting a Risk Ranking Scheme A risk ranking scheme determines a risk value on the basis of the study team’s input regarding the likelihood and severity of an occurrence of the hazard scenario. PHAWorks allows you to define the severity and likelihood levels and the risk values. To specify a risk ranking scheme, follow these steps: 1.



Choose Project risk ranking from the Project Task Center. The Risk Ranking dialog box appears:



2.



Make sure the Use risk ranking check box is checked. If the current scheme is satisfactory, click OK to leave the dialog box. Otherwise, continue with step 3 to change the current settings.



3.



Set the following options to reflect the ranking scheme you want to use: Lower severity values are more serious Lower risk values are more serious NOTE: These setting are used only for the Risk Statistical report.



4.



To add severity or likelihood levels, select the list you wish to edit, click the Add button and type a name for the new level.



5.



The Risk Ranking dialog box now allows you to enter your own values for the Severity and Likelihood (S/L) columns. You may use up to four characters, in a combination of letters and numerals, to define those values. When you enter an S/L value, you will be prompted to indicate the following items:



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3



❑ S/L Value (up to four characters, numerals and/or letters), and ❑ 6.



A description.



If you want to see the risk ranking grid, click the Risk Grid button: The Risk Grid appears:



7.



Click Swap (or press ALT+S) if you want to swap the severity and likelihood axes on the grid.



8.



To leave the risk ranking grid, click OK.



9.



To leave the Risk Ranking dialog box, click OK. If you want to exit the dialog box without saving any changes, click Cancel. PHAWorks takes you back to the Project Task Center.



Copying Information from Another Project Copying information from another project can save considerable time and effort. Follow these steps to copy information from another project: 1.



Choose Copy from other project from the Project Task Center. PHAWorks prompts you to select a source project:



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3



2.



Choose a project and click Open. NOTE: The source project you choose must be the same PHA project type as the destination project. In addition, some items in this dialog box require that the project configuration items be the same for both source and destination. After you select a project, this dialog box appears:



3.



Select the items you want to copy into the new project, and click Copy. (You can browse a list of source items for items to be copied. This is helpful in determining what program information you need to copy into the destination project.) PHAWorks displays a message when the copy is completed.



Revalidating and Updating PHA Projects 3-113



Proceeding to the Worksheet To proceed to the worksheet from the Project Task Center, specify the worksheet format you’d like to use: ❑



choose the Spreadsheet button to go to a traditional spreadsheet worksheet format.



❑



choose the Datasheet button to go to the top-down worksheet format.



❑



choose the Tree button to go to the hierarchical representation of the worksheet data.



The Tree format lets you view the data and navigate within the worksheet structure. The other formats let you enter and edit data. When you choose one of these buttons, PHAWorks prompts you for information for the worksheet, such as node, parameter, drawings or guidewords. In future sessions, follow these steps to open a worksheet: 1.



Choose Open Project… from the File menu or choose the Open icon ( ) from the toolbar.



2.



Choose a project from the Open Project dialog box.



3.



Select any information or options to modify from the Project Task Center.



4.



Click one of the worksheet buttons and follow the prompts for worksheet information.



You’re now ready to begin entering information for a Revalidation PHA or an Update PHA. If you are new to PHAWorks, you may find it useful to spend a few minutes going through the lessons in Chapter 5, PHAWorks Tutorial. Chapter 4, PHAWorks Basics, describes the basic features of the software such as opening and closing projects, moving around the worksheet and so on.



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Chapter 4 – PHAWorks Basics



4



This chapter introduces, and provides step-by-step instructions, for the most common tasks associated with running the various types of studies with PHAWorks, including: ❑



using the PHAWorks toolbar.



❑



opening and closing projects (and opening additional project windows).



❑



moving around a worksheet (using the Navigate menu).



❑



using Bookmarks.



❑



using the Quick Access feature.



❑



using keyboard shortcuts.



❑



entering data for your study.



❑



specifying locations of program files.



❑



specifying software preferences.



❑



changing font attributes in worksheets and dialog boxes.



❑



printing items and specifying page setup.



❑



saving and backing up projects.



❑



converting project files from HAZWARE programs (i.e., HAZOP-PC).



❑



getting additional help.



❑



exiting PHAWorks.



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Using the PHAWorks Program Window



4



When you start PHAWorks, this window appears:



Like other standard Windows programs, the PHAWorks application window contains: ❑



a title bar



❑



a menu bar



❑



a toolbar



❑



minimize and maximize buttons



❑



a status line



❑



a Close button



If you are unfamiliar with Microsoft Windows, please refer to your Windows documentation for general user interface instructions.



PHAWorks Basics 4-116



Using the Toolbar



4



The PHAWorks toolbar provides a shortcut for accessing various menu items. For example, rather than select the Open Project... command from the File menu, you could click the Open Project icon ( ):



NOTE: If you can’t remember what an icon means, simply point to it with your mouse cursor. A brief definition appears under the icon (as shown in the illustration above). This definition also appears in the status line, as do function menu items. The icons that appear in the toolbar change based on the current window. Since you may find that you use some of the icons frequently but rarely use other icons, PHAWorks gives you the ability to configure the toolbar. Chapter 6, Modifying Worksheet Presentation, provides more information about how to do this.



PHAWorks Basics 4-117



Dialog Box Tips



4



When you point to buttons in dialog boxes, pop-up tips provide additional information about the buttons in dialog boxes, as shown below. These tips are designed to help you when you first use the software. You may find that, after you have mastered the basics, you no longer need this additional help. To disable the tips in dialog boxes, follow these steps: 1.



Choose Options... from the Utilities menu, or choose the Options icon ( ) from the toolbar.



2.



Click the Preferences tab.



The Preferences page appears:



3.



Make sure the Show tips in dialog boxes check box is not selected (remove the check mark).



4.



Click OK. NOTE: You can also enable and disable these tips in a dialog box by selecting Show Tips in the dialog box function menu.



PHAWorks Basics 4-118



Opening a Project



4



To open a project, follow these steps: 1.



Click the Open Project icon (



).



or Choose Open Project… from the File menu. or Press CTRL+O. The Open Project dialog box appears:



NOTE: The EXAMPLE.HPW project is used for this section. Based on the project you select and your settings, the software may ask you to process protocols. Note that this dialog box initially shows all PHA Projects, but you can view projects of a specific type by selecting that option from the Files of type drop-down list box. In addition, you may need to switch the Drives or Directories (or Folders, in Windows 95) to find the file you wish to open. If you choose a project from the list of recently opened projects in the File menu, PHAWorks bypasses the Open Project dialog box. 2.



Select the project file and click OK. NOTE: You can have more than one PHA project and/or project type open at one time (following the steps given above).



PHAWorks Basics 4-119



Using the Project Task Center



4



After you choose a project file, the Project Task Center appears:



The Project Task Center appears every time you open a project so that you have an opportunity to add to or modify project information and options. You can click on the Spreadsheet or Datasheet buttons to proceed to a worksheet; use the Tree button to see a hierarchical structure of your project or as a navigation tool; or use the Quick Access button to jump easily to any location in the project. After you open a project, the Project Task Center remains open so that you can easily access one of the project information items or options. You can switch to the Project Task Center through the Project menu or through the Window menu or by pressing F8.



Choosing Worksheet Information After you choose a project and a worksheet format, PHAWorks may prompt you for worksheet information such as: ❑



a system/node/step



❑



a subsystem/parameter/category



❑



components



❑



drawings



❑



a guideword and/or deviation



PHAWorks Basics 4-120



NOTE:



4



If you choose Tree or Quick Access from the Project Task Center, PHAWorks does not prompt you for any worksheet information. Here’s an example for opening a worksheet for a HAZOP study that uses nodes and parameters: 1.



In the Project Task Center, click either Spreadsheet or Datasheet. PHAWorks prompts you to choose a node:



2.



Select a node and click Proceed. You are prompted to choose a parameter:



3.



Select a parameter and click Proceed. If you have opted to use Drawings as part of your documentation of the study, you may also be prompted to tag a drawing.



PHAWorks Basics 4-121



PHAWorks displays the selected information in the banner and places the cursor in the GW column, ready for you to insert entries into the worksheet.



4



After you open a project, you can have a single worksheet open in a window, or you can open multiple worksheets with different primary and secondary division items. The following sections provide information about opening project windows, switching window formats, finding worksheet information and using keys to move within a worksheet or between windows.



Opening Additional Project Windows You can have more than one project window open at a time. NOTE: Refer to Chapter 6, Modifying Worksheet Presentation, for more information about switching project windows. To open additional windows, choose New Worksheet Window from the Window menu, then select the worksheet format you want to use. If you are opening a spreadsheet or datasheet window, you are prompted to select node/parameter or system/subsystem information. The new worksheet window appears:



NOTE: If you select the same worksheet, a confirmation promt may appear. PHAWorks Basics 4-122



This example shows the windows after choosing Cascade from the Window menu (they are not maximized in the application workspace). For more information about maximizing and restoring windows, refer to your Windows documentation.



4



You can switch between the Spreadsheet, Datasheet and Tree worksheet formats at any time during your study. The following section defines each format.



Using the Spreadsheet Format The Spreadsheet format will be familiar to you if you have used other products from Primatech. In this worksheet format, entries are displayed in horizontal columns:



When you are entering data, PHAWorks maintains the hierarchical relationship of data. For example, when you type an entry in the Causes column, then tab to the Consequences column and type an entry there, these entries in the two columns are related. The entry in the Causes column is the parent entry, and the entry in the Consequences column is the child entry. The parent/child relationship will vary depending on your project configuration. When you select an entry in a Spreadsheet worksheet, the parent and child entries of the current entry may change either the color of the text or their background color. NOTE: You can modify how the parent and child entries appear in the Display page in the Options dialog box. For more information, refer to Chapter 6, Modifying Worksheet Presentation. PHAWorks Basics 4-123



Using the Datasheet Format



4



The Datasheet format presents worksheet information in a top-down format, as shown below:



In this documentation, the vertical portions of the Datasheet window are sometimes referred to as panes. As shown below, a pane can have one or more columns:



Aside from the differences in the presentation of information, the Datasheet format differs from the Spreadsheet format in that when you select an entry, only the child entries that relate to the current entry are shown.



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Using the Tree Format



4



The Tree format enables you to view the hierarchical structure of the data in the worksheet:



The Tree is expandable and collapsible at each level. To expand or collapse a level, you can double-click it. You can also select an item and use the Expand ( ) and Collapse ( ) icons on the toolbar to display or hide all information under the current item. Clicking these icons once expands or collapses everything under the current item one level. You can also expand and collapse levels in the Tree by clicking folders that contain the + and - symbols. To expand or collapse all of the entries, use the commands in the Tree menu. The Tree format function menu includes commands letting you switch to a Spreadsheet or Datasheet format and Expand or Collapse all of the folders at a given level. You can use the Tree format either as a reference to the current worksheet data relationships or as a navigational tool within the worksheet. For example, you can look for a specific question in a worksheet, select that entry, and, when you return to either the Spreadsheet or Datasheet format, that entry appears as the current entry in the worksheet.



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Navigating a Project



4



The Navigate menu provides the commands you need for moving between open worksheets, library topics, and other windows:



The commands available to you through this menu depend on which window is active. PHAWorks also keeps track of the worksheets or topics that you open — in essence, a history of your activities in the program that you easily access. The Navigate menu includes the Jump Backward and Jump Forward commands for this feature, or you can use quick key combinations or icons ( or ) to jump between items. To return to previously open items, press CTRL+- or Press CTRL++ to move forward to the next item. This section describes how to use the Quick Access feature and how to use bookmarks. A subsequent section lists the keys that can be used in PHAWorks.



Using the Quick Access Feature The Quick Access feature displays a simple tree structure from which you can select the deviations or subsystems for which you have worksheet information. This allows you to easily move between worksheets. To use the Quick Access feature, follow these steps: 1.



Choose Quick Access… from the Navigate menu, press CTRL+A or choose the Quick Access icon ( ).



PHAWorks Basics 4-126



The Quick Access dialog box appears:



4



This dialog box shows all of the current nodes, steps or systems in the project (as you have configured your project). NOTE: If you are running a HAZOP study, the Quick Access dialog box also lets you specify whether you want to see the complete guideword and parameter combination (for example, No + Flow) for all deviations, selected deviations or no deviations. 2.



To see the deviations or subsystems for each node, step or system, click Expand All.



3.



Select the item you want to go to in the worksheet and click Go To (or double-click the item). If you select a primary division item and click Go To, you will be prompted for additional worksheet information (such as parameter, subsystem or drawing). PHAWorks displays the worksheet and highlights the item you had selected.



The Quick Access feature also lets you specify a few options. Choose the Options button in the Quick Access dialog box to see the Options dialog box:



PHAWorks Basics 4-127



You can specify Quick Access to automatically highlight the First Node/ System in the project or the Current Node/System.



4



Select Automatically expand selected Node/System if you want Quick Access to automatically display the list of parameter/deviation combination or subsystems when you select a new step or system. Select Collapse after leaving Node/System if you want the lists of parameters or subsystems to collapse each time you leave an item and click on a new node or system.



Using Bookmarks The Bookmark feature, accessed from the Navigate menu, provides a quick, efficient means for moving between items. You can bookmark worksheet entries, Library topics, Analysis Tools and more. This section describes how to add bookmarks, access the list of bookmarks and move between bookmarks.



Adding Bookmarks To bookmark an item, place the cursor in the current text or topic and do one of the following: ❑



Press CTRL+M. or



❑



Select New Bookmark from the Bookmarks submenu. A Please Confirm dialog box appears:



You can access bookmarks in different windows and in different projects. NOTE: If you delete an item that has been bookmarked, the Bookmarks dialog box displays a symbol next to the bookmark ( ), indicating that the item is no longer available. No special character is added to an entry when you bookmark it. Instead, the entry is added to the list of bookmarks. PHAWorks Basics 4-128



Moving Between Bookmarks



4



You can move between bookmarks in two ways: ❑



Select a bookmark listed at the bottom of the Bookmarks submenu. or



❑



Select a bookmark from the Bookmarks dialog box.



To move to a bookmark from the Bookmarks dialog box, follow these steps: 1.



Choose Bookmarks from the Navigate menu.



2.



Choose Bookmarks List… from the Bookmarks submenu. The Bookmarks dialog box appears:



If a bookmark is in the current project, it is preceded by this symbol: . If a bookmarked entry is already in the current window, it is preceded by this symbol: . If a bookmarked entry has been deleted, it is preceded by this symbol: . 3.



Select a bookmarked entry from the list and click Go To.



Deleting Bookmarks To delete a bookmark from the Bookmarks dialog box, follow these steps: 1.



Choose Bookmarks from the Navigate menu.



2.



Choose Bookmarks List… from the Bookmarks submenu. The Bookmarks dialog box appears.



3.



Select the bookmarked entry from the list and click Delete. NOTE: When you delete a bookmark, you are removing a reference to a location. The text in the location itself remains unchanged.



PHAWorks Basics 4-129



Using Keyboard Shortcuts



4



This section lists the default cursor control keys, the function keys and the keyboard shortcuts used in PHAWorks. In addition to these keyboard shortcuts, or accelerators, you can create your own custom shortcut key combinations by selecting the Accelerators tab in the Options dialog box under the Utilities menu.



Cursor Control Keys These keys and key combinations control cursor movement: Key(s)



Function



↑



Moves up one line



↓



Moves down one line



←



Moves left one character



→



Moves right one character



↑ CTRL+↑



Moves to the start of an entry or to the previous entry



CTRL+↓ ↓



Moves to the end of an entry or to the next entry



CTRL+← ←



Moves to the start of a word or to the previous word



CTRL+→ →



Moves to the first character of the next word



PGUP



Moves up one page (in a worksheet or in a pane)



PGDN



Moves down one page (in a worksheet or in a pane)



CTRL+PGUP



Moves to the top of current entries (in a worksheet or in a pane)



CTRL+PGDN



Moves to the bottom of current entries (in a worksheet or in a pane)



HOME



Moves to the beginning of current line



END



Moves to the end of current line



CTRL+HOME



Moves to the top of project (after confirmtion)



CTRL+END



Moves to the bottom of project (after confirmation)



CTRL+ENTER



Inserts a hard return at the text cursor postion



PHAWorks Basics 4-130



Key(s)



Function



CTRL+-



Moves back to the previous location



CTRL++



Moves forward to the next location



CTRL+>



Moves to the next topic or worksheet



CTRL+
).



Getting Technical Support When you choose Contacting Primatech from the Help menu, PHAWorks displays a dialog box with Primatech’s mailing address, phone numbers, Web address and e-mail address. You can use any of these methods to contact a Primatech technical support representative.



Viewing the About Dialog Box When you choose About… from the Help menu, PHAWorks displays the About PHAWorks dialog box. This dialog box provides the program’s copyright date, serial number and licensing information. This information is required when calling Primatech’s technical support. PHAWorks Basics 4-153



Closing Windows and Projects



4



To close a window, you can: ❑



Click the close button. or



❑



Press CTRL+F4. or



❑



Choose Close from the Window menu.



To close the current project, you can: ❑



Choose Close Project from the File menu. or



❑



Choose the close button of the worksheet window. or



❑



Choose the Close command from the Window menu. or



❑



Choose the Close All command from the Window menu (which also closes all other open windows associated with a particular project).



You can also customize your PHAWorks toolbar to include Close ( ), Close All (



) or Exit (



) icons.



To exit PHAWorks, choose Exit from the File command or press ALT+F4.



PHAWorks Basics 4-154



Chapter 5 – PHAWorks Tutorial



5



This chapter leads you through a brief tutorial of PHAWorks, and targets some of the new program’s features. The tutorial includes these lessons: ❑



Configuring new projects



❑



Using the worksheet formats



❑



Using the Quick Access feature



❑



Creating a quick entry index



❑



Creating a custom report



This tutorial is not intended to be an extensive or complete explanation of every PHAWorks feature. Instead, by focusing on a few important features of PHAWorks, we believe that you will become more confident using the software, including those features not included in this tutorial. If you would like to see a technical tutorial, select Technique Tutorials from the Help menu in PHAWorks. You can then choose an online tutorial specific to the study technique you are using. If you are new to Windows, you may want to consult the guided tour in the Windows documentation before you start this chapter.



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Lesson One: Configuring New Projects



5



There are several configuration options that you can choose when first creating a project. One of the most important options is setting the column relationships. In this lesson, we’ll create and configure a new project. Open PHAWorks, if it’s not already open. To create a new project, follow these steps: 1.



Choose the Create PHA submenu from the File menu.



2.



Choose Initial PHA. The PHA Project Method dialog box appears:



3.



Make sure HAZOP (Traditional Study) study is selected and click OK. The Create New Project dialog box appears:



4.



In the File Name text box, type TESTPHA5 and click Proceed.



PHAWorks Tutorial 5-156



A Please Confirm dialog box appears, asking whether you want to use the default settings for the project configuration and column configuration.



5



This feature lets you simplify the process of creating a new project by choosing whether or not to use the program’s default settings for project and column configurations. If you want to use the default settings for project and column configurations, click Yes. 5.



Click No for this tutorial, however, so that we can review the default settings for project and column configurations. The TESTPHA5: Project Configuration dialog box appears:



6.



Click Proceed to accept the default settings. The TESTPHA5: Column Configuration dialog box appears:



Column relationships are extremely important for your study. Take a moment to familiarize yourself with the available options for your column configuration. We will accept the defaults for this tutorial. PHAWorks Tutorial 5-157



NOTE:



5



PHAWorks 5 provides you with the ability to change the column relationships, during the creation of a new project as well as in existing projects. Keep in mind, however, that changing column relationships changes the hierarchical structure of entries in a worksheet (that is, it affects the child-parent relationship of entries across columns). 7.



Click Finish. A Please Confirm dialog box appears, asking you whether you want to process protocols:



8.



Click Yes. A protocol is a list of questions about your project, your situation and the process you are studying. If these protocol questions are not required in your study, however, PHAWorks 5 gives you the option of disabling this prompt. To disable the Protocols prompt, go to the Preferences page in the Options dialog box under the Utilities menu and deselect the Prompt for protocols option. The TESTPHA5: Protocol “PSI needed for PHA” worksheet appears:



PHAWorks Tutorial 5-158



9.



Place the mouse cursor in the A (answer) column at Question #1. Type Yes.



5



10. Place the mouse cursor in the A column at Question #2. Type No. 11. Press TAB to move the cursor to the Justification column. Type Diagram is still under development.



PHAWorks Tutorial 5-159



NOTE:



5



For more information about Protocols, see Chapter Two: Creating an Initial PHA. 12. Click the close button in the upper right corner of the protocol worksheet window or choose Close from the Window menu to close the window. The TESTPHA5: Project Task Center appears:



The Project Task Center also appears when you open an existing project, and gives you easy access to your project information and options. All of its options are also available in the menu system. For example, before you continue with the worksheet, you might want to update the session list or the list of nodes. For now, we’re going to copy some worksheet information from another project. 13. Select Copy from other project and click Go To.... The Choose Source Project dialog box appears:



PHAWorks Tutorial 5-160



5



PHAWorks prompts you to select a source project. 14. Select the example project named EXAMPLE.HPW and click Open. (The file is in the data directory.) The Copy from EXAMPLE to TESTPHA5 dialog box appears:



15. To ensure you have plenty of worksheet information for subsequent lessons, select every check box in this dialog box. If any of your copy selections is not necessary, a Please Note dialog box will appear. 16. You will want to copy all nodes, parameters and worksheet entries to the new project. Select Copy nodes/parameters (the Choose button allows you to limit the items that are copied) and Copy worksheet entries. 17. You also need quick entry lists for future lessons. Click Copy quick entry lists. Notice that all the quick entry lists are selected by default.



PHAWorks Tutorial 5-161



NOTE:



5



When you copy information from other projects, some of that information replaces items in the project you are copying to, while other information merely appends items in the project you are copying to. See Chapter 8, Changing Project Information, for a list of which items are replaced and which are appended. 18. When you are finished making your selections in this dialog box, click Copy. A dialog box informs you when the copy is completed. 19. When this dialog box appears, click OK to return to the Project Task Center. 20. Click the Tree button to view the results of your configuration choices. The project’s Tree format window appears. Note that your data has been copied into the project from the Example project. 21. Make sure TESTPHA5 is selected in the Tree. Select Expand All from the Tree menu or click the Expand All icon ( ) in the toolbar. Note the expanded format of the Tree structure. Continue to select Expand All from the Tree menu or click the Expand All icon to continue expanding the Tree structure. Each click equals one level of expansion at each level below the selected item. Now, let’s continue with Lesson Two: Using the Worksheet Formats to learn how to use the different worksheet formats.



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Lesson Two: Using the Worksheet Formats



5



PHAWorks offers three worksheet formats, two of which you can use for editing worksheet information. You’ve already seen that the Tree format is useful for viewing study information. You can also use the Tree format to navigate between entries. We’ll explore this and other aspects of the worksheet formats in this lesson. Follow these steps: 1.



Make sure that the TESTPHA5 project is the current project by clicking on its title bar. Maximize it.



2.



Select the node Cl2 vaporizer. (You will need to collapse the Tree format so that you can view this node on the screen again.)



3.



Choose the Change Window Format command from the Window menu.



4.



Select Spreadsheet Format. The Spreadsheet format window appears. In addition to the Spreadsheet window, a dialog box opens prompting you to choose a parameter for the project.



NOTE: A Please Confirm prompt may appear asking you to select the current session date 5.



Make sure the parameter Flow is selected then click Proceed to enter the worksheet. The TESTPHA5: Node 3, Flow worksheet appears:



PHAWorks Tutorial 5-163



5



Take a moment now to familiarize yourself with the Spreadsheet format. Note that node Cl2 vaporizer and parameter Flow now appear in the worksheet banner and the other information we copied from EXAMPLE.HPW now appears throughout the worksheet. You can also switch between worksheet formats by using keyboard combinations. The next steps show you the available options. (These are the default accelerators for these keys. You can define other keys if you want to.) 6.



Press CTRL+I (to switch to the Datasheet format).



PHAWorks Tutorial 5-164



7.



Press CTRL+H to switch to the Spreadsheet. Click on Impure C12 feed in the Causes column and press ENTER.



5



A new, blank Cause entry is created under the “Impure Cl2 feed” entry. 8.



Type Exit valve is in the OFF position, and press TAB to move the mouse cursor into the Consequences column and type Overpressurization of vaporizer.



9.



Risk ranking can help you determine the relative seriousness of the situation. Place the mouse cursor in the S (Severity) column. The Severity pop-up legend window appears:



10. Type 3 in the S Column. Move the cursor to the L (Likelihood) column. The Likelihood pop-up legend window appears:



11. Type 2 in the L column. PHAWorks automatically calculates the Risk Ranking and enters the risk ranking value in the R (Risk) column. 12. Now tab back (you can use SHIFT+TAB) to the Exit valve is in the OFF position entry, and select Datasheet Format from Change Worksheet Format in the Window menu. The worksheet now appears in its Datasheet format.



PHAWorks Tutorial 5-165



Notice that, even though you’ve switched worksheet formats, the selected entry remains the same.



5



Also, note the numbering of the column entries. The Consequences entry is a child of its parent entry in the Causes column because we configured the project so that the Consequence column is related to the Causes column. As you can see, working with the worksheet formats is fairly easy. Keep TESTPHA5 open and continue with Lesson Three: Using the Quick Access Feature.



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Lesson Three: Using the Quick Access Feature



5



As you saw in the previous lesson, you can switch to the Tree format to review the project or select a node. The Quick Access feature offers another method to move to a different location in a project. This lesson will show you how to browse all deviations (subsystems for other project types) and immediately move to the selected deviation. Follow these steps: 1.



Press CTRL+H to switch back to the spreadsheet format.



2.



Press CTRL+A or select Quick Access from the Navigate menu. The Quick Access dialog box appears:



3.



Expand Chlorine rail car (if it isn’t already expanded), select Lower Pressure, Less + Pressure and click Go To.... PHAWorks automatically switches to that section of the worksheet.



That’s all there is to it. As you start your own studies, you will find the Quick Access feature a time saver.



PHAWorks Tutorial 5-167



Lesson Four: Creating a Quick Entry Index



5



An easy way to insert entries into the worksheet is to use the quick entry lists. These lists provide a welcome shortcut to typing common entries into the worksheet, particularly if the same entry is repeated in a worksheet column. To learn more about quick entry lists and how to create a quick entry list index, follow these steps: 1.



Make sure TESTPHA5 is the current project.



2.



Position the mouse cursor in the Consequences column and click the right mouse button. This menu appears:



This is the worksheet function menu. 3.



In this step, we’re going to choose the Quick Entry command from the worksheet function menu. Click the right mouse button again (if the worksheet menu is not visible), then click on Quick Entry. (You could also press CTRL+E to open the quick entry list.)



PHAWorks Tutorial 5-168



The Global Quick Entry List Location dialog box appears:



5



4.



Click on Create to create the Global Quick Entry database. The Quick Entry list for the Consequences column appears:



There are three different levels of quick entry lists: column specific, project specific and global. For instance, column-specific items can be accessed from the Consequences column in any project. Project-specific items are unique to that specific column and project. Global items can be accessed from any text column in any project. 5.



Double-click the first entry in the quick entry list under the TESTPHA5 Consequences section. The quick entry list dialog box disappears, and the new entry is inserted below the current entry in the Consequences column.



6.



Now move to the Safeguards column to explore the indexing feature of the quick entry list.



7.



Press CTRL+E.



PHAWorks Tutorial 5-169



The Global Quick Entry List Location dialog box appears:



5



8.



Click Index. A message asks if you want to enable indexing.



9.



Click Yes. The quick entry list dialog box places all existing entries under a folder called Section, as in the following illustration:



10. To add a new section to the index, click Add (make sure Section is highlighted). The following dialog box appears:



PHAWorks Tutorial 5-170



11. Type Valves for the name and click OK.



5



The new section Valves appears in the index with an empty entry beneath it. Notice that the lists are sorted alphabetically:



12. Select (if it’s not already selected), and click Add to add an entry to the Valves section. 13. In the Add Entry dialog box, type Control Valve and click OK. 14. You can also collapse lists. Select Section under TESTPHA5: Safeguards and click Collapse. The entries are hidden and the Section folder icon contains a plus (+) sign. This feature is useful if you have several lists in an index. 15. Make sure Section is selected and click Rename. Type in a new name for Section called Sample. 16. Click OK. 17. Highlight Sample and click Expand to show the entries again. 18. Click Close to close the Quick Entry list. By now you should be more comfortable with both quick entry lists and the index feature. In Lesson 5: Creating a Report, we’ll explore the reports feature.



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Lesson Five: Creating a Report



5



Generating reports is an integral part of any study. This lesson will demonstrate some of the options available in the PHAWorks report feature using the TESTPHA5 project that we created earlier. To practice configuring and generating reports, follow these steps: 1.



Choose Reports from the Project menu. The TESTPHA5: Reports dialog box appears:



Notice that all standard report types are listed in this dialog box and are preceded by a solid diamond. You can also create your own reports based on these standard types. An open diamond denotes a user-defined report type. We’re going to practice creating a user-defined report next. 2.



Make sure that the Worksheet report is selected, and click Create Copy. A confirmation dialog box appears.



3.



Click Yes.



4.



In the Name for Copied Report dialog box, delete the word Worksheet and type Tutorial.



PHAWorks Tutorial 5-172



5 5.



Click OK. The new report appears in the list, preceded by an open diamond:



6.



Make sure that the newly created report is selected and click the Filters page to see the report filters for this type of report.



7.



In the Filters dialog box, click Add. This dialog box appears, showing you all the fields for which you can specify filters:



Filtering allows you to specify what information you want to see in a report. The next few steps illustrate how this works.



PHAWorks Tutorial 5-173



8.



Select Causes and click OK.



5



A Text Filter dialog box appears, prompting you for information about this particular filter:



9.



Select the operator Contains and type Position in the Values: field. Click OK to add the filter to the list of report filters. Notice that the Use Filters check box is now marked. Click the Reports page to return to the Reports dialog box. At this point, you could send the report directly to the printer. However, you may find it useful to preview the report to verify all options and filters.



10. To see the report on the screen, click Preview. The report appears in a Report Preview window:



PHAWorks Tutorial 5-174



Notice the buttons in the toolbar along the top of the window. This toolbar also reports the current page and the range of pages being previewed (in this case, page 1 of 3).



5



11. Move the cursor over the report and notice that the cursor changes to a magnifying glass. 12. Click the left mouse button once. The preview of the report enlarges. 13. You can also click the Zoom In and Zoom Out buttons at the top of the screen to change the magnification. Practice this a few times. 14. If you wish, click the Print icon (



) to print all or part of the report.



15. Otherwise, click Close to exit the Reports dialog box.



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Reviewing What You’ve Learned



5



Now that you’ve finished these lessons, you should know how to: ❑



Create a new project, which includes choosing a project type and choosing project configuration.



❑



Complete project Protocols.



❑



Use the Tree format to view project data and switch between the three worksheet formats with ease.



❑



Change to another worksheet using the Quick Access feature.



❑



Access quick entry lists and enable quick entry indexing.



❑



Generate and preview a report.



While you were learning about these features, you also became more proficient at: ❑



Using the toolbar, the menus or keyboard combinations for a variety of PHAWorks functions.



❑



Accessing function menus by clicking the right mouse button.



❑



Editing worksheet lists.



❑



Moving around in the worksheet and typing and inserting entries in worksheet columns.



Congratulations! This completes your PHAWorks tutorial.



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Chapter 6 – Modifying Worksheet and Program Presentation The topics in this chapter provide information about modifying the configuration of the worksheet, the banner, the toolbar, and program display fonts and colors. In the sections that follow, you will find instructions for: ❑



switching worksheet formats.



❑



choosing columns displayed in the worksheet.



❑



changing the width and the names of worksheet columns.



❑



changing the relationships of columns.



❑



modifying the banner.



❑



configuring the toolbar.



❑



changing the display fonts and colors.



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Switching Worksheet Formats There are three worksheet formats available to you in PHAWorks. You may find that you prefer to work in one format, or you may find it useful to switch between worksheet formats as you conduct your study. For example, you may switch to the Tree format on a regular basis to refer to other nodes/systems in the study. It’s easy to switch between the worksheet formats using the shortcut keys or clicking the worksheet icons in the toolbar: Format



Keys



Spreadsheet



CTRL+H



Datasheet



CTRL+I



Tree



CTRL+J



Icon



NOTE: The accelerator keys in the table above are the default definitions. You can change the accelerators to any key combination you want. The Change Window Format submenu of the Window menu also contains commands for switching between the formats:



NOTE: Before you switch back to the Datasheet or Spreadsheet format from the Tree format, you may want to select a worksheet entry so you return to that specific entry in the selected column. If you don’t select an entry in the Tree format, PHAWorks will prompt you for the required worksheet information.



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Customizing the Worksheet The worksheet has many columns, but it is unlikely that you’ll want to view all of the available columns at once. You can select any combination of columns to be displayed in the worksheet, and you can define five different worksheet views. This section describes how to customize and select worksheet views.



Selecting a Worksheet View To select an alternate combination of worksheet columns, follow these steps: 1.



Choose Worksheet Views from the Project menu. or Choose the Worksheet View icon (



) from the toolbar.



or Choose the Worksheet Views… command from the column function menu (accessed by clicking the right mouse button on the column heading). The Worksheet Views dialog box appears:



This dialog box is organized into six views (groups of columns), numbered 1 through 6. Note that by default, all views and all column names are shown. Also note that view 6 always contains all of the columns. The right side of the list box shows the column names. A check mark indicates that a column is included in a view.



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NOTE: Like most dialog boxes in PHAWorks, this one is resizable, so you might want to make it large enough so that all of the columns are visible without scrolling. To make a dialog box larger, click on a corner or edge of a box and drag it to the desired size. The Show: All views option shows all views and all available columns in them. The Show: Current view option shows only the selected view, and shows all available columns in that view. The Show: Current columns option shows only those columns that are active in the current view. 2.



Click the view number button that indicates the view you want to use and click OK.



You can also select one of the worksheet views directly from the worksheet. To do this, press CTRL+number, where number is the number of the desired view, 1 through 6. Pressing CTRL+3 from the worksheet, for example, immediately changes the display to worksheet view 3. (These keys also work while you are in the Worksheet Views dialog box.) NOTE: In PHAWorks 5, the worksheet views are saved within the project itself. Selecting a view for one project will not affect another project. The columns selected for a Worksheet View do not affect any printed reports. The columns for a printed report are selected independent of any Worksheet View you select. When you print a worksheet (i.e., using the Print command in the File menu), however, it uses the columns that are currently displayed.



Customizing the Worksheet Views To customize a view, follow these steps: 1.



Choose Worksheet Views from the Projects menu. The Worksheet Views page appears.



2.



Select the view number button of the view you want to change.



3.



To add a column to the view, click on the graph square for that column (a check mark appears), or select the column name in the list and click Include. To remove a column from the view, click on the graph square for that column (the check mark disappears), or select the column name in the list and click Exclude.



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Repeat step 3 for each column that you want to include or exclude. You can select more than one column at a time. (If you don’t know how to select more than one item, refer to your Windows documentation.) You can also select All columns or None for a given view. Before you accept your changes, however, you must select at least one column in each view. 4.



Click OK to save the changes and close the dialog box (or click Cancel to exit without saving the changes).



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Modifying Worksheet Columns The Worksheet menu provides three commands for modifying columns: Increase Column Width, Decrease Column Width and Change Column Name. In addition, commands in the column function menu let you change entry numbering, hide columns, add or delete columns, modify worksheet views, select maximum height for a column heading and change column configuration. To access the column function menu, point to a column heading with the cursor and click the right mouse button. This menu appears:



This section provides step-by-step instructions for changing column widths, names and numbering; for adding columns; for deleting columns; for moving columns; and for changing column relationships. In PHAWorks 5, all column settings, including views, widths, names and positions, are saved within a project. NOTE: Not all of the following commands are available for all columns or for all worksheet display formats.



Changing Column Widths You can change column widths either with the mouse or the keyboard. To resize columns with the mouse, follow these steps: 1.



Move the cursor to the division between two column headings.



2.



When the cursor changes to a double-headed arrow, left click and drag the cursor to the right or left until the column is the desired width.



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It’s also possible to resize columns with the keyboard. Select Increase Column Width or Decrease Column Width from the Worksheet menu, or use the default accelerators CTRL+ALT+= or CTRL+ALT+-.



Changing Column Names PHAWorks lets you define column names that most accurately reflect the specifics of your study. In PHAWorks 5, when you rename a column, that column heading (the column name) changes color to indicate that you are changing it. To change a column name, follow these steps: 1.



Choose the Change Column Name command from the column function menu (right-click on the column heading). or Press F12 or Select Change Column Name from the Worksheet menu. The Rename Column dialog box appears:



This dialog box allows you to change the way the column heading is displayed and the way the column heading name is referred to throughout your project.



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Depending upon the type of column you are naming, the dialog box will contain either two or four of the following text boxes: Text Box



Description



Worksheet Heading



This is the column name that appears in the worksheet. Changing the Worksheet Heading will not change the full Column Name.



Full Column Name



This is the column’s full name and may differ from the Worksheet Heading. It is usually a longer, more descriptive name.



Singular References



This determines how singular references to the column will appear elsewhere in the worksheet.



Plural References



This determines how plural references to the column will appear elsewhere in the worksheet.



2.



Type the new column name into each of the text boxes.



3.



Check the Save as default for new projects check box if you wish to use these column names in subsequent studies you create. NOTE: You can select from predefined column names for each column by clicking Predefined in the Rename “column name” Column dialog box. Select a desired name and click OK to add it as a column name.



Changing Entry Numbering To change the entry numbering for an individual column, follow these steps: 1.



Access the column function menu for the column you wish to modify.



2.



Choose the Change Entry Numbering command from the column function menu (right-click on the column heading).



3.



A dialog box appears, from which you can select a numbering scheme for the column.



4.



After you select a new numbering scheme, click OK to accept the selection and display it in the worksheet. Changing the numbering may change the numbering for child entries as well. Modifying Worksheet and Program Presentation 6-184



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NOTE: You can select either simple or cascade numbering for each column in the list box (or manual numbering for the Recommendations column). You can also choose to never restart numbering or to restart numbering with each node/system, each worksheet or each entry. For more information on the enhanced numbering scheme, refer to the section on Setting Automatic Numbering in Chapter 8, Changing Project Information.



Hiding and Showing Columns in a View To simplify a worksheet view, it is possible to hide or show (unhide) specific columns. Follow these steps: 1.



Point the cursor to the column heading you want to hide and click the right mouse button. The column function menu appears.



2.



Select Worksheet Views. The Worksheet Views dialog box appears:



3.



Uncheck the column you want to hide or check the column you want to show, and click OK.



You can also hide columns by choosing the Hide This Column command from the column function menu. This removes the column from the current view.



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Adding Columns to the Worksheet PHAWorks 5 lets you add any type of column except REF# to a worksheet. (The REF# column, or Recommendation reference number column, provides unique information, so there can be no more than one REF# column in a worksheet.) NOTE: As you go through the process of adding columns, each dialog box contains tips that provide explanatory text to help guide you through the process. To add a column to a worksheet, follow these steps: 1.



Select Column Configuration from the Project menu or the Project Task Center. The Column Configuration dialog box appears:



2.



Select which column you want the new column to be added under (i.e., select a Parent column for the new column).



3.



Select Add Child. The Add Child Column dialog box appears:



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6



4.



Select the type of column you want to add to the worksheet.



5.



Click on Next. You are prompted to provide information about the Worksheet heading, Full name, Singular references and Plural references. You must provide a worksheet heading and full name to proceed.



6.



When you’ve filled in this information, click on Next. You are prompted to provide a Column ID for the new column. The column ID is user-defined and alphanumeric. It can have up to 16 letters and numbers. You must define a column ID for any user-created column to proceed.



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7.



When you’ve defined a column ID, click Next. You are prompted to choose a position for the new column. Do this by clicking on the location in the column hierarchy where you want your column to be placed, by using the “up” and “down” arrow keys, or by using drag-and-drop.



CAUTION: After you have selected a column’s position, you cannot move it above its parent column. 8.



When you have selected the column position, click Finish. You return to the original Column Configuration dialog box and can view the new column. (You may need to scroll down to see it.) NOTE: If you want to save the new column and its position as the default for all new projects, select the Save as default for new projects check box. Modifying Worksheet and Program Presentation 6-188



9.



Click OK.



Deleting Columns from the Worksheet PHAWorks 5 lets you delete columns from a worksheet. NOTE: There are exceptions to the column deletion feature. You cannot delete the Guideword, Deviation, Causes and Recommendations columns in HAZOP studies. Also, you cannot delete the root (first) or Recommendations column from any study, nor can you delete any column that has a descendant that can’t be deleted, e.g., the Consequences column when it’s the parent of the Recommendations column. To delete a column from a worksheet, follow these steps: 1.



Select Column Configuration from the Project menu or the Project Task Center. The Column Configuration dialog box appears:



NOTE: Restore default column settings shipped with the software by clicking on the Default button. This is only active when there are no worksheet present. 2.



Select the column you want to delete.



3.



Select the Delete button. CAUTION: When deleting a column, some of the child columns that are dependent upon it may also be deleted. Modifying Worksheet and Program Presentation 6-189



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A confirmation dialog box appears:



6



4.



Click Yes. CAUTION: When you delete a column, you delete all of the data in that column. This function is different from hiding columns, which simply turns a column off, or hides it from view, but doesn’t delete the column or its data.



Moving Columns PHAWorks provides you with the ability to move a column in a worksheet, as well as change the column relationships after you enter worksheet data. The steps for this process are simple, but because changing the relationship between columns can alter important information in a worksheet, PHAWorks gives you several opportunities to halt the process. CAUTION: After you change column relationships, PHAWorks can’t reverse the association of individual entries. In other words, if you change your mind, you can change the relationships back, but PHAWorks won’t be able to reassociate entries with the previously related parent entries. Before you change the column relationships for your project, we recommend that you make a backup copy of the project. If you choose to move a column, follow these steps: 1.



In the Column Configuration dialog box, choose the column you wish to move.



2.



Use the “up” and “down” arrow buttons to move the column you’ve selected. You can also drag the column to a new location. (If you use the drag-and-drop method, a bitmap ( ) appears if you try to drop a column into a location in can’t be moved to.) Be careful not to drag the column above its parent column, because if you drop the column under a different parent column, you will change the column relationship. Modifying Worksheet and Program Presentation 6-190



Changing Column Relationships To change column relationships, you must change a column’s parent. To change column relationships, follow these steps: 1.



In the Column Configuration dialog box, select the column whose parent relationship you want to change.



2.



Click on the Parent button. The Choose Parent for “Column” dialog box appears:



An asterisk indicates the current parent column. 3.



Select the new parent column.



4.



Click OK. A confirmation dialog box appears, reminding you there are entries, or data, in the column, and explaining that you will need to review those entries if you go ahead with changing the column relationship. It also reminds you that changing the columns back to their original relationship does not completely undo the changes to the worksheet entries.



5.



If you want to continue with changing the column relationship, click Yes. Otherwise, click No. If you clicked Yes, a Please Note dialog box appears, stating that entries in the column whose relationship you wished to change are now associated with their new parent column, rather than their previous parent column.



6.



Click OK. If you do not have a worksheet open, you are finished.



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If you have a worksheet open, another dialog box appears, explaining that in order to change the column relationship in the worksheet data, all worksheet and Tree format windows will be closed. 7.



Click OK. The worksheet closes, leaving the Column Configuration dialog box on the screen.



8.



Click OK. When you reopen the project worksheet, the new column relationships are in place.



Another way to change a column’s parent is to drag-and-drop a column to associate with a new parent. For example, you can drag the Recommendations column up until it is under the Causes column. To use this method, follow these steps: 1.



Drag the selected column onto its new parent and drop it. You are prompted to Change Relationship or to Cancel.



2.



If you want to continue with changing the column relationship, select Change Relationship. Otherwise, click Cancel. When you drop a column on a new parent column, it is added as the last child in the list. If you wish to change this position, see the Moving Columns section above.



Follow steps 4 through 8 above.



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Changing the Banner Configuration To change the fields in your worksheet banner, follow these steps: 1.



Choose Banner Configuration… from the Project menu. or Right-click in a worksheet banner field and choose Configuration from the banner function menu. This dialog box appears:



The fields listed in this dialog box depend on the fields your project uses, which is specified in the Project Configuration dialog box. 2.



Click the check box of each field you wish to include in your worksheet banner. If you select either of the Global Settings options (Use uppercase labels or Combine drawings with this between them), those settings are applied to the banner in all projects.



3.



For fields that can have more than one line, type the maximum number of lines that you wish to appear in the banner. NOTE: If you specify a maximum number of lines greater than one for a banner field, additional lines of text will appear in the banner only if there is enough text in the field to require it to use multiple lines.



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4.



Click OK.



6



NOTE: You can hide the banner by pressing F6. To show the banner, press F6 again. You can also use the Show Banner command in the Worksheet menu.



Changing Banner Names To change the names of the fields in your worksheet banner, follow these steps: 1.



Click on the banner and place the cursor on the field you want to rename.



2.



Choose Rename Banner field from the Worksheet menu. or Right-click in the banner field you want to change and choose Rename This Field from the banner function menu. This dialog box appears:



3.



Uncheck the Use predefined name for this field check box.



4.



Type a new banner name in the Name field. Click OK. You can change back to the default banner name by checking the Use predefined name for this field check box. Click Save as default for new projects if you want to use the new name in subsequent projects.



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Changing the Font Size in Dialog Boxes PHAWorks 5 lets you change the font size of the type in the multiple line edit fields in many of the dialog boxes. This feature is available for the following edit fields: ❑



Parameter Intention



❑



Node Intention



❑



Node/System



❑



Node/System Notes



❑



Subsystem/Parameter



❑



Subsystem/Parameter Notes



❑



Worksheet Notes



❑



Rename Nodes/System/Parameter/Subsystem



❑



Drawings



❑



Drawing Details



❑



Severity/Likelihood Definition



❑



Project Identification (Purpose/Scope/Objective, Process and Description/Chemicals) NOTE: The increase/decrease font buttons don’t directly appear in the Node/System, Drawing or Rename Node/System/Subsystem/ Parameter dialogs. To access the buttons in these dialogs, you must access the Add or Rename dialog boxes.



To change the font size, follow these steps: 1.



Select a dialog box by going to the Worksheet menu or by moving the cursor to the banner field and clicking the right mouse button to access the function menu. For instance, select Node/System. The Node/System dialog box of your choice appears.



2. Click the Add button.



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The Add a Node dialog box appears.



6



3.



Enter your comments or notes in the dialog box.



4.



Click on the increase font button ( ) to make the entry’s font larger, or click on the decrease font button ( ) to make the entry’s font smaller.



Modifying Worksheet and Program Presentation 6-196



Customizing the Toolbar The toolbar is a convenient way to access various features. PHAWorks 5 includes toolbars that are specific to where you are in the program, and it allows you to customize toolbars to include only those commands you frequently use. You can also disable the toolbars entirely. There are seven toolbars available in PHAWorks 5: Main, Format, Project, Worksheet, Project Tree, Tools and Library. Each of these contains icons for features that you might need when working in an area of PHAWorks. You can select or deselect (disable) any of these toolbars by using the Toolbars submenu under the Utilities menu:



If you want to change or customize a toolbar, the Toolbars page of the Options dialog box (accessed through the Utilities menu) provides many options for altering the appearance of toolbars in the worksheet. You can also access the Toolbars page by selecting Customize in the Toolbars submenu or by right-clicking on a toolbar. This section provides step-by-step instructions for adding, inserting and deleting icons, and for using the “floating” toolbars feature.



Adding Icons to a Toolbar To add or insert icons to a toolbar, follow these steps: 1.



Select Options… from the Utilities menu and then the Toolbars tab, or select Customize from the Toolbars submenu in the Utilities menu. The Toolbars page appears:



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2.



Select which toolbar you want to customize by choosing from the drop-down list in the upper left-hand corner of the dialog box.



3.



Select the icon (or multiple icons) you want to include from the Available toolbar buttons: list on the left, which shows the icons that are not currently included in the toolbar, and click Add. (You can also add a separator, or line break, to the toolbar.) When you click Add, the new icon will be positioned below the icon you have highlighted in the Current toolbar buttons: list on the right.



4.



When you have finished adding, or inserting, icons, click OK. To have your changes take effect without exiting the dialog box, click Apply. If you want to return to the toolbar configuration you had before you made changes, click Reset before you click OK or Apply.



Removing Icons from a Toolbar To delete an icon from the toolbar, follow these steps: 1.



Select Options… from the Utilities menu and then the Toolbars tab, or select Customize from the Toolbars submenu in the Utilities menu. The Toolbars page appears.



2.



Select which toolbar you want to customize by choosing from the drop-down list in the upper left-hand corner of the dialog box.



3.



Select the icon (or multiple icons) you want to delete from the Current toolbar buttons: list on the right, and click Remove. (You can also delete a separator, or line break, from the toolbar.) Modifying Worksheet and Program Presentation 6-198



4.



When you have finished removing icons, click OK. To have your changes take effect without exiting the dialog box, click Apply. If you want to return to the toolbar configuration you had before you made changes, click Reset before you click OK or Apply.



While a toolbar is visible, you can press SHIFT, then click on the icon you want to delete and drag it off the toolbar.



Positioning Icons in a Toolbar You can position an icon in its toolbar lineup by using one of four methods: ❑



When a toolbar is visible, you can press SHIFT, then click on the icon you want to reposition and drag it to its new location. You can only reposition an icon within a toolbar. You cannot drag an icon from one toolbar to another (this causes the icon to be removed).



or ❑



In the Toolbars dialog box, after you have added an icon to the Current toolbar buttons list, you can use the Move Up and Move Down buttons to reposition the icon.



or ❑



In the Toolbars dialog box, after you have added an icon to the Current toolbar buttons list, you can use drag-and-drop to reposition the icon.



Moving the Toolbars In PHAWorks 5, the individual toolbars can be “docked” on any of the sides of the program window, or they can “float.” In other words, you can move them from their standard position at the top of the program window. To dock a toolbar, follow these steps: 1.



Click on the small bar at the left edge of the toolbar.



2.



Continue to hold the mouse button down, and drag the toolbar to, and just beyond, a side or the bottom of the program window. The toolbar “docks” either vertically at a side of, or horizontally at the bottom of the program window. To undock a toolbar, simply click on the small bar at the left again and move the toolbar to a new docked position or a floating position. To return a toolbar to its last docked position, double-click on its title bar. Modifying Worksheet and Program Presentation 6-199



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To float a toolbar, follow these steps: 1.



Click on the small bar at the left edge of the toolbar.



2.



Continue to hold the mouse button down, and drag the toolbar to a new position. If you want to reposition a floating toolbar, click on the title bar and drag the toolbar to a new location.



3.



When the toolbar is in your desired location, release the mouse button. To return a floating toolbar to its default position at the top of the program window, double-click on its title bar. or Click on the title bar, drag the toolbar to the top of the worksheet and let go. The toolbar automatically inserts itself back into the toolbar lineup.



Also, you can change a toolbar’s shape by clicking and dragging on its frame.



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Specifying Display Setup The Display page of the Options dialog box lets you change how PHAWorks displays various items in the worksheet and other windows. To change your display setting, follow these steps: 1.



Choose Options… from the Utilities menu.



2.



Click the Display tab. The Display page appears:



3.



Select either the Standard or Alternate radio button to specify the display configuration you wish to modify. For example, choose Standard for the configuration you use in your daily work, or choose Alternate for a special setup such as displaying the program on a projection device.



4.



The default list in this dialog box displays all the available items. To display a list of protocol or worksheet items only, select the appropriate option from the drop-down menu.



5.



Select an item from the list (the table at the end of these instructions defines these items). Some items need to share a font with similar items (e.g., worksheet entries). In those cases, the general type is indicated with a folder bitmap. The specific instances of that type (i.e., the current worksheet entry) are contained within that folder. The font for items contained in the folder can be changed only by changing the font of the folder item. You can still set the colors for each of the specific items in the folder.



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6.



Choose either Font, Text Color or Background to open the Font or Color dialog boxes. NOTE: The sections that follow provide only the basic information about fonts and colors. If you need more information, refer to your Windows documentation. When you make changes to the font, text color or background, the changes appear in the sample box, so that you can see the results of the changes before you accept them.



7.



To exit the Font or Color dialog boxes, click OK. To see your changes without exiting the dialog box, click Apply.



The following table defines the display items that you can configure: Item



Definition



Worksheet Entry (current)



The current entry in the worksheet



Worksheet Entry (related)



The parent and child entries of the current entry



Worksheet Entry (shadow)



Text from a parent entry that is shown at the top of the column as you scroll through entries that are children of the parent entry



Worksheet Entry (other)



Any entry that is not a parent or child of the current entry



Protocol Entry (current)



The current entry in a protocol worksheet



Protocol Entry (related)



The parent and child entries of the current protocol entry



Protocol Entry (shadow)



Text from a parent protocol entry that is shown at the top of the column as you scroll through entries that are children of that parent



Protocol Entry (other)



Any protocol entry that is not a parent or child of the current entry



Banner Labels



The names (or labels) of the banner fields



Banner Text



The text that appears within a banner field



Column Names



The heading of each column in the worksheet or protocol



Worksheet Description



The text above the banner that indicates an old revision is being shown or revis ions are being compared Modifying Worksheet and Program Presentation 6-202



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Item



Definition



Project Notes



Text in the Project Notes window



Library



Text in a Library topic



Analysis Tools



The text in an Analysis tools topic



Analysis Tools checklist items



Items in a list within an Analysis tools topic that are meant to be inserted into the worksheet



Selecting Fonts After you select an item and choose the Font button, the Font dialog box appears. The following table defines each of the selections in this dialog box: Selection



Definition



Font



Lists the available fonts, or typefaces (for example, Times Roman or Arial)



Font Style



Lists the available styles for the specified font. The style of the font can be regular, italic, bold or bold italic. (Some typefaces may not support all of these choices)



Size



Lists the available point sizes for the specified font. Point sizes are a typographical measurement of text. The larger the point size, the large the text appears



Effects



Specifies whether the font should appear with strikeout marks or underlines, and specifies the available colors for the font



Sample



Shows a sample of how the text will appear with the specified font settings



Script



Lists the available language scripts for the specified font. Choose the appropriate script for your computer



Click OK to accept the settings. NOTE: You can change the font attributes of text within worksheet entries by highlighting the entry text you want to change, then selecting from the various options in the Format menu. That formatting is still based on the settings you specify in this dialog box. For more information on changing the format of worksheet entry text, see the section on Reformatting Text in the Worksheet in Chapter 7, Working with Data. Modifying Worksheet and Program Presentation 6-203



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Selecting Text Colors After you select an item and choose the Text Color button, the Color dialog box appears. Follow these steps to select a text color: 1.



To select a basic color, click on one of the colors shown in the Color dialog box.



2.



Click OK.



If you want to create a custom color, follow these steps: 1.



Click the Define Custom Colors... button.



2.



In the color refiner box, click in the area of the palette for your new color.



3.



To select a solid color that is closest to the new color, double-click in the Color/Solid box.



4.



To refine or change the new color you can also type values in the Hue, Sat and Lum boxes, or change the values in the Red, Green and Blue boxes.



5.



When you are satisfied with your new color, click Add to Custom Colors and click OK.



6.



To use this new custom color, select it and click OK.



Selecting Background Colors After you select an item and choose the Background button, the Color dialog box appears. Follow these steps to select a background color: 1.



To select a basic color, click on one of the colors shown in the Color dialog box.



2.



Click OK.



If you want to create a custom color, follow these steps: 1.



Click the Define Custom Colors... button.



2.



In the color refiner box, click in the area of the palette for your new color.



3.



To select a solid color that is closest to the new color, double-click in the Color/Solid box.



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4.



To refine or change the new color you can also type values in the Hue, Sat and Lum boxes, or change the values in the Red, Green and Blue boxes.



5.



When you are satisfied with your new color, click Add to Custom Colors and click OK.



6.



To use this new custom color, select it and click OK.



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Chapter 7 – Working with Data



7



Chapter 6, Modifying Worksheet Presentation, contains topics regarding the display of data, primarily the worksheet formats and views, and the columns within those views. This chapter provides information about entering and editing data in the worksheet, and includes instructions for: ❑



editing lists (found in such dialog boxes as Steps, Systems or Nodes).



❑



modifying data in the banner.



❑



modifying worksheet entries.



❑



using quick entry lists.



❑



creating references to other worksheets or entries.



❑



creating revisions of worksheets.



❑



tracking worksheet changes.



❑



inserting links to other programs or documents.



Working with Data 7-206



Editing Lists (Dialog Boxes)



7



You can add, delete, duplicate, rename and move items in a list, as well as copy and paste items to the clipboard and to word processing files. When editing a list, follow these general procedures: NOTE: These instructions apply to the following dialog boxes: Nodes, Steps, Systems, Parameters, Subsystems, Categories, Components, Drawings, Documents, Guidewords, Sage, Deviations, Library and Quick Entry. 1.



Access the list you want to edit.



2.



Make sure the editing buttons are revealed (by clicking >>) or click the right mouse button inside the list box to access the function menu. Here’s an example of a function menu:



Not all dialog boxes have the same functions. For example, some dialog boxes list items alphabetically, and items within these lists can’t be moved. 3.



Make the desired modifications to the list by clicking the buttons or choosing the commands from the function menu. (You can also use the shortcut key combinations as shown in the function menu or on the buttons.)



4.



To choose an item from the list, select it and click OK (or Proceed, as when you’re selecting worksheet information). If you want to return to the worksheet without choosing a new item, click Back. (Selecting Back also saves any changes to the list.)



The following sections provide instructions for each editing task (and assume the editing buttons have already been revealed as described in the general procedures given above).



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Adding a New Item to a List



7



To add a new item to a list, follow these steps: 1.



Choose the Add button, choose Add from the function menu or press ALT+A. The Add dialog box appears. NOTE: Some dialog boxes also let you add more than one item at a time by choosing Add Many from the function menu.



2.



Type the new item name.



3.



Select the End or the Current position radio box to determine where in the list the new item will appear (this option will not appear in lists that are arranged alphabetically such as the Sage Database). Press ENTER (or click OK). Depending on the type of entry you are adding, the text can be longer than a single line. The new item appears in the list. To change the location of the item in the list, refer to the section entitled Moving an Item in a List.



Deleting an Item from a List To delete an item from a list, follow these steps: 1.



Select the item to be deleted.



2.



Choose the Delete button, choose Delete from the function menu, press ALT+D or press F3. A message asks you to confirm that you want to delete it.



3.



Click Yes to confirm the deletion. PHAWorks deletes the item and if the item is numbered, renumbers all affected items.



You can also delete multiple items by holding the SHIFT key and selecting the items you want to delete, then choosing the Delete button, etc.



Renaming an Item in a List To change the name of an item in a list, follow these step:



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1.



Select the item you want to rename.



2.



Choose the Rename button, choose Rename from the function menu or press ALT+R.



7



The Rename dialog box appears. NOTE: Instead of a Rename button, some dialog boxes have a Details button that opens the Details dialog box. To rename these items, type the new name in place of the old name. 3.



Type the new name and press ENTER or click OK. The new name appears in the list.



Duplicating an Item Within a List In the Nodes, Systems, Subsystems, Categories, Steps, Drawings, Sage, Master Team List and Library dialog boxes, you can make duplicates of an item within the list itself. To duplicate and rename an existing item, follow these steps: 1.



Select the item to be copied.



2.



Click Duplicate. (In the Library Topics dialog box, click Copy.) If you are in the Nodes, Systems, Subsystems, Categories, Steps or Drawings dialog box, the Copy Node (or System/Subsystem/ etc.) dialog box appears.



3.



If you want the duplicate node to be listed under the original node, select Add at: Current position. If you want it to be placed at the end of the list, select Add at: End.



4.



Click OK. PHAWorks adds a duplicate of the item to the list.



5.



To rename the duplicate, click Rename, type the new name in the Rename Node dialog box and press ENTER or click OK. (This option is not available in the Library Topics dialog box.)



In some dialog boxes, a confirmation dialog box appears, asking whether you want to make a copy of the selected item. In others, a dialog box indicates that the list must be in edit mode to make a duplicate, and asks whether you want to switch to edit mode. Simply click Yes or OK, depending upon the dialog box.



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NOTE:



7



When duplicating nodes, systems, subsystems, categories, steps, drawings and components in Sage, PHAWorks copies all of the data associated with the item. To move an item, refer to the section titled Moving an Item in a List.



Copying and Pasting an Item in a List In the Nodes, Systems, Subsystems, Categories, Steps, Drawings, Sage and Master Team List dialog boxes, you can copy items in a list to the clipboard in addition to making duplicates of items. You can also copy items in a list to the clipboard in the Components and Quick Entry dialog boxes. This makes the item available to paste into another program. NOTE: Copying an item is different from duplicating it. When you duplicate an item (e.g., a node), all of its data is duplicated. But when you copy and paste an item, only its name is copied, none of its data is copied. To copy an existing item in a list to the clipboard, follow these steps: 1.



Access the list you want to edit.



2.



Select the item (or items) to be copied.



3.



Click the Copy icon or press CTRL+C. PHAWorks copies the selected item, and a message verifies the number of items copied to the clipboard.



You can also copy items from another program and and paste into a list. For example, you can copy a list of nodes from a word processing document and paste it into the Nodes dialog box.



Moving an Item in a List To change the location of an item in the list, follow these steps: 1.



Access the list you want to edit.



2.



Select the item you wish to move.



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3.



Drag the item to the new place in the list. (To drag an item means to point to an item, click the left mouse button, and continue to press the mouse button while you move the cursor to a new location.)



7



PHAWorks displays a confirmation message (unless this confirmation has been disabled in the Preferences page of the Options dialog box). PHAWorks moves the item and renumbers all affected items (if necessary).



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Using the Banner



7



The banner fields display information such as systems or nodes for the current worksheet. You can modify this information as you work on your project, moving between the banner and the worksheet columns as often as you like. The banner function menu contains commands pertaining to the banner fields. Like the column or worksheet function menus, this menu is accessed by placing the cursor inside a banner field and clicking the right mouse button. Here is an example of a banner function menu:



The following sections provide more information about how to use the banner fields, accessing worksheet lists from the banner, modifying the banner configuration and zooming banner fields.



Moving Between Banner and Worksheet To access the banner after opening a worksheet, do one of the following: ❑



Click on a banner field (or right-click on a banner field if you want to access the banner function menu). or



❑



Press CTRL+B. (This key combination takes you to the first banner field or to the banner field you were last editing.) or



❑



Choose the Edit Banner command in the Worksheet menu



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To return to the worksheet, do one of the following: ❑



7



Click a worksheet column. or



❑



Press CTRL+W. or



❑



Choose the Return to Worksheet command in the Worksheet menu.



Return to your previous location in the worksheet by pressing CTRL+W or choosing Return to Worksheet.



Hiding the Banner At times when you’re entering or editing large portions of text in the worksheet, you may want more room in the PHAWorks project window. You can do this by temporarily hiding the banner. To hide the banner: ❑



Press F6. or



❑



Choose the Show Banner command in the Worksheet menu. (When the banner is hidden, the check mark next to the command disappears.)



To show the banner again: ❑



Press F6. or



❑



Choose the Show Banner command in the Worksheet menu. (When the banner is visible, a check mark appears next to the command.)



Using the Banner to Access Worksheet Lists To go to another node, system, or step of a project, you can choose a new item from a banner field. You can also access the node, system or step from the banner if you want to modify these lists. To access these lists from the banner, do the following:



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1.



Access the banner function menu.



2.



Choose the command that pertains to the information you wish to select. (You can also double-click on the field, or you can press CTRL+B, tab to the field of interest and press ENTER.)



7



The dialog box for the item you wish to select appears. 3.



Choose a new item from the list or edit the list as needed. (You may also be prompted for additional worksheet information, depending on which field you’ve selected and how you have configured your study.)



Zooming In and Out in Banner Fields When the text in a banner field exceeds the maximum number of lines a field is configured to display, you can zoom the field to show all of the text. For example, if a banner field is configured to display a maximum of two lines, but the item currently in the field is six lines long, you can zoom the field to display the entire entry. If text in a banner field exceeds the configured maximum number of lines, a bitmap appears before the banner text, indicating that not all the text is displayed, as shown below:



When you click this icon, the field expands to show all of the entries. To collapse the field, click the icon again.



You can also zoom the field by doing the following: 1.



Select the field you want to reduce or enlarge.



2.



Choose the Zoom This Field command from the banner function menu.



The field remains this size until you select the field and choose the Zoom This Field command again.



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Hiding Banner Fields



7



This option allows you to remove a field from view in the worksheet banner. To hide a field: 1.



Place the cursor on the field you want to hide and right-click to access the banner function menu.



2.



Click Hide This Field.



Renaming Banner Fields This option allows you to rename the banner fields. To rename a field in the banner: 1.



Select Rename This Field from the banner function menu or the Worksheet menu, or select Banner Field Names from the Project menu and click Change. The Rename Banner Field dialog box appears:



2.



Remove the check from the Use predefined name for this field check box, then type in the new name.



3.



Check the Save as default for new projects check box if you wish to use this name in subsequent projects.



4.



Click OK.



Converting Banner Labels to Uppercase The Upper-Case Labels option allows you to display the letters in the banner labels in all capital letters. To do this, follow these steps: 1.



Place the cursor in the banner and right-click to access the banner function menu.



2.



Click Use Upper-Case Labels.



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You can also show banner labels in uppercase letters by accessing the Banner Configuration dialog box from the Project menu and selecting Use upper-case labels.



7



Combining Drawings with Separators The Combine drawings with this between them: option allows you to choose what separator you’d like to use when listing more than one drawing in the Drawings line. 1.



Place the cursor in the banner and right-click to access the banner function menu.



2.



Click Configuration. or Access the Banner Configuration dialog box from the Project menu.



3.



Click Combine drawings with this between them: and type in whatever separator you wish to use, e.g., a comma. The default separator is a semicolon.



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Modifying Worksheet Entries



7



The Worksheet menu provides one way to access lists such as the Node list. The Entry submenu of the Worksheet menu also provides several commands for joining, splitting, deleting, inserting and marking entries. These commands can also be accessed by right-clicking in a worksheet column:



This menu is called the worksheet function menu. The following sections provide instructions for using both the Entry submenu and the worksheet function menu to access the commands for modifying worksheet entries. NOTE: You can undo or redo a task within any worksheet window by selecting Undo or Redo under the Edit menu, or by pressing CTRL+Z for Undo or CTRL+SHIFT+Z for Redo.



Selecting Entries You select a single entry in a worksheet column by clicking on it. (To select only a portion of an entry, click and drag.) You can copy, delete or move more than one entry at a time. To select multiple worksheet entries with the mouse, click and drag the mouse cursor until a selection box appears:



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Continue to drag the selection box until all desired entries have been selected.



7



You can also choose the Select Entry, Select Column, or the Select Worksheet command from the Edit menu. After you select the entries, you can delete, cut or copy the selection. The Cut, Copy and Paste commands in the worksheet function menu work like the standard Windows cut, copy and paste functions and work with selected text or selected entries. These commands are described in more detail in Chapter 4, PHAWorks Basics. You can also format entries using the commands in the Format menu, or insert entry notes, using the Add Entry Note... command in the entry function menu.



Joining Entries The Join Entries command combines two consecutive worksheet entries into one entry. The joining takes place between the current entry and the one that immediately follows it. To join two entries in a worksheet, follow these steps: 1.



Select the first of the two entries that are to be joined.



2.



Choose Join entries from the Entry submenu of the Worksheet menu or worksheet function menu. If the entries you have selected have child entries, PHAWorks asks you to confirm that you want to join the selected entries and their children. CAUTION: Joining child entries means that the entries associated with the second entry become children of the first entry. After you join entries and their child entries, splitting the entry will not restore the children to the second entry. You can, however, use the Undo command in the Edit menu immediately after joining the entries.



3.



To confirm your choice, click Yes. PHAWorks joins the entries (and the entries’ children) and automatically renumbers affected entries.



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Splitting Entries



7



The Split Entry command divides a single entry into two entries. This is different from pressing CTRL+ENTER, which inserts a line break within an entry (that is, the entry remains a discrete unit). To split an entry in a worksheet, follow these steps: 1.



Position the text cursor where you want to split the entry. The entry is split at the location of the text cursor, so you must position the cursor before choosing the Split Entry command.



2.



Choose Split Entry from the Entry submenu of the Worksheet menu or worksheet function menu. The entry is divided in two, and PHAWorks automatically renumbers affected entries. NOTE: Splitting an entry does not also split that entry’s children. The child entries remain associated with the entry that was located above the text cursor before the split.



Inserting Entries When you press ENTER to add a new entry, the new entry always appears after the current entry. The Insert Entry command or F4 lets you insert an entry before an existing entry in a worksheet column. This is especially useful if you want a new entry to be the first child of a parent entry. NOTE: The terms child and parent refer to text that is related hierarchically across columns. If you attempt to create a child entry, you may receive a warning that a parent entry is required. To insert an entry, follow these steps: 1.



Place the text cursor where you want the new entry to appear.



2.



Press F4 (or choose the Insert Entry command). PHAWorks inserts a blank entry, ready for you to type the new information.



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Deleting Entries



7



To delete an entry, follow these steps: 1.



Select the entry to be deleted.



2.



Press F3 or the DELETE key. All entries dependent on the selected entry can be deleted or remain in the worksheet. A message asks if you want the deletion to include them.



3.



Click Yes to delete the selected area. If you don’t want to delete the selected area, click No (or press ENTER). The default setting is No.



You can delete multiple entries by selecting the entries you want to delete and pressing F3 or the DELETE key.



Copying Noncontiguous Entries You can copy multiple, noncontiguous entries from a worksheet. To do this, follow these steps: 1.



Press the CTRL key while using the mouse to click on the entries you want to copy.



2.



When you have selected all of the items you want to copy, go under the Edit menu to Copy, or press CTRL+C. The Copy to Clipboard dialog box appears, asking you to confirm that you wish to copy the selected worksheet entries to the clipboard.



3.



If you want to copy only the selected entries, click Yes. If you want to copy the selected entries and their children entries, click All. Or, if you don’t want to copy the selected entries, click No to cancel the command.



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Searching for Text



7



Use the Find command to search for text in the worksheet data in a project. PHAWorks allows you to search for multiple words or phrases at the same time. To search for text, follow these steps: 1.



If you don’t want to begin your search at the beginning of the project, position the text cursor where you want the search to begin.



2.



Choose Find from the Edit menu or worksheet function menu or press CTRL+F. The Find dialog box appears:



3.



Type the text you want to search for in the Find what text field. If you want to search for more than one word or phrase, separate each entry with a comma (for example: Search text 1, search text 2, search text 3). Use quotation marks to find phrases with commas or with leading or trailing spaces (for example “Columbus, OH” or “ material”). This dialog box also lets you indicate:



4.



❑



if the text to be found should match the case as typed.



❑



if you want the search to begin at the current text cursor position or from the top of the project.



❑



if the scope of the search is the current column (only the column in which you’ve placed the text cursor), all active columns (the columns that currently appear in the worksheet view you’ve selected) or all columns (even if columns aren’t currently included in the worksheet view).



Click Find Next to initiate the search. Additional occurrences of the text can be found by clicking the Find Next button. This dialog box will remain open. This means that you can temporarily enter the worksheet to edit text, and then return to the Find dialog box to continue the search. Working with Data 7-221



By default, the Find dialog box moves so that you can see the found text (that is, so that the Find dialog box does not cover up the found text). If you want the Find dialog box to stay in the same position, select the Lock Pos. check box.



7



NOTE: If the search engine locates a word or phrase in a column that is not part of the current worksheet view, it automatically makes that column active. An asterisk (*) appears next to the column, indicating that it was activated automatically during the search process. If you wish, you can add this column to the worksheet view and the asterisk will be removed.



Replacing Text in the Worksheet The Replace command lets you search the current column or the entire worksheet for specified text and replace it with new text. Follow these steps: 1.



Position the text cursor where you want to begin the search.



2.



Choose Replace from the Edit menu or worksheet function menu. The Replace dialog box appears:



3.



Type the text you want to search for in the Find what text field. If you want to search for more than one word or phrase, separate each entry with a comma (for example: Search text 1, search text 2, search text 3). Use quotation marks to find phrases that include commas or with leading or trailing spaces (for example “Columbus, OH” or “ material”).



4.



Type the new text in the Replace with text field.



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This dialog box also lets you indicate:



5.



❑



if the text to be found should match the case as typed.



❑



if you want the replacements to begin at the current text cursor position or from the top of the project.



❑



if the scope is the current column (only the column in which you’ve placed the text cursor), all active columns (the columns that currently appear in the worksheet view you’ve selected) or all columns (even if columns aren’t currently included in the worksheet view).



7



Click Find Next. When PHAWorks finds the first occurrence, you have the option of making the replacement by clicking the Replace button, or leaving the text as is and moving to the next occurrence by clicking Find Next. You can also click Replace All, which replaces all occurrences of the text to be found with the new text without prompting you for your approval. By default, the Replace dialog box moves so that you can see the replaced text (that is, so that the Replace dialog box does not cover up the replaced text). If you want the Replace dialog box to stay in the same position, select the Lock Pos. check box. NOTE: If the search engine locates a word or phrase in a column that is not part of the current worksheet view, it automatically makes that column active. An asterisk (*) appears next to the column, indicating that it was activated automatically during the search process. If you wish, you can add this column to the worksheet view and the asterisk will be removed.



Reformatting Text in the Worksheet You can change the text format within worksheet entries in the Spreadsheet or Datasheet views. You can change the size of text in a worksheet entry, and you can make text italic, bold and underlined, as well as superscript or subscript. You can do this by using the Format menu, by right-clicking on an entry, by using the keyboard or by clicking on the appropriate toolbar icon. NOTE: When you make text format changes in the Spreadsheet or Datasheet views, those changes are also reflected in the Tree view.



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You can select one entry, multiple entries or text within an entry to change the format. To change the format of text, follow these steps: 1.



Select the text you wish to format.



2.



Click on the Format menu to open it, or click on the toolbar icon for the attribute you want.



3.



Select the format option you want by clicking on it.



7



You can select any of the format styles from the toolbar if you have added all of the formatting icons to the toolbar. (Bold, italic and underline are default icons.) See the Customizing the Toolbar section of Chapter 6, Modifying Worksheet Presentation for more information. You can also select some of the format styles by using the following keystrokes: Format



Keys



Normal



CTRL+SHIFT+N



Bold



CTRL+SHIFT+B



Italic



CTRL+SHIFT+I



Underline



CTRL+SHIFT+U



Superscript



CTRL+SHIFT+S



NOTE: If you increase the font size using the text formatting commands, then increase the font size of all worksheet entries, the text you changed previously remains larger than the other entries. For example, if you highlight one word and click the “increase font” button once (which increases the font size by 20 percent), and you then use the Display options to increase the font size of all entries in the worksheet, the font size of the original word that you changed remains 20 percent larger than the rest of the entries.



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Entry Notes



7



Entry notes allow you to add and access information that is pertinent to a specific entry, but that does not belong in the entry itself.



Adding an Entry Note To add an entry note, follow these steps: 1.



Right-click on the entry to which you want to add a note, or choose the Entry submenu from the Worksheet menu and select Add/Edit Entry Note.... The worksheet function menu appears.



2.



Select Add Entry Note.... The Entry Notes dialog box appears:



3.



Type the information into the field and click OK. An Entry Note indicator appears to the left of the worksheet entry.



Viewing an Entry Note To view an entry note, point and left-click on its note indicator and continue to hold the mouse button down. The text of the entry note appears in a “tip” box (similar to the pop-up tips for icons and other dialog box items):



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7



Editing an Entry Note To edit an entry note, follow these steps: 1.



Double-click the entry note indicator. or Choose the Entry submenu from the Worksheet menu and select Add/Edit Entry Note.... or Right-click on the entry to which you want to add a note. The worksheet function menu appears.



2.



Select Edit Entry Note.... The Entry Notes dialog box appears, allowing you to edit the note text. NOTE: You can delete all notes from the project by removing the checkbox next to the required item.



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Using Quick Entry Lists



7



A quick entry list is available for nearly every column of the worksheet. Instead of typing the same entry data over and over again, you can quickly select entry text from a list. Including an entry from the quick entry list is as easy as a few keystrokes or clicks of the mouse. There are three different levels of quick entry lists: global, column specific and project specific. The Quick Entry dialog box, by default, shows the following quick entry lists: ❑



The list labeled contains global entries. These entries are available for all columns in all projects.



❑



The next list contains entries that are specific to a column (the columns share like information, such as ) but are not specific to a project. These entries are available to all projects that contain the selected column.



❑



The final list in the dialog box is for entries that are specific to both column and project (for example, ).



This is an example of a quick entry list:



Configuring Quick Entry Lists You have the option of using both global and project-specific lists, just one type of list, or neither. You choose the quick entry lists for a project in the Project Configuration dialog box. To change the configuration, follow these steps: 1.



Access the Project Configuration dialog box.



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7



2.



Select the check boxes of the lists you want to appear in the Quick Entry dialog box (make sure they contain check marks). Deselect the check boxes of the lists you do not wish to appear in the dialog box.



3.



Click OK.



Accessing Quick Entry Lists To access a quick entry list, follow these steps: 1.



Select the column for which you wish to see the quick entry list (click it or tab to it) and place the cursor where you want text to be inserted.



2.



Press CTRL+E, choose Quick Entry from the worksheet function menu or click the quick entry list icon ( ) from the toolbar.



For some columns (such as the BY column), the quick entry list shows both an abbreviation and its definition. When you choose the entry, only the abbreviation is inserted into the column. The definition is used for titles in Individual Action Items, Individual Information Needs and User reports. NOTE: If you want the Quick Entry dialog box to appear in the same position each time you open it, click the Lock Pos. check box.



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Inserting Text from a Quick Entry List



7



You can select one or more entries from a quick entry list to be inserted in a worksheet column. To insert text into the worksheet from a quick entry list, follow these steps: 1.



Place the text cursor where you want to insert a new entry.



2.



Access the quick entry list for that column.



3.



Select the entry (or entries) to be copied from the quick entry list and click OK. (To select more than one entry, press CTRL and click each entry or drag the mouse to select contiguous entries.) PHAWorks copies the item(s) to the worksheet below the current entry.



Using Default Quick Entry Lists Generally, you can use Global Quick Entry lists to create a set of company standard quick entry lists to be used on projects. You may, however, want to predefine a set of such lists that are not Global Quick Entry lists. To set up default quick entry lists, follow these steps: 1.



Create a new project and assign it an easily identifiable name (for example, DEFAULTS).



2.



Type the default entries in the quick entry lists for each column.



To copy the default quick entry lists into a project, follow these steps: 1.



Create or open the project into which you wish to copy the default lists.



2.



Choose Copy From Other Project… from the Project menu. PHAWorks prompts you for the source project.



3.



Choose the project that includes the desired quick entry lists (for example, DEFAULTS). CAUTION: Copying quick entry lists from another project overwrites any existing quick entry lists in the current project.



4.



To copy the default lists to the new project, click Copy quick entry list in the Copy From dialog box. All Quick Entry lists are selected by default. Working with Data 7-229



5.



Select only the Quick Entry list you want to copy.



6.



Click Copy.



7



PHAWorks copies the lists from the source project to the current project, and a dialog box informs you when the copying is complete. 7.



Click OK.



Adding a Quick Entry Item to a List To add an entry to a list, follow these steps: 1.



Access the quick entry list.



2.



Select an entry in the appropriate section.



3.



Click Add, choose Add from the function menu or press ALT+A. If the Quick Entry list is not in edit mode, a dialog box appears asking whether you want to switch to edit mode.



4.



Click Yes. The Add an Entry dialog box appears:



5.



Type the entry and choose whether you want it to be added at the End or in the Current position.



6.



Click OK or press ENTER. The new entry appears in the position you indicated.



Deleting a Quick Entry Item from a List To delete an entry from a list, follow these steps: 1.



Access the quick entry list.



2.



Select the quick entry item you want to delete.



3.



Click Delete, choose Delete from the function menu, press ALT+D or press F3. Working with Data 7-230



A message asks you to confirm that you want to delete the list. 4.



7



Click Yes or press ENTER.



Printing Quick Entry Lists You can print the contents of a quick entry list by clicking the Print button. The printed list is identified by its column name (for example, Quick Entry - Consequences).



Changing the Location of the Global Quick Entry List Database As with the Sage, Master Team list and Library features, you might want to have only one database of global entry lists that you use for all your projects, several global lists that apply to different facilities or different locations, or a single database that you share over a network. By default, the database for global Quick Entry lists is located in the Data directory of your PHAWorks directory. To change the location, follow these steps: 1.



Choose Options from the Utilities menu.



2.



Click the Locations tab. The Locations page appears:



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3.



Type the new directory for the Global Quick Entry lists or click the Browse button to select a directory from your system.4.



4.



Click OK.



7



Using the Quick Entry List Index The index feature of the Quick Entry dialog list means that you can have more than one section in each Quick Entry dialog box and arrange entries within the various sections. The index is not enabled automatically, and you must enable the index feature for each column’s quick entry list independently. This section includes steps for enabling the index, working with the sections in the index and disabling the index.



Enabling an Index To enable an index for a quick entry list, follow these steps: 1.



Select the column for which you wish to enable the index (click it or tab to it).



2.



Press CTRL+E, or choose Quick Entry from the worksheet function menu or click the quick entry list icon from the toolbar.



3.



Select the list you wish to be indexed (Global, Global: Column or Project: Column).



4.



In the Quick Entry dialog box, click Index. A message asks if you want to enable indexing.



5.



Click Yes. If the Quick Entry list is not in edit mode, a dialog box appears asking whether you want to switch to edit mode.



6.



Click Yes.



The quick entry list dialog box places all existing entries in a section as in the following illustration:



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7



The entries are, as before, what you can insert into a worksheet column. The section is the heading for a group of entries. When you first enable an index, PHAWorks creates a section with the name of the selected column, but you can create new sections and rename sections at any time. To collapse a section, make sure the name of the section is selected and click Collapse. When a section is collapsed, a plus sign (+) appears next to the name, and all of the entries in a section are hidden. If you enable the index for a quick entry list, but you currently have no entries in the dialog box, PHAWorks automatically adds an empty section to the dialog box, as shown in the following illustration:



In this dialog box, you can add, delete or rename sections or entries in sections just as you would without the indexing feature turned on, with one exception. If you select a section and click Add, the Add a Section to dialog box appears. If you select an entry and click Add, the Add an Entry dialog box appears. Subsequent sections describe procedures for adding, deleting and renaming sections.



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Adding a Section to an Index



7



To add a section to an index, follow these steps: 1.



Access the quick entry list.



2.



Select the column to which you want to add a section.



3.



Click Add or choose Add from the function menu. If the Quick Entry list is not in edit mode, a dialog box appears asking whether you want to switch to edit mode.



4.



Click Yes. The Add a Section to dialog box appears:



5.



Type the name for the list and click OK or press ENTER.



As you add more sections to the index, notice that the quick entry dialog box sorts the sections alphabetically. After you create a section, you can edit it just as you would any other list.



Deleting a Section from an Index To delete a quick entry section from an index, follow these steps: NOTE: The top-level sections in an index, i.e., the , and sections, cannot be deleted. 1.



Access the quick entry list.



2.



Select the quick entry section you want to delete.



3.



Click Delete, choose Delete from the function menu or press F3. A message asks you to confirm that you want to delete the list.



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CAUTION:



7



If there are any entries in the section you want to delete, they will be deleted along with the section. 4.



Click Yes or press ENTER.



Renaming a Section in an Index To rename a quick entry section in an index, follow these steps: 1.



Access the quick entry list.



2.



Select the quick entry section you want to rename.



3.



Click Rename, choose Rename from the function menu or press ALT+R. The Rename Quick Entry List Section dialog box appears:



4.



Click Yes or press ENTER.



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Referencing Worksheet Items



7



As you enter information into the worksheet, you may find that you duplicate information in one or more worksheets. Inserting references in worksheet entries allows you to refer to a source of information without having to retype the text. NOTE: To create references, you must enable referencing through the Automatic Numbering dialog box. For more information about this feature, refer to the Setting Automatic Numbering section of Chapter 8, Changing Project Information. The referencing and automatic numbering features ensure that when you mention a node, system, step or entry by number, that reference will be updated whenever the source is updated. When the source of a reference is deleted, all references to it will be replaced by a question mark to indicate an unresolved reference. Suppose, for example, that you delete system 3 from a project. In that case, all references to system 3 will appear as system ?. For example, the reference Systems 1 and 3 will become Systems 1 and ?. This section provides information about how to create references, both manually and through the PHAWorks Create Reference feature. NOTE: If you want the Create Reference dialog box to appear in the same position each time you open it, click the Lock Pos. check box.



Creating References To create a reference, follow these steps: 1.



Select the entry in which you wish to insert a reference. NOTE: Entries can contain either text or a reference, not both. If there is currently text in an entry, you will be asked if you want to replace it.



2.



Select the Entry submenu from the Worksheet menu and then choose the Create Reference command.



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The Create Reference dialog box appears:



7



3.



From the Create Reference dialog box, select the radio button for the kind of reference you wish to create: See, Same as, As for or Refer to.



4.



Select a target item from the drop-down list box (such as nodes, systems, steps or current column). The possible values for the target selected appear in the text field just below the list box.



5.



Select the item that you wish to reference and click Include or place a check mark next to the item. You can include more than one item in a reference.



6.



When you have finished selecting items to be referenced and are ready to insert the reference into the worksheet entry, click OK. If you selected a worksheet entry that already contains text, PHAWorks asks you to confirm that you want to replace the current text with the reference.



The reference then appears in the worksheet as underlined text. Doubleclicking that underlined text takes you to the reference if there is only one, or generates a reference list dialog box if there are multiple references.



Changing References To edit existing references, follow these steps: 1.



Click the reference in the worksheet column.



2.



Choose Change Reference from the Entry submenu of the Worksheet menu or from the worksheet function menu.



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7



3.



In the Change Reference dialog box, make the edits you wish and click OK.



Accessing Referenced Items To go to a referenced item, follow these steps: 1.



Click the reference in the worksheet column.



2.



Choose Referenced Items from the Entry submenu of the Worksheet menu or from the worksheet function menu, or press CTRL+R.



3.



Select the referenced item and click Go To. You can also doubleclick the referenced item.



Typing References Manually You can also type references manually. Follow these steps: 1.



Select the entry in which you wish to type a reference.



2.



Type the reference, such as See System 12.



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When you finish typing the reference in the correct syntax, PHAWorks underlines the reference. The rules regarding proper syntax are explained in the two sections that follow (Using Key Expressions and Using Separators). You can include additional text in the reference (such as Node 1, Flow).



7



Using Key Expressions The key expressions for references are As for, Refer to, See and Same as. Some examples are: As For consequences 5.1.1 See question 1 Refer To safeguard 2.1.2 Same As hazard 3.1 References also include the name and number of the item being referenced. For example, when referencing systems, PHAWorks looks for the words system or systems, followed by at least one space and a number. You can type these words in any combination of upper or lower case letters. In other words, the scheme is not case sensitive.



Using Separators You can separate more than one item with the following words or characters: thru through to and , (space)



Systems 4 thru 8 Systems 4 through 8 Systems 4 to 6 Systems 4 and 5 Systems 4, 5, 6 Systems 4 5 6



You can also insert a hash-mark character (#) in front of any reference number. For instance, references such as Refer to system 4 and Refer to system #4 are identical.



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Creating Revisions of Worksheets



7



PHAWorks includes a Revision feature in the Worksheet menu. When you start a new revision, PHAWorks saves a “snapshot” of the worksheet, which it numbers and dates. This snapshot can be viewed, but unlike a copy of a worksheet, this revision can’t be edited. In other words, this feature allows you to save the worksheet at important points in the study so that you can go back to look at the worksheet at that point. This feature also allows you to compare a previous version of a worksheet to the current worksheet revision or to other revisions. There is always a current revision, and you can have unlimited numbers of old revisions. You also have the option to delete all old revisions of a worksheet. To create a revision of your worksheet, follow these steps: 1.



Choose Start New Revision from the Revision submenu in the Worksheet menu and click Yes in the confirmation dialog that appears. or Choose Start New Revision from the banner function menu and click Yes in the confirmation dialog that appears. or Choose Revision List from the banner function menu and in the Worksheet Revisions dialog box, choose New. If you used the Start New Revision command, a Start New Revision dialog box appears, asking whether you wish to start a new revision of the current worksheet:



2.



If you want to start a new revision and save the current revision, choose Yes. If you want to start a new revision but not save the current version, choose Replace. Or, if you don’t want to start a new revision, choose No to cancel the command.



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NOTE:



7



It is possible to make and review revisions of worksheets only in the same node/parameter or system/subsystem. If you used the Revision List command, the Worksheet Revisions dialog box appears:



3.



Choose New. A Start New Revision dialog box appears.



4.



When you choose Yes or Replace, a New Revision Information dialog box appears:



5.



Number the new revision. You can keep the number that automatically appears in the Number field, or type a new number into the field. NOTE: The program’s automatic numbering begins with “0” as the original revision and “1” as the first new revision.



6.



Date the revision by keeping the date that automatically appears in the Date field, or enter a new date into the field.



7.



You may also type anything you may want to note about this revision into the Notes field.



8.



When you’re finished, choose OK.



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Viewing Revisions



7



If you want to view an old revision (or revisions), follow these steps: 1.



Select the Revision submenu in the Worksheet menu and choose List.



2.



When the Worksheet Revisions dialog box appears, select the revision you want to review, and choose View or press ENTER. When you select a revision(s), you have a choice of viewing it in the same window or in a new window. You can access these choices by right-clicking on a revision in the list and choosing View in Current Window or View in New Window.



When you are viewing an old revision an additional banner line reading “Old Revision” appears above the study banner.



You also have a choice of scrolling through old revisions (backward and forward) and the current revision with icons or menu choices. You can add Previous Revision, Next Revision and Current Revision icons to your Worksheet toolbar (see the Customizing the Toolbar section in Chapter 6, Modifying Worksheet Presentation). Or, you can use the Worksheet Revisions dialog box to choose the current revision or a previous revision to view.



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You can quickly identify which revision you are looking at by observing the additional banner line. It indicates which revision is being viewed.



7



The revision shows a snapshot of the worksheet, but the entries are read-only, they cannot be edited. You can, however, temporarily reformat a revision by changing column widths, adding columns, or turning columns on or off, but when you close a revision, any reformatting changes you made will not be saved. You can easily print out worksheet revisions by choosing Print from the File menu or by pressing F2. NOTE: Reports do not print revisions.



Comparing Revisions If you want to compare revisions, follow these steps: 1.



Select the Revision submenu in the Worksheet menu and choose List.



2.



When the Worksheet Revisions dialog box appears, select the revisions you want to compare to the current worksheet or to each other, and choose Compare or press ENTER. Working with Data 7-243



You can also compare revisions by using this method: 1.



7



Selecting the Revision submenu in the Worksheet menu and choose Compare Revisions.... The Compare Worksheet Revisions dialog box appears:



2.



When the Worksheet Revisions dialog box appears, select the revisions you want to compare to the current worksheet or to each other, and choose Compare or press ENTER.



As when viewing revisions, you can quickly identify which revisions you are comparing by observing the additional banner line. It indicates which revisions are being compared.



Deleting Old Revisions If you want to delete an old revision or revisions, follow these steps: 1.



Select the Revision submenu in the Worksheet menu and choose List.



2.



Select the revision you want to delete in the Worksheet Revisions dialog box, and choose Delete, press ALT+D or press F3. If you want to delete more than one revision, or all revisions, select the revisions you want to delete, then choose Delete, press ALT+D or press F3. A message asks you to confirm that you want to delete the revision.



3.



Choose Yes.



Revisions for All Worksheets The New Revision (All Worksheets) command can create new revisions for all worksheets at once. To create revisions for all worksheets, follow these steps: 1.



Choose New Revision (All Worksheets) from the Project menu. Working with Data 7-244



2.



A Start New Revision dialog box appears, asking whether you wish to start new revisions of all worksheets in the current project. If you want to start new revisions and save the current revision, choose Yes. If you want to start new revisions but not save the current versions, choose Replace. Or, if you don’t want to start new revisions, choose No to cancel the command.



3.



When you choose Yes or Replace, a Revision Information (All Worksheets) dialog box appears.



4.



Number the new revisions. You can keep the number that automatically appears in the Number field, or type a new number into the field.



7



NOTE: The program’s automatic numbering begins with “0” as the original revision and “1” as the first new revision. 5.



Date the revision by keeping the date that automatically appears in the Date field, or enter a new date into the field.



6.



You may also type anything you may want to note about the revisions into the Notes field.



7.



When you are finished, choose OK.



Editing the Revision Number In most of the banner fields, you choose items from a list that are then displayed in the banner fields. You can choose different items from a list but you don’t edit these items directly. There’s one exception: The information that appears in the Revision field does not come from a predefined list. Each time you edit the Revision field, you are giving the worksheet a new number and/or date to identify the revision. To do this, follow these steps: 1.



Choose the Revision Details command from the banner function menu, or from the Revision submenu in the Worksheet menu. NOTE: You can change the revision number and date for all worksheets by choosing New Revision (All Worksheets) from the Project menu. You can create a true revision, or “snapshot,” of a worksheet, in addition to simply changing the revision information.



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The Revision Information (Current Revision) dialog box appears. 2.



To change the revision number, simply enter a new number into the Number box. You can also enter notes into the Notes box.



3.



When you’re finished, click OK.



7



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Tracking Worksheet Changes



7



PHAWorks 5 includes a feature that lets you track changes in your worksheet. The Track Worksheet Changes, Show Worksheet Changes and Restart Change Tracking commands have been added to the Project menu.



Track Worksheet Changes Track Worksheet Changes will track all of your changes (based on entries you alter, add or delete) in the worksheet. To begin tracking the changes you make to the current worksheet, go under the Project menu and select Track Worksheet Changes. The program will track changes you make to the worksheet from that point, until you deselect that command.



Show Worksheet Changes When you are tracking changes, you have the option to Show Worksheet Changes, which will indicate additions to the worksheet with a plus sign (+) and deletions with a minus sign (-). To see what changes you’ve made to the worksheet, go under the Project menu and select Show Worksheet Changes. For instance, if you add an entry after selecting Track Worksheet Changes, then select Show Worksheet Changes, the new entry will bear a plus sign in front of both the entry number and text, indicating that both the number and text are new. Similarly, if you delete an item after selecting Track Worksheet Changes, then select Show Worksheet Changes, the deleted entry will reappear and will bear a minus sign in front of both the entry number and text.



Working with Data 7-247



7



Restart Worksheet Changes If you’ve been tracking changes in the worksheet, but you want to start over, i.e., to track changes made from this point but not those made before, you can choose Restart Change Tracking. When you choose Restart Change Tracking, a confirmation dialog box appears, warning you that all existing worksheet change information will be removed and that only changes made from this point on will be tracked. If you want to do this, click Yes. Otherwise, click No to cancel the command.



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Creating Hyperlinks to Programs and Documents



7



The Hyperlinks feature lets you create and access a list of programs and documents that are relevant to your project (or contain information pertinent to your study). You can then open these programs and documents without leaving PHAWorks. The Hyperlinks command in the Project menu lets you create a list of programs and documents that are relevant to your project (or contain information pertinent to your study). You can insert a link to a program or document link into a worksheet entry by using the Hyperlinks submenu of the Worksheet menu. Both of these activities are described in the sections that follow.



Creating Hyperlinks To create a list of links to programs or documents, follow these steps: 1.



Choose the Hyperlinks command from the Project menu. The Hyperlinks dialog box appears:



2.



Click Add. This dialog box appears:



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7



3.



Type the program or document information in each field as defined below: Field



Definition



Display Text



The text that appears in a worksheet entry when a link is inserted into an entry



Description



The title or brief description of the program or document



File name



The file name of the program or document



Optional parameters



Any additional parameters necessary to run the program. You should enter parameters only when you specify a program in the file name field



Working directory



The directory from which you want to the program. Normally this can be blank, but for programs that expect to find their data files in the current directory, you can specify that directory here



You can click the browse button to select the correct file name and working directory of the program or document. 4.



Click OK. Repeat steps 2, 3 and 4 for each link you wish to create.



5.



When you have finished adding links to programs or documents, click OK.



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Running Hyperlinks from a List



7



To run a link to a program or document, follow these steps: 1.



Choose the Hyperlinks command from the Project menu.



2.



Select the program or document you want to open.



3.



Click Run.



Editing Hyperlinks in a List After a link to a program or document has been created, you may need to update the file name, location or optional parameters. To edit this information, follow these steps: 1.



Choose the Hyperlinks command from the Project menu.



2.



Select the link you want to modify.



3.



Click Details. The Hyperlink Details dialog box appears:



4.



Change the necessary items and click OK.



Deleting Hyperlinks from a List To delete a link to a program or document from the list, follow these steps: 1.



Choose the Hyperlinks command from the Project menu.



2.



Select the link you want to delete.



3.



Click Delete. A message asks you to confirm that this is what you want to do.



4.



Click Yes. Working with Data 7-251



Inserting Hyperlinks into a Worksheet



7



To insert a link to a program or document into a worksheet entry, follow these steps: 1.



Place the text cursor where you want the link to appear. If the entry already contains the text that you wish to use for your link display text, select the text.



2.



Open the Hyperlinks submenu off the Worksheet menu and choose Insert.... (You can also access the Insert Hyperlink command from the entry function menu if you click where you wish to insert the link.) If you have placed the text cursor where you want the link to appear or selected text for the link display text that is the same as a link already contained in the list, the Choose a Hyperlink dialog box appears:



3.



Select a link and click OK. The link appears in the worksheet entry with underlined text. If you have selected text for the link display text that is different from links already contained in the list, the Add a Hyperlink dialog box appears:



Working with Data 7-252



4.



If you selected text in a worksheet entry, that text appears in the Display text field. Complete the information for the other fields.



5.



Click OK.



7



The link appears as underlined text in the worksheet entry. The following sections describe how to add a link, execute links, edit links and delete links.



Running Hyperlinks from a Worksheet Once a link is inserted into a worksheet entry, there are two ways to execute the link to the program or document. You can: ❑



Place the cursor in the link and choose Execute… from the Hyperlinks submenu or Execute Hyperlink from the entry function menu. or



❑



Double-click the link.



Editing Hyperlinks in a Worksheet After a link to a program or document has been inserted into a worksheet entry, you may need to update the file name, location or optional parameters. To edit this information, follow these steps: 1.



Select the link.



2.



Choose Details… from the Hyperlinks submenu or Hyperlink Details from the hyperlink function menu (i.e., right-click directly on the link). The Hyperlink Details dialog box appears:



3.



Change the necessary items and click OK.



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Deleting Hyperlinks from a Worksheet



7



To delete a link from a worksheet entry, follow these steps: 1.



Select the link.



2.



Choose Delete from the Hyperlinks submenu or Delete Hyperlink from the hyperlink function menu if you clicked on the link text.



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Chapter 8 – Changing Project Information



8



The instructions included in Chapter 7, Working with Data, pertain to data that is specific to a worksheet. In this chapter, topics relate to information that is stored or specified at the project level. This chapter includes information about: ❑



establishing passwords for projects.



❑



entering and editing project notes.



❑



editing project identification.



❑



modifying session information.



❑



modifying a project team.



❑



creating a default risk ranking



❑



exporting project data.



❑



specifying automatic numbering.



❑



copying information from other projects.



Changing Project Information 8-255



Passwords 8 If you choose to use passwords, you can specify one of three security schemes for a project: ❑



You can specify a single password that is entered when opening the project. This password provides full access (both viewing and editing).



❑



You can specify a password that is required only when you try to edit the project. This scheme allows you to view project data without having to type a password.



❑



Finally, you can create a password for viewing a project and a separate password for editing the project. This scheme allows you to give editing privileges to some team members but not others.



Passwords are unique to the project and do not carry over to new projects.



Enabling Password Protection The default for a new project is for no passwords to be used. To enable password protection, follow these steps: 1.



Choose Passwords… from the Project menu. The Password Setup dialog box appears:



2.



Click the Change check box.



3.



Click the radio button of the password configuration you wish to use and click OK. The Enter New Password dialog box appears:



Changing Project Information 8-256



8 The fields in this dialog box vary depending on the password configuration you have chosen. 4.



Type the desired password(s) (up to 20 characters).



5.



Type the password(s) again in the Reenter new password field to make sure you did not type the password incorrectly.



6.



Click OK to leave the Enter New Password dialog box and enable the changes to the password scheme.



Changing the Passwords You can change either the type of password configuration or the passwords you have specified (or both). To change passwords, follow these steps: 1.



Choose Passwords… from the Project menu.



2.



In the Password Setup dialog box, click the Change check box.



3.



Type the current edit password in the following dialog box:



4.



Click OK.



5.



In the Password Setup dialog box, click the radio button of the password configuration you wish to change to (or, if you’re going to change the password of the current scheme, make sure it is selected) and click OK. The Enter New Password dialog box appears. The fields in this dialog box vary depending on the password configuration you have chosen.



6.



Type the desired password(s) (up to 20 characters).



Changing Project Information 8-257



7.



Type the password(s) again in the Reenter new password field(s) to make sure you typed the password correctly.



8.



Click OK to leave the Enter New Password dialog box and enable the changes to the password scheme.



Disabling Passwords If passwords have been set for the project and you wish to disable password protection, follow these steps: 1.



Choose Passwords… from the Project menu.



2.



In the Password Setup dialog box, click the Change check box. You are prompted to enter the current edit password.



3.



Click the No passwords radio button and click OK. Password protection is now disabled for the project.



Changing Project Information 8-258



8



Entering Project Notes 8 When you choose Project Notes Window from the Project menu or click the Notes icon ( ) in the toolbar, a Notes window appears:



You can use this window to enter any information about the project that is useful for you. You can keep this window open at the same time you have project worksheet windows open. NOTE: The Find/Replace feature is now available in Project Notes To print and/or preview these notes, follow these steps: 1.



Press F2. or Choose Print… from the File menu while the Project Notes window is open. or Choose the Print button from the Project Identification window or click the Print icon ( ).



2.



Select the Print or Preview button from the Print Project Notes dialog box.



Changing Project Information 8-259



Editing Project Identification 8 To change the project identification information, follow these steps: 1.



Choose Project Identification… from the Project menu or from the Project Task Center. The Project Identification dialog box appears:



2.



Type information into the text fields in the Process, Description/ Chemicals and Purpose/Scope/Objectives pages. History boxes retain a list of previously typed company names, locations and facilities. You can select items from the history boxes instead of retyping the same information.



3.



To close the dialog box, click OK. NOTE: To print the information in this dialog box, click the Print icon, and choose the Print icon or the Preview icon from the Print Project Identification dialog box. To check your spelling in these fields, click the Spell check icon. This dialog box also lets you choose to include the Project Notes with the printed information. In addition, you can copy project identification information to the clipboard by clicking the Copy button, or make the dialog box text size larger or smaller by clicking the Increase/Decrease Font Size buttons.



The Project Identification dialog box automatically displays the appropriate project method and gives you the opportunity to designate the project type (Initial, Revalidation or Update).



Changing Project Information 8-260



This table defines each text field in the Project Identification dialog box: Text Box



Description



Company name



The name of the company conducting the study.



Location



Usually, the city and state of the facility (or other information that identifies the location of the study).



Facility



The name of the building, plant, structure or other physical entity being studied.



Process



A brief description of the part of the facility being studied.



File description



A descriptive name for the study. The Project name is unique to PHAWorks, and is provided for your convenience.



Date



This can be the start date of the study, the month and year of the study, or the expected duration of the study.



Process description



Information that describes the process being studied.



Chemicals



The chemicals present in the process that help create the hazards being studied.



Purpose



The reason the study is being performed. A study may be required by regulatory requirements, insurance carriers or company policy. The purpose must be clearly defined to ensure that appropriate study procedures are followed.



Scope



Refers to the subject areas to be addressed, the criteria against which the study is to be conducted, the depth of treatment and the processes or units to be included. There should also be a description of the relevant external events.



Objectives



What is to be accomplished by the study. The objectives should be defined to ensure proper focus of the study.



Changing Project Information 8-261



8



Modifying Session Information 8 This section shows you how to access the Sessions dialog box and modify the session information such as the session date and comments about a session.



Accessing the List of Sessions To access the Sessions dialog box, follow these steps: 1.



Choose Sessions… from the Worksheet menu, select the Session icon ( ) from the toolbar or choose Sessions from the Project Task Center. The Sessions dialog box appears (showing the List page):



If you access Sessions from the Project Task Center, this dialog box looks slightly different. Subsequent sections provide instructions for adding, deleting and editing sessions, as well as setting a current session. 2.



To exit the Sessions dialog box, click Close.



Choosing a Session for the Worksheet To choose a new session for the current worksheet, follow these steps: 1.



Access the Sessions dialog box. (Double-click the Sessions field in the worksheet banner or choose the Sessions… command from the banner function menu or the Worksheet menu.) Changing Project Information 8-262



2.



Select a session and click OK.



8



Adding a New Session To add a new session to the project, follow these steps: 1.



Access the Sessions dialog box.



2.



Click Add. The Add Session dialog box appears:



The Sessions dialog box numbers and sorts sessions chronologically, so be sure to type the time in the correct hr:mn format for both time and duration. NOTE: The hr:mn format is important in the Time and Duration fields. In the Time field, for instance, if you type in “2,” an “invalid session time” message appears. Also, if you don’t type in “PM,” the program will list the time as “AM.” Duration displays the session lengths that are not even numbers exactly as they are typed. For instance, if you type in “2,” the program correctly understands it as 2:00 hours. But if you type in “135,” meaning one hour and 35 minutes, the program understands it as 135 hours. You must type “1:35.” You can copy the attendance list from a previous session to the new session by checking the Copy attendance from session x check box. 3.



Type the Date, Time and Duration of the session and click OK. A new session appears in the list. Each time you add a new session, PHAWorks automatically gives it a number and, by default, makes it the current session.



For more information about changing the current session or editing information about team members, refer to the sections that follow.



Changing Project Information 8-263



Changing the Current Session The current session is the session that is assigned to all new worksheets. By default, the current session is the session you added most recently to the list. If you added the session information for all planned sessions in advance, you need to set the current session before beginning. To change the current session, follow these steps: 1.



Select the session number you wish to be the current session.



2.



Click Set Current. The word (Current) appears next to the session in the list. NOTE: If the current session is not the current date, PHAWorks prompts you for a session date when entering a worksheet the first time the project is opened.



Deleting a Session To delete a session from the list, follow these steps: 1.



Select the session to be removed from the list.



2.



Click Delete. A message prompts you to confirm that you want to remove the session from the list.



3.



Click OK. PHAWorks renumbers all subsequent sessions.



Changing Session Details After you create a session, you can change the session date, time and duration by clicking the Details button. Follow these steps: 1.



Select the session you need to edit.



2.



Click the Details button. The Session X dialog box appears.



3.



Make the necessary changes and click OK.



Changing Project Information 8-264



8



Recording Team Attendance You can access the project team from the Sessions dialog box by clicking the Team tab. While the list of members is created independent of individual sessions, you can record who of the team is expected or has attended the project sessions. You also have the option of copying the attendance from the current session.



Subsequent sections describe how to modify the project team. These instructions describe only how to record which team members are present for individual sessions. Follow these steps: 1.



Select a session from the List page and click the Team tab at the top of the dialog box. or Go directly to the Team tab and select a session from the dropdown list.



2.



Check the Show all check box if you wish to see a list of all the project team members, whether present or not for the current session.



3.



Select a team member and the check boxes that apply to this member: Present, Leader and/or Scribe. You can also select team members with the function menu accessed by right-clicking in the team member field.



Changing Project Information 8-265



8



Adding Session Notes PHAWorks provides a dialog box for entering notes regarding the study session, such as keeping track of each session’s goals. To enter session notes, follow these steps: 1.



In the Sessions dialog box, select the session for which you wish to enter notes and click the Notes tab at the top of the dialog box. or Go directly to the Notes tab and select a session from the dropdown list. A Notes page appears:



NOTE: These notes are different from the project notes, and can be used, for example, to document special needs or goals for a session. 2.



Type the notes for the session. When you’re finished, you can click Spell to check for spelling errors in your notes. To print the information in this dialog box, click the Print button. Click OK to close the dialog box and save the changes. If you click Close, no changes will be saved.



Changing Project Information 8-266



8



Modifying the Project Team 8 This section provides steps for adding and deleting team members and editing the team member information. While you can access the project team from the Team page of the Sessions dialog box, the instructions that follow assume that you access the team from the Project menu.



Adding a Team Member To add team members for a project, follow these steps: 1.



Select Project Team from the Project menu or Project Task Center. This dialog box appears:



2.



Click Add. The Add Team Member dialog box appears.



Changing Project Information 8-267



3.



4.



Enter information for each field. History boxes retain a list of previously typed titles, phone numbers, locations, technical areas, qualifications and organizations. You can select items from the history boxes instead of retyping the same information. You can also select whether you want to add the new member’s name at the end of the list or in the current position.



If you wish this team member to appear in the master team list, select Update master list. NOTE: For more information about the master team list, refer to Chapter 9, Tools and Utilities. To specify if a team member will be present for a session or if the member is the Leader or Scribe of the team, you must access the Team list from the Sessions dialog box.



5.



When you’re finished specifying information for the new team member, click OK.



The following table describes the member information text fields: Text field



Description



Name



The full name of the team member



Title



The member’s title



Phone



The member’s telephone number



Location



The city and state where the team member is based



Department



The department this team member works in or represents



Qualifications



The team member’s degrees or certifications



Technical area



The team member’s specialty, if any



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8



Comments



Additional information about a team member’s skills, schedule, etc.



Deleting a Team Member Entry To delete a team member from a project, follow these steps: 1.



Select Project Team from the Project menu.



2.



Select the team member entry you wish to delete. CAUTION: Deleting a team member means you are removing that team member from the entire project. If a team member won’t be available for a particular session, you can record this information through the Team page of the Sessions dialog box.



3.



Click Delete. A message prompts you to confirm that you want to remove the member from the project.



4.



Click Yes to confirm the deletion. The revised list of team members appears.



Editing Team Member Information To edit information associated with a team member, follow these steps: 1.



Select Project Team from the Project menu.



2.



Select the team member entry to be edited and click Details. A team member dialog box appears.



3.



Type the new information in the fields that require editing. If you wish this team member to appear in the master team list, select Update master list. NOTE: For more information about the master team list, refer to Chapter 9, Tools and Utilities. To specify if a team member will be present for a session or if the member is the Leader or Scribe of the team, you must access the Team list from the Sessions dialog box.



4.



When you finish editing the team member information, click OK. Changing Project Information 8-269



8



Other Project Team List Functions The Team dialog box also lets you duplicate or delete team members, or print the team list. This table defines the items in the dialog box: Button



Description of Function



Duplicate



Opens the Duplicate Team Member dialog box, displaying the same information as the selected team member. This is useful when adding a new member from the same location or technical area as an existing member.



Delete



Deletes currently selected team member.



Details



Opens the Team Member Details dialog box, which lets you edit information about the selected team member.



Print



Prints the team list.



Cut (



)



Cuts the selected member to the clipboard.



Copy (



)



Copies the selected member to the clipboard.



Paste (



)



Pastes the selected member to the clipboard.



Master



Opens the Master Team List dialog box.



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8



Setting the Risk Ranking 8 PHAWorks includes the ability to perform a risk ranking of each identified scenario, where risk is defined in terms of the combined likelihood and severity of that scenario. These are qualitative rankings created using a simple scale of up to nine levels for severity and for likelihood. You can save values in a file that can be used in other projects. A project’s risk ranking can then be modified without entering the information again. Enter risk ranking values in the Risk Ranking dialog box (accessed by choosing Project Risk Ranking from the Project menu box) and corresponding risk grid. This section provides instructions for: ❑



selecting a new risk ranking scheme by defining the levels of severity and likelihood to be used.



❑



defining the meaning of each level of severity and likelihood.



❑



defining the risk values.



❑



using Risk Ranking in a project.



Accessing Risk Ranking To access and set up a risk ranking scheme, follow these steps: 1.



Choose Project Risk Ranking from the Project menu. The Risk Ranking dialog box appears:



Changing Project Information 8-271



8



2.



When the risk ranking is enabled, the Use risk ranking check box is checked.



3.



If you want lower values to identify more serious risk or severity, check either or both of these options: Top severity values are more serious Lower risk values are more serious NOTE: These settings are used for the Risk Statistical report.



4.



To add severity or likelihood levels, select the list you wish to edit, click the Add button and type a name for the new level. For more information, refer to the section entitled Editing the Severity and Likelihood Levels.



5.



The Risk Ranking dialog box allows you to enter your own values for the Severity and Likelihood (S/L) columns. You may use up to four characters, in a combination of letters and numerals, to define those values. When you enter an S/L value, the dialog box prompts you to indicate the following items: ❑ S/L Display Value (up to four characters, numerals and/or letters) ❑



A description



6.



You can enter or change information in the Notes field to provide a description of the risk ranking file being used.



7.



If you want to edit the risk grid, click the Risk Grid button.



8.



To save the changes and leave the Risk Ranking page, click OK.



Changing Project Information 8-272



NOTE: You can view or change the risk ranking file that is used for new projects in the Locations page of the Options dialog box, which is accessed through the Utilities menu.



Loading a Risk Ranking File PHAWorks allows you to load an existing Risk Ranking file into your project. When you do this, the new risk ranking is saved with your project, eliminating the need to create a new risk ranking scheme each time. To load an existing risk ranking file, follow these steps: 1.



Click Load in the Risk Ranking dialog box. The Load Risk Ranking dialog box appears:



2.



Select the file you wish to use. You can enter or change information in the Notes field to provide a description of the risk ranking file you loaded.



3.



Click Open.



Saving a Risk Ranking Scheme as a File PHAWorks allows you to save multiple risk ranking schemes for use in future projects. To save a risk ranking scheme, follow these steps: 1. Click Save in the Risk Ranking dialog box. The Save Risk Ranking dialog box appears:



Changing Project Information 8-273



8



8



2.



Type a new file name for the file. You can enter or change information in the Notes field to provide a description of the risk ranking file you saved.



3.



Click Save.



Editing the Severity and Likelihood Levels By default, there are five levels of severity and likelihood, though you can define up to nine severity and likelihood levels. You can add more levels, or edit the names of the existing levels. This section gives brief instructions for each of these tasks.



Adding a Severity or Likelihood Level To add a severity or likelihood level to an existing list, follow these steps: 1.



Select the list you wish to modify.



2.



Click the Add button. A dialog box to add a definition appears.



3.



Mark the End radio button to add the new level at the end of the existing list or the Current position button to add it at the current position. You can change the font size of the text in the dialog box by using the Increase/Decrease Font Size buttons ( ).



4.



Type a display value and a description for the new level and press ENTER or click OK.



Changing Project Information 8-274



Editing a Severity or Likelihood Level To edit the definition of an existing severity or likelihood level, follow these steps: 1.



Select the level you wish to edit.



2.



Click the Edit button. A dialog box to edit the definition appears. You can change the font size of the text in the dialog box by using the Increase/Decrease Font Size buttons.



3.



Type the display value and description of the level and press ENTER or click OK. The newly edited level appears in the list.



Deleting a Severity or Likelihood Definition To delete a severity or likelihood definition, follow these steps: 1.



Select the definition you wish to delete.



2.



Click the Delete button. A message asks you to confirm that you want to delete the current definition.



3.



Click Yes to confirm your intention. PHAWorks deletes the definition.



Changing the Risk Grid When you are defining a risk ranking scheme, there is a good chance that you will have to alter some of the values in the risk grid. For example, if you change the number of severity and likelihood levels, you will have to edit the grid accordingly. To change any value in the risk grid, follow these steps: 1.



Click the Risk Grid button in the Risk Ranking dialog box to see the default grid:



Changing Project Information 8-275



8



8



2.



Move the text cursor to the item that is to be changed.



3.



Type the desired value (0000 through 9999 or AAAA to ZZZZ).



4.



Repeat these steps until all of the ranking values correspond with your risk ranking scheme.



5.



Click Swap or press ALT+S if you want to swap axes on the grid.



6.



Click OK to return to the Risk Ranking dialog box.



Changing Project Information 8-276



Exporting Project Data 8 You can export the current project’s data to the outline (hierarchical), record (list or comma delimited) or MANAGE-PC V2 format. The following table provides a brief definition of the outline and record formats: Format



Definition



Outline



This format’s hierarchical data reflects the column relationships in a project. Every successive level in the hierarchy is indented with a single tab.



Record list



In this format, each field is on a separate line and records are separated by a line containing text such as .



Comma delimited



Each record occupies a single line and each field is surrounded by double quotes and separated with a comma. This is used most often because it is easily imported into commercial database, spreadsheet and word processing programs.



Both the record list and comma delimited formats are based on the information in the RECOMMENDATIONS column. To export project data, follow these steps: 1.



Choose Export... from the File menu or the Project Task Center. The Choose Export File Format dialog box appears:



2.



Select a file format and click OK. NOTE: If you select either of the Record formats or the MANAGE-PC V2 format, you can also specify filters for the exported data. The Record formats also allow you to specify export options regarding the data to be exported. For more information, refer to the sections Changing Project Information 8-277



entitled Specifying Export Options and Selecting Export Filters.



8



The Export Current Project dialog box appears:



3.



Type a file name for the exported data, select a destination directory and click Export.



Specifying Export Options If you selected either of the record formats, you can also select the worksheet information that you want exported. Follow these steps: 1.



Select a record format from the Choose Export File Format dialog box.



2.



Click Options. The Export Fields dialog box appears:



3.



To include a field, select it and click Include. To exclude a field from the exported data, select it and click Exclude. (You can also check or uncheck the fields, or click Include All or Exclude All.) When you finished selecting the fields, click OK to return to the Choose Export File Format.



Changing Project Information 8-278



4.



To continue exporting the selected data, click OK.



8



NOTE: Moving the order of the fields changes the order in which the data is exported



Selecting Export Filters Filters allow you to limit the information to be exported by selecting worksheet data with certain values or ranges of values. For example, you can specify that only nodes within a ange be included in the exported file. If you specify two filters (for example, Nodes 1 to 10 and Risk Ranking 5), items must match both filters to be included. To select filters for your exported file, follow these steps: 1.



In the Choose Export File Format dialog box, select one of the record export formats or the MANAGE-PC V2 export format. CAUTION: MANAGE-PC V2 is a DOS-based recommendation tracking program that cannot accommodate the increased functionality of the risk ranking features in PHAWorks 5. If you use the ability to have three or more characters for the S/L values, those values will be truncated to two characters when imported into MANAGE-PC V2.



2.



Choose Filters. The Export Filters dialog box appears:



3.



Click Add to add filters to the list box. The Choose Filter Field dialog box appears:



Changing Project Information 8-279



8



4.



Select a field and click OK. Depending on whether the field you selected is a numeric, text or date field, another dialog box prompts you to specify the filter values and options.



5.



Select the Operator and type the values you wish to use. NOTE: For more information about numeric, text and date fields, refer to the section on Report Filters in Chapter 10, Generating Reports.



6.



Click OK to accept the changes and return to the Export Filters dialog box. Repeat steps 3 through 6 to continue adding filters, if needed.



7.



Make sure that Use Filters has been selected. (If you wish to disable the filters, make sure the Use Filters check box is not selected. This feature lets you disable filters without deleting them.)



8.



Click OK to return to the Choose Export File Format dialog box. If you have selected the Use Filters check box, the Filters button now says Filters (On).



9.



To continue exporting the selected data, click OK.



Changing Project Information 8-280



Setting Automatic Numbering 8 Numbering worksheet entries is a common shortcut used while entering worksheet information. References to numbered entries may become quickly outdated and manually updating these references may prove to be a cumbersome task. NOTE: In order to implement the renumbering feature for node/system/ subsystem/category references and worksheet entries, PHAWorks must be able to recognize all occurrences of references in your project. You can type references manually, or you can use the Create Reference feature. For information about this feature and the reference rules, refer to Chapter 7, Working with Data. The automatic numbering feature of PHAWorks simplifies the process of numbering entries and keeping all references accurate. The Automatic Numbering dialog box is accessed from the Project menu or the Project Task Center:



You can update the automatic numbering (none, simple, cascade, manual) for individual columns by selecting Change Entry Numbering from the column function menu (accessed by placing the cursor in a column heading and right-clicking). You can also change the numbering for all columns in one dialog box by selecting Automatic Numbering... from the Project menu. The following sections describe each automatic numbering option.



Changing Project Information 8-281



Enabling References The first two check boxes of the Automatic Numbering dialog box prompts you to enable one or two of several possible referencing options. For instance, you may see: Enable node/system referencing Enable subsystem/category referencing The default for this option is that PHAWorks will not enable referencing. But if this check box is selected, PHAWorks renumbers any references in the worksheet affected by inserting, deleting or moving systems, nodes or subsystems.



Numbering Worksheet Entries The Automatic Numbering dialog box includes this option: Automatic entry numbering The default for the Automatic entry numbering option is that PHAWorks will not automatically number worksheet entries. Numbering entries usually makes it easier to track information in the worksheet. This can be done manually by the scribe, but if you enable the automatic entry numbering feature, PHAWorks does the numbering for you. Without automatic numbering, PHAWorks cannot provide worksheet references. You can select either simple or cascade numbering for each column in the list box (or manual numbering for the Recommendations column). Simple numbering means that entries are numbered with only a single level of numbering. An example simple numbering sequence is 1, 2, 3, 4. Cascade numbering follows a format similar to outlining. The numbers of entries depend on their parent entries. For example, if an entry is numbered 1.1, its first child is numbered 1.1.1, its second child is numbered 1.1.2, and so on. Manual numbering (only available for the Recommendations column) means that the number must be entered by the user and is not assigned by the program. For Recommendations, the number is entered in the Recommendations Reference Number (REF#) column. Please note that a manual number is not the same as just typing a number into an entry. With manual numbers, you can still reference Recommendation entries. When you type a number directly into the Recommendation entry, it is not recognized as a number, and cannot be used in a reference.



Changing Project Information 8-282



8



Based on your selection of the numbering type, other options are available: The Prefix field allows you to enter letters or numbers that will be added to the beginning of a number. For example, if you type a prefix of "R-", the numbers might look like R-1, R-2, R-3, etc. This option is always available for simple and cascade numbers. The First Number field (which is only available if you are not restarting your numbering), allows you to specify the first number in the assigned sequence. You will probably want use the default value of 1, but in some cases you might wish to have your numbering start with a different value, for example if you wish to number your recommendations across multiple projects. If you specify a First Number value of 101, the first three items would be numbered 101, 102, and 103. The Restart field contains a dropdown list with all of the parents of this column that have numbering. It also contains other restart divisions such as Worksheet, Node, Step, or System. This specifies the break point where numbering will begin again at 1. With simple numbering, the default is "Worksheet", which means that the first entry in this column in each worksheet will be assigned the number 1. If you are using cascade numbering, the default is the closest parent entry that uses numbering. For example, if Consequences are related to Causes and Consequences use cascade numbering, the first Consequence child of each Cause will have a number of 1. For Cause 2, the Consequences will be numbered 2.1, 2.2, 2.3, etc. For Cause 4, the Consequences will be numbered 4.1, 4.2, 4.3, etc. Automatic Renumbering is turned on by default. This means that the entries are always numbered sequentially from top to bottom. If there are four entries, they will always be numbered 1, 2, 3, 4. If you insert an entry before entry 3, it will be assigned the number 3 and the following entries will be renumbered to 4, 5. If this option is turned off, numbers are assigned sequentially, but entries are never renumbered. This means that once a number is assigned, it will not change (if you are using cascade numbering and the parent's number changes, the parent component of the number might change, but not the root number assigned to this entry). If the entries are numbered 1, 2, 3, 4, and you insert an entry before entry 3, the new entry will be assigned the number 5 and the sequence will now be 1, 2, 5, 3, 4. Turning off this option is useful if you need to reference entries from outside of PHAWorks and the study is still in process. In most cases, you will probably want to leave this option checked while you are completing the study. PHAWorks allows numbering for Recommendations in the REF# column. If you select automatic numbering in the Recommendations column, that means you are providing each recommendation with a unique ID number. You can select to have the numbers shown in either that column or the REF# column. If you select to have the numbers Changing Project Information 8-283



8



appear in the REF# column, they cannot also appear in the Recommendations column. The default selection for all of the columns listed in this dialog is that they are not numbered. You must select each column to be included in the numbering scheme. PHAWorks also allows you to custom number Nodes, Systems, Subsystems and Categories. You can do this by clicking the Numbering button in these dialog boxes. As with the custom numbering for columns, you can have automatic or manual numbering; you can indicate what the first number will be in the numbering scheme; you can add a prefix to the numbering; and you can indicate whether they items should keep the same number or be automatically renumbered when the list changes.



Enabling Entry Referencing The final check box in this dialog box is: Enable entry referencing If you enable this option, references to entries automatically adjust as you insert or delete entries. This feature is similar to the automatic primary division and secondary division referencing features described earlier in this section.



Changing Project Information 8-284



8



Copying Information from Other Projects To help maintain consistency between projects and/or to ensure the accuracy of information on studies of the same facility, you can copy project information from one project to another. Follow these steps: 1.



Choose Copy From Other Project… from the Project menu or the Project Task Center. PHAWorks prompts you to select a source project. (You can select its name and choose Project ID to check the Project Information dialog box of the source project.)



2.



Choose the project from which you want to copy information and click Open. After you select a project, the following dialog box appears:



Changing Project Information 8-285



8



NOTE: Some items in the Copy from “Project” dialog box require that the project configuration items be the same for both source and destination. If you select an item that does not exist in the source project, a message will alert you. 3.



Select the items you want to copy. You can browse a list of source items for items to be copied. This is helpful in determining what program information you need to copy into the destination project. (A table follows these instructions, defining each of the copy options.)



4.



When you’re ready to starting copying information, click Copy. PHAWorks copies the selected information to the destination project, and informs you when the copy is complete.



5.



Click OK.



The following table describes each item in the dialog box. Copy item



Description



Risk Ranking



Copies items included in the risk ranking scheme, replacing items in current scheme



Column configuration



Copies the configuration of columns from the source project, replacing the current column configuration



Banner names



Copies the banner names and replaces the current banner names



Drawings



Copies the list of drawings/documents, appending them to the current drawing/document list



Entry numbering



Copies the numbering scheme for entries in worksheet columns, replacing the current entry numbering



Global parameters



Copies the global parameters for Quick Entry lists, replacing the current global parameters



Team



Copies the project team list and appends it to the current project team list



Sessions



Copies the session list and associated information and appends it to the current sessions list



Hyperlinks



Copies the hyperlink information associated with the project and appends it to the current hyperlink information Changing Project Information 8-286



8



Copy Nodes/. . .



Copies nodes, systems and subsystems (may vary depending on project type) and appends them to the current nodes, etc.



Copy worksheet entries



Copies the worksheet information for the items selected and copies it to the current worksheet information



Copy quick entry lists



Copies the selected quick entry lists from the source project and replaces the current quick entry list



In other words, when you copy nodes/systems, drawings, team lists, sessions, hyperlinks and worksheet entries, these items are appended to the lists in the destination project. Column configuration, risk ranking, banner names, entry numbering and quick entry lists replace the existing information in the destination project.



Changing Project Information 8-287



8



Using the Quick Copy Feature



8



The Copy From Other Project feature makes it easy to copy large amounts of information from other projects. However, there are times when you only need to copy an entry from the same worksheet or project. The Quick CopyTM feature allows you to do this. In addition, the Quick Copy feature allows you to copy worksheet information without leaving the current worksheet entry. To copy an entry into the current cursor location, follow these steps: 1.



Place the text cursor in the column where you want to insert the new entry.



2.



Choose Quick Copy from the Entry submenu in the Worksheet menu or from the worksheet function menu, click the Quick Copy icon ( ) or press CTRL+Q. The following dialog box appears (this dialog may vary based on where you are in the software):



3.



The current project is listed at the top of this dialog box. To choose another project, click the Browse button, select the new project and click OK to return to the Quick Copy dialog box. The Quick Copy dialog box automatically changes position to show the current entry. If you want this dialog box to remain in the same location on the screen the next time you open it, make sure the Lock Pos. check box is selected.



4.



In the Primary drop-down list box (Node, Step or System), select the primary worksheet item with which the entry is associated.



Changing Project Information 8-288



Continue selecting the worksheet items until you locate the entry you wish to copy into the current location. If you want to copy related entries as well, make sure the Copy all children of the selected entries check box is selected. 5.



Make sure the check box in front of the entry (or entries) you wish to copy is selected, and click OK.



Changing Project Information 8-289



8



Chapter 9 – Tools and Utilities



9



PHAWorks includes a number of utilities to provide you with more information during studies and to make your work easier. For example, the Analysis Tools feature provides detailed information from standards and regulations for you to use in your PHA study. This chapter contains information about: ❑



the Analysis Tools feature, which provides additional study aids.



❑



the Sage technical assistance feature, which provides additional study aids for HAZOP studies.



❑



the HAZOP Cost Analysis feature, which helps you calculate the estimated costs of conducting a study.



❑



the Library, which can be used to store any information that is not specific to any project.



❑



the File Maintenance utility, which helps you copy, move, rename and delete project files.



❑



the Master Team list utility, which lets you compile a list of team members that can be copied into project-specific team lists.



❑



the Spelling utility and its options.



Information on the bookmarks utility is located in Chapter 4, PHAWorks Basics. You’ll find information on the Options dialog box throughout the User Guide. For example, information on setting Locations and Preferences is located in Chapter 4, PHAWorks Basics. Information on Display, Views and Toolbar options is in Chapter 6, Modifying Worksheet Presentation.



Tools and Utilities 9-290



Using the Analysis Tools



9



PHAWorks provides additional aids to assist you before, during and after the study. The Analysis Tools feature provides these built-in aids to facilitate studies and to increase the efficiency of the study team. You can copy Analysis Tools information, in whole or part, to the worksheet, the library, a Quick Entry list or other programs. PHAWorks provides Analysis Tools information in areas including, but not limited to: ❑



Hazard examples



❑



Causes examples



❑



Consequence examples



❑



Ignition sources



❑



PHA regulatory requirements



❑



Severity and likelihood examples



❑



Utilities



Use the Analysis Tools as a source of information to help you begin the work and as a catalyst for promoting creative thinking. The topics are not intended to be comprehensive and may not provide information applicable to every process or operation in your studies. You are encouraged to build upon the information provided by copying the information into the Library, or a word processing program, and customizing it.



Opening an Analysis Tools Topic To open an Analysis Tools topic, follow these steps: 1.



Choose Analysis Tools from the Tools menu or choose the analysis tools icon in the toolbar. The Analysis Tools dialog box appears:



Tools and Utilities 9-291



9



The Analysis Tools dialog box shows a list of available topics. 2.



Double-click a topic or select it and click OK. The topic appears in a document window. You can use the Navigate menu to move around efficiently in Analysis Tools. After you open a topic, the Navigate menu contains these commands:



Command



Definition



Choose Topic



Opens the Analysis Tools dialog box so you can open another topic in the current window



New Window



Opens another document window for an additional Analysis Tools topic



Previous Topic



Replaces the topic currently in the Analysis Tools window with the previous topic listed in the Analysis Tools dialog box



Next Topic



Replaces the topic currently in the Analysis Tools window with the next topic listed in the Analysis Tools dialog box



Jump Backward



Moves you back one page or topic from the currently open page or topic



Jump Forward



Moves you forward one page or topic from the currently open page or topic



Bookmarks



Accesses the bookmark function , allowing you to set bookmarks in Analysis Tools and move to locations you have bookmarked



These commands also have corresponding toolbar icons.



Tools and Utilities 9-292



Printing an Analysis Tools Topic



9



To print and/or preview an Analysis Tools topic, follow these steps: 1.



Press F2 while the topic is open. or Choose Print… from the File menu while the topic is open. or Select a topic from the Analysis Tools dialog box and choose the Print button.



2.



Select the Print or Preview button from the Print Analysis Tools Topic dialog box.



Selecting Text in an Analysis Tools Topic The Analysis Tools topics can’t be edited in an Analysis Tools window. You can, however, copy a topic or portions of a topic to the clipboard, which can then be pasted into the worksheet, library topic or elsewhere to be modified. To select part of an Analysis Tools topic, follow these steps: 1.



Open an Analysis Tools topic.



2.



If you want to copy a portion of the topic, select the items you want to be copied. Otherwise, skip to step 3. REMINDER: You can select a single entry or multiple entries. To select multiple, contiguous items, click and drag. To select multiple, noncontiguous entries, press CTRL and click. This illustration shows more than one item selected:



Tools and Utilities 9-293



9



PHAWorks allows you to select only complete entries (rather than selecting single words or partial entries). Modifications to entries or topics can be made after you copy the data into the worksheet or library. Of the Analysis Tools information that you select, only those items preceded by a hyphen will be inserted into a worksheet. 3.



Use the Copy command in the Edit menu, click the copy icon ( or press CTRL+C to copy the selected text to the clipboard.



)



If no items are selected, PHAWorks asks if you want to copy the entire topic. Click Yes. NOTE: You can leave Analysis Tools topics open, and switch between worksheet windows and Analysis Tools topic windows by selecting the desired location in the Windows menu. For example, after you have copied Analysis Tools information to the clipboard, you can open a Library topic and paste the text there.



Tools and Utilities 9-294



Using the Sage Feature



9



The Sage feature provides lists of causes that are associated with specific components and deviations. When you’re conducting your study, you can use the Sage to automate the entry of causes in the worksheet. NOTE: Sage is only available for HAZOP studies. There are various ways in which the Sage can be used. Some team leaders may wish to enter into PHAWorks all components in each node together with the node names prior to meeting with the team. They can then enter causes from the Sage database into the worksheet to produce a draft that can be reviewed with the team. The team leader can then edit entries from the Sage based on the team’s comments and add any additional causes identified by the team. Alternatively, the team leader may wish to delay entering causes using the Sage until the team meeting has been convened. The Sage can then be used to display a list of common causes of each deviation selected by the team and the leader may select those causes considered to be important by the team and add any additional causes identified by the team. Some leaders may not want to enter components for each node prior to meeting with the team. They may prefer to involve the team with this process. They would then likely define node components as each node is considered. The Sage can then be used to display a list of common causes of each deviation selected by the team and the leader may select those causes considered to be important by the team. You can edit the Sage database provided with PHAWorks, adding components, editing standard deviations or adding causes. You can use the same database for each project or you may want to create a Sage database that is project specific.



Choosing Causes from Sage Before you can use the Sage database to insert causes into the worksheet, your study needs to be configured to use node components. In addition, you need to have specified components for the current node before continuing with the following steps. To insert causes from the Sage database into the current worksheet, follow these steps:



Tools and Utilities 9-295



1.



Select the place in the Causes column where you want to insert the new causes.



2.



Click the Sage Causes icon ( menu or press CTRL+K.



9



), click Sage Causes from the Tools



The Sage - Causes dialog box for the current deviation appears:



This dialog box displays causes for each component that has been specified in the node and for which there are causes listed in the Sage database. To show all components, even if they have no causes defined in the database, click Show All. To display the full name, qualifier and ID for the component, make sure Full Name is selected. NOTE: The component qualifier and ID can be specified when you add a component. Component qualifier is any additional modifier for their own identification purposes. This could be, for example, the size of line or valve or its manufacturer. The Component ID is the identification found on the P&ID drawing (such as inlet valve 17). You can also collapse and expand the causes for all the components displayed in this dialog box. To do this, select the component and click Expand or Collapse. 3.



Select one or more causes from the list and click OK. To select multiple, contiguous items, click and drag. To select multiple, noncontiguous entries, press CTRL and click. You can also insert all of the causes listed in this dialog box into the Causes column by clicking All Causes. PHAWorks enters the selected cause(s) after the currently highlighted entry.



Tools and Utilities 9-296



When you’re in this dialog box, you may discover that you need to edit the Sage database. To do this, click the Database button. Editing the database is described in more detail in the sections that follow.



9



Accessing the Sage Database To access the Sage database, you can choose Sage Database from the Tools menu or click the Sage Database icon ( ) in the toolbar. This dialog box appears:



If the Sage database was not found in the directory specified in the Directories page of the Options dialog box, this message appears:



If you want to create a Sage database, click Yes. Otherwise, click No and choose the Locations page from the Options dialog box to change the directory. Any new Sage database that you create can be based on the default database or it can be a new database that you create. After you access the Sage dialog box, you can add, copy, edit and delete component types, deviations and causes. These modifications can be made by selecting the appropriate button from the list or by selecting the appropriate item from the function menu. The function menu also lists available ALT+ key combinations.



Tools and Utilities 9-297



Special Sage Items



9



The Sage Database dialog box also includes four special items at the end of the component list for each deviation:



These items — Upstream, Downstream, External Events and General — list causes that are not necessarily related to specific components. For example, a line with reduced flow may be a result of some blockage or leak upstream (that is, in a node other than the one you are studying). These items also always appear in the Sage - Causes dialog box, and you can insert the causes associated with them into your worksheet in the same way as for causes associated with components.



Modifying the Sage Database The Sage Database dialog box lists many common component types used in various processes, common deviations associated with those components, and common causes associated with each deviation. PHAWorks allows you to modify these lists. These sections provide instructions for modifying the list of component types and the associated causes, followed by instructions for modifying the list of deviations.



Adding a New Component or Cause To add a new component or cause to the list, follow these steps: 1.



To add a new component, make sure you have selected another component. To add a new cause, make sure you have selected another cause. (Any cause or component will do.)



Tools and Utilities 9-298



2.



Choose the Add button, choose Add from the function menu or press ALT+A.



9



The Add dialog box appears. 3.



Type the new item name and press ENTER or click OK. NOTE When you’re adding a component, the type refers to any item that is part of a node (such as a controller, line or valve). Component qualifier is any additional modifier for their own identification purposes. This could be, for example, the size of line or valve or its manufacturer. The Component ID is the identification found on the P&ID drawing (such as inlet valve 17). The new item appears in the list. Note that the Sage dialog box alphabetizes components. NOTE: You can also use the Cut, Copy and Paste buttons to move components, causes, etc. between Sage and other sources via the clipboard.



Deleting a Component or Cause To delete a component or cause from the list, follow these steps: 1.



Select the item to be deleted.



2.



Choose the Delete button, choose Delete from the function menu or press ALT+D. A message asks you to confirm that you want to delete it.



3.



Click Yes or press ENTER to confirm the deletion. PHAWorks deletes the item.



Duplicating Existing Components To add a new component that is a variation of an existing component, you can use the Duplicate button. Follow these steps: 1.



Select the component you want to copy. Choose the Duplicate button, choose Duplicate from the function menu or press ALT+U.



Tools and Utilities 9-299



A new copy of the component appears in the list (followed by a colon and a number that denotes if this is the first or second copy of the component, etc.). 2.



9



You can now rename this component, as described below.



Editing a Component or Cause To edit a cause (or rename a component) in the list, follow these step: 1.



Select the item you want to edit.



2.



Click Edit or Rename. The Edit dialog box appears. (For a component type, the Rename dialog box appears.)



3.



Type the new name and press ENTER or click OK.



Finding Text in Sage To search for text, follow these steps: 1.



Position the text cursor where you want to begin the search.



2.



Click on the Find button or press ALT+F. The Find dialog box appears.



3.



Type the text you want to find in the Find what: text box. If you want to search for more than one word or phrase, separate each entry with a comma (for example: Search text 1, search text 2, search text 3). Use quotation marks to find phrases with commas or with leading or trailing spaces (for example “Columbus, OH” or “ material”). Under Search, you have the option of limiting your search by selecting Causes or expanding your search to the whole worksheet by selecting Everything. In addition, under Find from, you can choose to begin your search at the Beginning of the worksheet or at your Current position in the worksheet.



4.



Click Find Next to initiate the search.



Tools and Utilities 9-300



Additional occurrences of the text can be found by clicking the Find Next button.



9



Printing the Sage Database To print a copy of the Sage database, follow these steps: 1.



Choose Print or press CTRL+P. The Print dialog box appears.



2.



Mark the appropriate radio button to sort Sage by either components or deviations.



3.



Click Preview to view an on screen version of the database.



4.



Click Print to print the database.



Changing the Deviation List PHAWorks also allows you to edit the list of deviations in the Sage database. You can access the Sage - Deviations dialog box when you add or edit the Deviations in the Sage Database dialog box. You can also access the Sage - Deviations dialog box from the Tools menu.



This list of deviations is accessed by PHAWorks each time you enter a new worksheet, so even if you don’t make use of the Sage feature, you may find it quite helpful to be able to modify the definitions of deviations. The following sections provide instructions for adding, deleting and editing deviations.



Tools and Utilities 9-301



NOTE:



9



These instructions assume that the Sage - Deviations dialog box is already open.



Adding a Deviation To add a new item to a list, follow these steps: 1.



Choose the Add button, choose Add from the function menu or press ALT+A. The Add Deviation dialog box appears:



2.



Type the Deviation, Guideword and Parameter.



3.



Mark the appropriate radio button to add the new deviation at the current location or at the end of the list and press ENTER or click OK.



Deleting a Deviation To delete a deviation from the list, follow these steps: 1.



Select the deviation to be deleted.



2.



Choose the Delete button, choose Delete from the function menu or press ALT+D. A message asks you to confirm that you want to delete the deviation.



Tools and Utilities 9-302



3.



Click Yes or press ENTER to confirm the deletion.



9



PHAWorks deletes the deviation. NOTE: When you delete a deviation, PHAWorks also deletes all causes associated with it from the Sage database.



Editing a Deviation To change the deviation, follow these step: 1.



Select the deviation you want to edit.



2.



Click Edit. The Edit Deviation dialog box appears.



3.



Type the new Deviation, Guideword and Parameter and press ENTER or click OK. The revised deviation appears in the list.



Setting Sage Passwords If you choose to use passwords for the Sage database (including the Sage Deviations), you can specify one of three security schemes: ❑



You can specify a single password that is entered when opening the Sage database. This password provides full access (both viewing and editing).



❑



You can specify a single password that is required only when you try to edit the Sage database. This scheme allows you to use and view the database without having to type a password.



❑



Finally, you can create a password for viewing a database and a separate password for editing the database. This scheme allows you to give editing privileges to some team members but not others.



Sage passwords are unique to each database and, for greater security, should not be the same as the project password or library password.



Tools and Utilities 9-303



Enabling Password Protection



9



The default for a new Sage database is for no passwords to be used. To enable password protection, follow these steps: 1.



Choose Passwords from the Sage Database dialog box. This dialog box appears:



2.



Click the Change check box.



3.



Click the radio button of the password configuration you wish to use and click OK. The Enter New Password dialog box appears:



The fields in this dialog box vary depending on the password configuration you have chosen. 4.



Type the desired password(s) (up to 20 characters).



5.



Type the password(s) again in the Verify text box to make sure you typed the password correctly.



6.



Click OK to leave the Enter New Password dialog box and enable the changes to the password scheme.



Tools and Utilities 9-304



Changing the Passwords



9



You can change either the type of password configuration or the passwords you have specified (or both). To change passwords, follow these steps: 1.



Choose Passwords from the Sage Database dialog box.



2.



In the Passwords dialog box, click the Change check box.



3.



Type the current edit password in the following dialog box:



4.



Click the radio button of the password configuration you wish to change to (or, if you’re going to change the password of the current scheme, make sure it is selected) and click OK. The Enter New Password dialog box appears. The fields in this dialog box vary depending on the password configuration you have chosen.



5.



Type the desired password(s) (up to 20 characters).



6.



Type the password(s) again in the Verify text box to make sure you typed the password correctly.



7.



Click OK to leave the Enter New Password dialog box and enable the changes to the password scheme.



Disabling Passwords If passwords have been set for the Sage and you wish to disable password protection, follow these steps: 1.



Choose Passwords from the Sage Database dialog box.



2.



In the Passwords dialog box, click the Change check box. You are prompted to enter the current edit password.



3.



Click the No passwords radio button and click OK. Password protection is now disabled for the Sage. Tools and Utilities 9-305



Using the HAZOP Cost Analysis Feature



9



The HAZOP Cost Analysis feature is a helpful way to estimate the cost of your HAZOP studies. To use this feature, follow these steps: 1.



Choose HAZOP Cost Analysis from the Tools menu or choose the HAZOP Cost Analysis icon( ) from the toolbar. The HAZOP Cost Analysis dialog box appears:



Notice that there are two sections to this dialog box. When you input data into the fields on the left side of the dialog box, the estimated time and cost are displayed in the fields on the right side of the dialog box. 2.



Type information for each of the user-entered fields as described below:



Fields



Definition



Time per node



The number of hours you estimate that you will spend studying each node.



Session duration



The estimated length of each session.



Num. of team members



The total number of people on your study team.



Cost per person-hour



The average hourly cost for each member of the study team.



Number of nodes



The estimated number of nodes in this study.



3.



When you’re done calculating the sessions and costs, click OK to save the changes or click Cancel to exit without saving.



Tools and Utilities 9-306



Using the Library



9



The PHAWorks Library feature provides a means for you to assemble custom resource information for use during a study. For example, you might have a company-specific checklist that is always used in your HAZOP studies. You can store this checklist in a Library topic and refer to it as you would the information in Analysis Tools. The Library is also a convenient place to store the names and telephone numbers of individuals who may be of assistance during the study. Here are some suggestions for using the Library: ❑



Record abbreviations. Using abbreviations can speed up data entry. In order for a team leader to keep track of the meaning of the abbreviations, create a Library topic that contains the abbreviation definitions. When you’re ready to complete a project, you can replace these abbreviations with the complete text using PHAWorks’s Replace function.



❑



Revise checklists. You might want to enter your own company-specific checklists or other resource information used while conducting a study.



❑



Record issues. Use the Library to record relevant issues that require further investigation, but are beyond the scope of a single study.



❑



Define terms. You can store brief explanations of terms in a library topic and update them for each new project. This can be particularly helpful to team members who are new to the study nomenclature.



❑



Provide study examples. Examples demonstrating how to conduct studies can be included in the Library for easy access.



Accessing the Library The Library is intended to be flexible so that you can store information for one project or many projects. This means that you might want to have only one Library that you use for all your projects or you might want to have several Libraries that apply to different facilities or different processes.



Tools and Utilities 9-307



No matter how you use the Library, it’s important to remember that the Library is independent from individual projects. This means that even if you store a Library in a project directory, this information is not part of the project file and can be accessed from any project.



9



To access the Library, you can: ❑



choose Library from the Tools menu.



❑



click the library icon in the toolbar (



❑



press CTRL+L.



).



If you have not yet created a library (or if the Library was not found in the directory specified in the Locations page of the Options dialog box), this message appears:



If you want to create the Library, click Yes. Otherwise, click No and choose Options... from the Utilities menu to change the directory for the PHAWorks Library. Likewise, if a Library file already exists in the specified Library directory, but it was created using another HAZWARE product from Primatech, this message asks you if you want to convert the Library topics. After you access the Library topic list, you can add, move, copy, rename and delete library topics. For step-by-step instructions, refer to the section entitled Editing Lists in Chapter 7, Working with Data. PHAWorks can handle up to 9,999 Library topics. Each topic can contain up to 32KB of information. To print a Library topic without opening it, select the topic name and click Print. You can also select Print from the function menu or press ALT+P.



Opening a Library Topic To open a Library topic, follow these steps: 1.



Choose Library from the Tools menu. The Library dialog box appears:



Tools and Utilities 9-308



9



2.



Double-click a library topic (or select it and click OK). The Library topic appears in a document window. Notice that the menu bar changes to include the Library menu. The Library menu contains these commands:



Command



Description



Import



Imports a text file into the current Library topic.



Export



Exports the current topic as a text file.



Passwords



Sets or changes library passwords.



Subsequent sections provide instructions for these Library commands.



Editing a Library Topic Entering information into a Library topic is similar to using a word processor. To edit a Library topic, follow these steps: 1.



Choose a topic from the Library dialog box and click OK or doubleclick the topic to open it. The library topic appears in a document window.



2.



Type new information in the topic or edit existing information. The Library automatically wraps the text when it reaches the right margin. The Edit menu’s Find, Replace and Undo/Redo Change Library Topic commands also can be used in Library topics. For more information about these commands, refer to Chapter 7, Working with Data.



3.



When you finish entering or editing the text, close the window and return to the worksheet.



Tools and Utilities 9-309



You can leave Library topics open and switch between worksheet windows, Analysis Tools and Library topic windows. This is very convenient for copying entries from an Analysis Tool and pasting them into a Library topic.



9



Printing a Library Topic To print and/or preview a library topic, follow these steps: 1.



Press F2 while the topic is open. or Choose Print… from the File menu while the topic is open. or Click the print icon (



) in the toolbar.



or Select a topic from the Library Topics dialog box and choose the Print button. 2.



Select the Print or Preview button from the Print Library Topic dialog box.



Importing Text into a Library Topic PHAWorks lets you import text files into the current Library topic. To import text, follow these steps: 1.



Open the topic and place the text cursor where you want the new text to begin.



2.



Choose Import from the Library menu. This dialog box appears:



Tools and Utilities 9-310



9



3.



Choose the text file you want to import and click Open. PHAWorks inserts the text into the topic. When importing text from WordPerfect documents, first save the files as an ASCII DOS Generic Word Processor file. When importing text from Word documents, first save the file as a Text Only document.



Exporting a Library Topic PHAWorks can export topics as text files. Follow these steps: 1.



Open the topic you want to export.



2.



Choose Export from the Library menu. This dialog box appears:



3.



Type the name of the file you want PHAWorks to export the text to and choose a location for the file from the Directory list.



4.



Click Open.



Tools and Utilities 9-311



Setting Library Passwords



9



If you choose to use passwords, you can specify one of three security schemes for the Library: ❑



Specify a single password that is entered when opening the Library. This password provides full access (both viewing and editing).



❑



Specify a password that is required only to edit the Library. This scheme allows you to view Library topics without having to type a password.



❑



Finally, you can create a password for viewing the Library and a separate password for editing the Library. This scheme allows you to give editing privileges to some team members but not others.



Library passwords are unique to the library and, for greater security, should not be the same as the project password or the Sage password.



Enabling Password Protection The default for a new Library is for no passwords to be used. To enable password protection, follow these steps: 1.



Choose Passwords from the Library Topics dialog box (or Library menu). This dialog box appears:



2.



Click the Change check box.



3.



Click the radio button of the password configuration you wish to use and click OK. The Enter New Password dialog box appears:



Tools and Utilities 9-312



9



The fields in this dialog box vary depending on the password configuration you have chosen. 4.



Type the desired password(s) (up to 20 characters).



5.



Type the password(s) again in the Verify new password text field to make sure you typed the password correctly.



6.



Click OK to leave the Enter New Password dialog box and enable the changes to the password scheme.



Changing the Passwords You can change either the type of password configuration or the passwords you have specified (or both). To change passwords, follow these steps: 1.



Choose Passwords from the Library menu.



2.



In the Library Password Setup dialog box, click the Change check box.



3.



Type the current edit password in the following dialog box:



4.



Click the radio button of the password configuration you wish to change to (or, if you’re going to change the password of the current scheme, make sure it is selected) and click OK. The Enter New Password dialog box appears. The fields in this dialog box vary depending on the password configuration you have chosen.



5.



Type the desired password(s) (up to 20 characters).



Tools and Utilities 9-313



6.



Type the password(s) again in the Verify text box to make sure you typed the password correctly.



7.



Click OK to leave the Enter New Password dialog box and enable the changes to the password scheme.



9



Disabling Passwords If passwords have been set for the library and you wish to disable password protection, follow these steps: 1.



Choose Passwords from the Library menu.



2.



In the Library Password Setup dialog box, click the Change check box. You are prompted to enter the current edit password.



3.



Click the No passwords radio button and click OK. Password protection is now disabled for the library.



Tools and Utilities 9-314



Using File Maintenance Commands



9



The File Maintenance commands in the Utilities menu allow you to copy, move, rename and delete project files. You can even copy and move open projects.



Accessing File Maintenance To access the File Maintenance commands, follow these steps: 1.



Choose File Maintenance from the Utilities menu. PHAWorks displays the File Maintenance submenu.



2.



Choose a file maintenance command.



You cannot use the File Maintenance commands to copy, delete, move or rename Library files. However, you can back up a library using Windows Explorer, File Manager or the COPY command at a DOS prompt.



Copying Project Files The Copy Project command creates a duplicate of a project in another directory, or with another name in the same directory. The new project name can be the same as the original project name only if the file location is different. To copy a project, follow these steps: 1.



Access the File Maintenance submenu in the Utilities menu.



2.



Choose Copy Project. The Copy Project dialog box appears:



3.



In the Copy project... text field, type the name of the project to be copied (or click the browse button to choose a project).



Tools and Utilities 9-315



4.



In the To... text field, type the destination directory for the copy of the project (or click the browse button to choose a directory). You can also type a new name for the copied project.



9



NOTE: PHAWorks automatically adds the extension .*PW to file names (or changes the extension, if you typed it incorrectly). 5.



Check the Copy Archive Files check box if you want to copy the project’s archived files with the project.



6.



Click OK. This message appears in a message box: Copy completed



7.



Click OK.



Moving Project Files The Move Project command transfers a project to a different location. To move project files, follow these steps: 1.



Access the File Maintenance submenu in the Utilities menu.



2.



Choose Move Project. The Move Project dialog box appears:



3.



In the Move project... text field, type the name of the project to be moved (or click the browse button to choose a project).



4.



In the To... text field, type the destination directory for the project (or click the browse button to choose a directory). You can also type a new name for the moved project.



5.



Check the Copy Archive Files check box if you want to move the project’s archived files with the project.



6.



Click OK.



Tools and Utilities 9-316



You are asked to confirm the move, after which this message appears in a message box:



9



Move completed 7.



Click OK.



Renaming Project Files The Rename Project command provides the most convenient means for changing the name of an existing project while leaving the project in the existing directory. To rename and change a project’s directory, use the Move Project function described earlier in this chapter. To rename an existing project, follow these steps: 1.



Access the File Maintenance submenu in the Utilities menu.



2.



Choose Rename Project. The Rename Project dialog box appears:



3.



In the To... text field, type a new name for the project. (You can’t rename a project that is open.)



4.



Click OK. This message appears in a message box: Rename completed



5.



Click OK.



Deleting Project Files Use the Delete Project command to delete a project. Follow these steps: 1.



Access the File Maintenance submenu in the Utilities menu.



2.



Choose Delete Project. The Delete Project dialog box appears:



Tools and Utilities 9-317



9 3.



In the Delete project text field, type the name of the project you want to delete (or click the browse button).



4.



Check the Copy Archive Files check box if you want also want to delete the project’s archived files.



5.



Click OK. A confirmation message asks you to verify that you want to delete the project. If you click Yes, this message appears: Delete completed



6.



Click OK.



Tools and Utilities 9-318



Creating a Master Team List



9



You may find that you include the same individuals in a number of study teams. By creating a master team list of these individuals, you can save yourself the time of retyping teams for each project. While you can update the master team list from the project team list and copy entries from the master list to the project, these two lists of team members are separate entities. Once you create a project team, changes to the master team list do not automatically affect the project list, and vice versa. You might want to have only one master team list that you use for all your projects or you might want to have several master team lists that apply to different facilities or different locations. The master team list, however, is independent from individual projects. This means that even if you store a master team list in a project directory, this information is not part of the project file and can be accessed from any project.



Accessing the Master Team List To access the Master Team List dialog box, you can: ❑



choose Master Team List from the Tools menu.



❑



click the master team list icon in the toolbar (



❑



click Master in the Project team dialog box (or Team page in the Sessions dialog box).



).



If you have not yet created a master team list (or if it was not found in the directory specified in the Locations page of the Options dialog box), this message appears:



If you want to create the master team list, click Yes. Otherwise, click No and choose Options... from the Utilities menu to change the directory for the PHAWorks master team list.



Tools and Utilities 9-319



Adding Team Member Names to the Master List



9



To add team member names to the master team list, follow these steps: 1.



Access the Master Team List. The Master Team List dialog box appears:



2.



Click Add. (A confirmation message may ask if you want to switch to edit mode. If so, click Yes.) The Add Team Member dialog box appears:



3.



Enter information for each field and indicate whether you want the team member’s name added to the list in the current position or at the end. History boxes retain a list of previously typed titles, phone numbers, locations, technical areas, qualifications and organizations. You can select items from the history boxes instead of retyping the same information.



4.



When you’re finished specifying information for the new team member, click OK.



Tools and Utilities 9-320



The following table describes the member information text fields: Text field



Definition



Name



The full name of the team member



Title



The member’s title



Phone



The member’s telephone number



Location



The city and state where the team member is based



Department



The department this team member works in or represents



Qualifications



The team member’s degrees or certifications



Technical area



The team member’s specialty, if any



Comments



Additional information about a team member’s skills, schedule, etc.



9



Other Master Team List Functions The Master Team List dialog box also lets you duplicate or delete team members, print or merge lists. This table defines the buttons in the dialog box: Button/Icon



Definition



Duplicate



Opens the Duplicate Team Member dialog box that contains the same information as the selected team member



Delete



Deletes currently selected team member



Details



Opens the Team Member Details dialog box, which lets you edit information about the selected team member



Cut



Cuts the selected member to the clipboard



Copy



Copies the selected member to the clipboard



Paste



Pastes the selected member to the clipboard



Print



Prints the master team list



Merge



Opens the Choose Team List to Merge dialog box, which lets you select a master team list from another directory and merge it with the currently open master team list



Tools and Utilities 9-321



Copying Team Member Names to the Project Team



9



It’s easy to copy a team member from the master team list to a project team list. Here are the basic instructions for this procedure: 1.



Access the master team list.



2.



Select a team member name and click the copy icon. A Please Note dialog box appears, stating that the team member name(s) you have chosen has been copied to the clipboard.



3.



Click OK.



4.



Close the Master Team List dialog box.



5.



Go to the project into which you want to copy the new team member name.



6.



Choose Project Team... from the Project menu or Project Task Center. The Project: Team dialog box appears.



7.



Click the paste icon. A Please Note dialog box appears, stating that the team member name(s) you have chosen has been pasted from the clipboard to the project team list.



8.



Click OK. The copied team member name appears in the list.



Another method of copying Master Team member names to the project list is: 1.



Choose Project Team... from the Project menu or Project Task Center. The Project: Team dialog box appears.



2.



Click on the Master button.



3.



Select the team member name(s) you want to copy and click OK. The selection is automatically copied into the project list.



Setting Master Team List Passwords If you choose to use passwords, you can specify one of three security schemes for the master team list: Tools and Utilities 9-322



❑



Specify a single password that is entered when opening the master team list. This password provides full access (both viewing and editing).



❑



Specify a password that is required only when you try to edit the master team list. This scheme allows you to view the team member lists without having to enter a password.



❑



Finally, you can create a password for viewing the master team list and a separate password for editing the list. This scheme allows you to give editing privileges to some team members but not others.



9



Master team list passwords are unique to this feature and, for greater security, should not be the same as the project or Library password.



Enabling Password Protection The default for a new master team list is for no passwords to be used. To enable password protection, follow these steps: 1.



Choose Passwords from the Master Team List dialog box. This dialog box appears:



2.



Click the Change check box.



3.



Click the radio button of the password configuration you wish to use and click OK. The Enter New Password dialog box appears:



The fields in this dialog box vary depending on the password configuration you have chosen. Tools and Utilities 9-323



4.



Type the desired password(s) (up to 20 characters).



5.



Type the password(s) again in the Verify New Password text field to make sure you typed the password correctly.



6.



Click OK to leave the Enter New Password dialog box and enable the changes to the password scheme.



9



Changing the Passwords You can change either the type of password configuration or the passwords you have specified (or both). To change passwords, follow these steps: 1.



Choose Passwords from the Master Team List dialog box.



2.



In the Master Team List Passwords dialog box, click the Change check box.



3.



Type the current edit password in the following dialog box:



4.



Click the radio button of the password configuration you wish to switch to (or, if you’re going to change the password of the current scheme, make sure it is selected) and click OK. The Enter New Password dialog box appears. The fields in this dialog box vary depending on the password configuration you have chosen.



5.



Type the desired password(s) (up to 20 characters).



6.



Type the password(s) again in the Verify New Password text field to make sure you typed the password correctly.



7.



Click OK to leave the Enter New Password dialog box and enable the changes to the password scheme.



Tools and Utilities 9-324



Disabling Passwords



9



If passwords have been set for the master team list and you wish to disable password protection, follow these steps: 1.



Choose Passwords from the Master Team List dialog box.



2.



In the Master Team List Passwords dialog box, click the Change check box. You are prompted to enter the current edit password.



3.



Click the No passwords radio button and click OK. Password protection is now disabled for the master team list.



Tools and Utilities 9-325



Checking Spelling



9



To spell check your current worksheet, library or notes, follow these steps: 1.



Choose Spelling… from the Utilities menu or click the Spell check icon ( ) in the toolbar.



2.



In the Spelling dialog box, click the radio buttons of the entries and scope of the spell check:



This dialog box lets you specify if you want to spell check worksheet entries, banner fields or quick entry lists. (You can select as many as apply.) You can also specify if you want the spell check to start from the top (or first entry) of the current project or from the current cursor position. Finally, you can check the spelling of the current entry, only those columns in use or all columns. 3.



For other spell check options, click the Options button. These options are described later in this chapter.



4.



To proceed with the spell checking, click OK. If the spell checker finds an error, this dialog box appears:



Tools and Utilities 9-326



5.



To accept the suggested change, click Change. To ignore the suggestion and continue with the spell check, click Ignore.



9



You can select Check Spelling from the library topic, session notes, entry notes and banner notes function menus. When you spell check a worksheet, the entry notes and banner notes are automatically spell checked. NOTE: If the search engine locates a word or phrase in a column that is not currently shown within the worksheet, it will automatically activate that column. An asterisk (*) will appear next to the column to indicate that it was activated automatically during the search process. Upon exiting the worksheet, you will have the option to add this column to the worksheet view.



Spell Check Functions The following table defines all of the buttons in the Correct Spelling dialog box: Item



Definition



Ignore



Click this button to skip the misspelled word. If you want the spell checker to ignore all instances of that word, click Ignore All.



Add



Choose this button to add the reported word to the dictionary selected in the Add Words To: list (which means that it won’t be reported as a misspelled word in the future).



Change



Click this button to replace the reported word with the word in the Change To box. If you want the spell checker to replace all instances of the reported word, click Change All. You can also double-click on the suggested word.



Suggest



This button is enabled only if either the Typographical suggestions or Phonetic suggestions option is enabled in the Spelling page in the Options dialog box. Each time you select this button, a more intensive search for replacements is conducted.



Lock Pos.



If you select this check box, the dialog box will be locked to its current position. Otherwise, the dialog box changes position to let you see the occurrence of the misspelled word in the text.



Tools and Utilities 9-327



Options



Opens the Options dialog box (which is described in the following section).



Dictionaries



Opens the Dictionaries dialog box, where you can select another user dictionary, import a dictionary or edit the contents of dictionaries.



9



NOTE: The Added words file can be accessed through the Dictionaries button on the Spelling page of the Options dialog box.



Spell Checking Options When you click the Options button in the Spell Check dialog box or choose the Spelling tab in the Options dialog box, these options appear:



Select the check box of each option you want to enable. The following table defines each of the available options: Option



Definition



Dictionaries



Click this button to access the spelling dictionaries.



Ignore capitalized words



Click this option if you want to ignore all proper nouns or other words that begin with a capital letter.



Ignore all-caps words



Choose this option if you don’t want the spelling utility to stop at every instance of an acronym or initialism (such as those found in the BY column). Tools and Utilities 9-328



Option



Definition



Ignore words with numbers



If your project frequently uses words with numbers (such as chemical formulas), you may want to select this option.



Ignore words with mixed case



Click this option if you don’t want to spell check words that combine upperand lowercase letters (such as the names of some companies).



Ignore domain names



Choose this option if you want the spell checker to ignore Web addresses, e.g., xyz.com.



Report doubled words



This option alerts you if a word occurs twice in succession (such as “the the”).



Case sensitive



Enable this option if you want the spell checking utility to make a distinction between capitalized words and non-capitalized words. When enabled, “canada” would be considered different from “Canada” and would be reported as a misspelling.



Phonetic suggestions



When enabled, suggestions are made on the basis of phonetic (sounds-like) similarity as well as typographical similarity. This option tends to improve suggestions for badly misspelled words. However, enabling this option will increase the time required to locate suggestions. Note that either this option or the typographical suggestions option must be enabled for suggestions to be offered.



Typographical suggestions



When enabled, suggestions are made on the basis of typographical (looks-like) similarity.



Suggest split words



When enabled, two separate words will be suggested as a replacement for a misspelling containing two joined words.



Auto correct



When enabled, words marked with “Auto Change” actions will automatically be changed to their specified replacements.



Suggestions



This option determines the speed and accuracy of the initial search for suggested replacements for misspelled words. You can make the search fast but less accurate, moderately fast and accurate, or slow but accurate.



9



Tools and Utilities 9-329



Customizing Accelerators



9



PHAWorks lets you create custom accelerators. The program is designed with some default accelerators, but you can change the accelerators’ keys for many of them. Each command can have up to two separate keyboard accelerators, so you should be able to configure the program to meet your individual needs. To create custom accelerators, follow these steps: 1.



Select Options from the Utilities menu. The Options dialog box appears.



2.



Select the Accelerators tab. The Accelerators page appears:



3.



Choose a menu from the drop-down list at the top of the page. The list of functions for that menu appears in the display field. Note that some functions already have accelerators; these are the program’s default accelerators. Other functions do not have accelerators. You can change the existing accelerators or create accelerators for functions that don’t have them.



4.



Select the function whose accelerators you wish to change or create. If you select a function with a default accelerator, the key combination appears in the Primary Key field. Tools and Utilities 9-330



5.



To change or create accelerators’ primary keys, click the browse (...) button to the right of the field.



6.



If you are changing accelerators, remove the existing key combination from the Current assignment: field by clicking the Delete button.



9



The Press Key to Assign dialog box closes, and you can see in the function list that the function you are working with no longer has accelerators associated with it. 7.



Click the browse button again to bring up the Press Key to Assign dialog box.



8.



If you are creating a new key combination, whether to define accelerators for a function that did not have them or to replace a function’s existing accelerators, press the keys you wish to use as the accelerators. For example, if you want to change the Open Project accelerator in the File menu from CTRL+O to CTRL+ALT+Q, first click the Delete button to remove “CTRL+O.” Click the Browse button again, then press the CTRL and ALT keys and continue to hold them while pressing the Q key. Or, if you wish to assign the accelerators CTRL+ALT+S to the Save As function, select that function, click the Browse button, then press the CTRL and ALT keys and continue to hold them while pressing the S key. The Press Key to Assign dialog box closes, and the changed or new accelerators appear in the function list.



You can assign an additional key combination to a function by clicking the browse button to the right of the Secondary Key field and following step 8.



Tools and Utilities 9-331



Chapter 10 – Generating Reports



10



Documenting the results of your study is necessary in order to: ❑



provide records for future reference.



❑



ensure that recommendations are recorded.



❑



generate lists of action items and memos to be distributed to parties responsible for implementing them.



❑



generate a final report on the study.



The PHAWorks Reports feature allows you to create such documentation. You can generate reports at any time during a study. The contents of each report can be tailored to your needs. For example, you can select which worksheet columns should appear in a report. You can also filter entries from the worksheet based on severity, likelihood and risk values, and by category, priority, status and dates (as well as other columns and fields). In addition, you can create HTML or PDF versions of your reports.



Generating Reports 10-332



Generating a Report 10 PHAWorks gives you a great deal of flexibility in choosing the kinds of reports you can generate and in formatting the printed report. It ensures that your report contains the information you need, and that this information is communicated in a meaningful way. This section explains the steps for generating a report. More detailed information on each report type and report options follows. To generate a report, follow these steps: 1.



To generate a report for the current project, choose Reports from the Project menu or choose the reports icon ( ) from the toolbar. To generate a report for a project that is not open, choose Reports… from the File menu.



2.



Select the project you want to print a report for and click Open. The Reports dialog box appears, showing you the standard report types:



For more information on each type of report, refer to the section in this chapter entitled Understanding Report Types. 3.



Select a report type.



4.



To configure the appearance and content of the printed report, click the Layout, Cover/Index, Page Setup, Options, Columns, Banner or Filters tabs.



Generating Reports 10-333



NOTE: Accessing this tab allows you to complete the requested report as an HTML/PDF report.



10



For more information about report banner and column layout options, refer to the section entitled Specifying Report Layout. For more information about report options, refer to the section entitled Understanding Report Options. For more information on report filters, refer to the section entitled Setting Up Report Filters. 5.



To begin generating the report, click Print. To verify the format or content of the report before printing it, click Preview. For more information on previewing a report, refer to the section entitled Previewing a Report.



Understanding Report Types The Reports dialog box lists both standard and custom report types. Custom report types are preceded by an open diamond. For more information, refer to the section entitled Creating Custom Report Types. The following table describes each standard report type: Report Type



Description



Worksheet



This report contains the project data in a form similar to the traditional spreadsheet worksheet.



Action Items



This report contains entries from the Recommendations column and, optionally, the related entries from the other worksheet columns. Entries in the Recommendations column are considered action items if they are not preceded by an asterisk or a colon.



Information Needs



This report contains items from the Recommendations column that are identified as information needs and, optionally, the related entries from the other worksheet columns. Entries in the Recommendations column are considered information needs the first character in the entry is an asterisk (*).



Generating Reports 10-334



Report Type



Description



Individual Action Items



This report contains only those Action Items in the Recommendations column that are assigned to a specific individual or department, as indicated in the related BY column. Entries in the Recommendations column are considered action items if they are not preceded by an asterisk or a colon.



Individual Information Needs



This report contains only those Information Needs items in the Recommendations column that are assigned to a specific individual or department, as indicated in the related BY column. Entries in the Recommendations column are considered information needs if the first character in the entry is an asterisk (*).



User



This report contains items from the Recommendations column that are associated with BY column entries typed as 1, 2 or 3 asterisks. This report also can include related entries from other worksheet columns.



Worksheet Summary



This is a summary of the primary and secondary division of a project, or a summary of drawings and their associated divisions.



Session



This report contains the information from one or more of the sessions listed in the Sessions dialog box. This information includes who was present, the date, time and duration of the session and member details.



Risk Statistical



This report is a compilation of information on severity or risk values assigned in the worksheet. You can complete the analysis on the Severity/Risk columns before or after the Recommendation column. You can also complete an analysis on user-entered S/R columns.



Statistical



This report is a statistical summary of the data entered into these columns: Cause category, Consequences category, Safeguard category, By, Recom-



Generating Reports 10-335



10



mendation category, Priority, Status and Report Type



Description Comment status. The details are displayed by both percentage and number of occurrences. You can also complete an analysis on these types of userentered columns.



Status Chart



This report is available for the Checklist technique. It shows you the percentage of Yes and Pending answers for each division in the study.



Classification



This report lets you create a report based on a particular column. It uses the Individual Action Items/Individual Information Needs report format, but allows you to select which column you want to base the report on. You can also complete an analysis on these types of user-entered columns.



Protocol



This report includes a list of the questions and answers (if any) in the project protocols.



Creating Custom Reports Creating a custom report lets you make copies of standard reports available in the Reports dialog box and make modifications to the copy. To create a custom report, follow these steps: 1.



Select the report type that you want to copy.



2.



Click Create Copy. A message asks you to confirm that you want to make a copy of the selected report.



3.



Click Yes. The Name for Copied Report dialog box appears:



Generating Reports 10-336



10



4.



Type a name for the new report and click OK. The custom report appears in the list. All custom reports are preceded by an open diamond.



Each report type has its own unique settings. Changing settings in one report (or copy of a report) does not affect other reports. For more information about changing report options, refer to the section in this chapter entitled Understanding Report Options. For more information about changing report filters, refer to the section in this chapter entitled Setting Up Report Filters. You can change the name of custom reports and delete custom reports. To change the name of a custom report, follow these steps: 1.



Select the custom report you want to rename.



2.



Click the Rename button. The Edit Report Name dialog box appears:



3.



Type in the new name and click OK.



To delete a custom report, follow these steps: 1.



Select the custom report you want to delete.



2.



Click the Delete button. The confirmation dialog box appears, asking whether you want to delete the report.



3.



Click Yes.



Generating Reports 10-337



10



HTML and PDF Reports 10 PHAWorks allows you to create reports in HyperText Markup Language (HTML) or Portable Document Format (PDF) files. These formats are particularly useful if you share study information with individuals who don’t have PHAWorks. These formats are also useful if you want to post reports on your company’s intranet system, over the Internet (in a company Web site) or in an e-mail message. NOTE: In order to create a PDF report, you must already have purchased and installed the Adobe Acrobat PDF print driver. As with the other report types, you can generate HTML or PDF reports at any time during a study. The contents of each report can be tailored to your needs. For example, you can select which worksheet columns should appear in a report. You can also filter entries from the worksheet based on severity, likelihood and risk values, and by category, priority, status and dates (as well as other columns and fields). You can find filtering and formatting information later in this chapter. The information contained in this section focuses on the HTML and PDF options, and how to generate those types of reports. NOTE: You can open and save HTML reports in word processing programs such as Word and WordPerfect.



Generating an HTML/PDF Report This section gives you the steps for generating an HTML report. Follow these steps: 1.



To generate a report for the current project, choose Reports from the Project menu or choose the reports icon (graphic) from the toolbar. To generate a report for a project that is not open, choose Reports... from the File menu, after which you choose a project for the report. The Reports dialog box appears, showing you the standard report types:



Generating Reports 10-338



10



2.



Select a report type.



3.



Click the HTML/PDF tab. NOTE: If PHAWorks does not find a copy of the Adobe Acrobat PDF driver installed with the printer drivers under Windows, this dialog box shows only HTML options. The HTML/PDF page appears:



Generating Reports 10-339



4.



In the Output file field, type the directory and name for the report file. (You must specify a file name in order to generate the report.) You also have the option of clicking the browse button (...) to find a directory or an existing HTML/PDF file:



If you don’t select or type a directory, PHAWorks automatically copies the file to the directory where PHAWorks was installed. NOTE: You must use the extension .HTM for HTML files or .PDF for PDF 5.



If you want to view the completed report, click the View when complete check box. If you want the HTML report to use the same fonts you use when you print the report, make sure the Include font size information in HTML check box is selected. PDF files always use the same fonts that you use when you print your reports.



6.



To begin generating an HTML/PDF format report, click Create HTML/PDF. The HTML/PDF Generate dialog box appears while PHAWorks creates the report. If you selected View when complete, the finished HTML report appears in the window of your Internet browser:files. If you omit the extension, PHAWorks adds it automatically.



Generating Reports 10-340



10



10



Each of the underlined entries is a link to a portion of the report. To go to a particular part of the report, click on the underlined text. The HTML viewer jumps to that portion of the report.



The finished PDF report appears in an Acrobat Exchange window:



Generating Reports 10-341



10



NOTE: If the PDF print driver is installed, you can also generate a PDF file by printing to the PDF Printer.



Generating Reports 10-342



Specifying Report Layout 10 The Layout page of the dialog box includes items that affect the look or numbering of the printed report:



For example, you can change the numbering of the report, add a footer or center the report text. Each of the Layout items are defined in this section. Title This item lets you specify a report title other than the standard report name. (Specifying a new title does not change the current report name, and vice versa.) NOTE: Individual Action Item and Individual Information Needs reports use the definition value from the Quick Entry list as the default report title, which cannot be changed. Print banner on each page Select this item if you want the information in the worksheet banner to appear on the top of each page of a worksheet that spans multiple pages. (In a report, the banner always appears before each new worksheet in a worksheet.)



Generating Reports 10-343



Center report horizontally Select this option if you want the contents of the report to be centered on the printed page. This option is useful for reports that present information in columns. Extend forms to bottom of page Unless directed otherwise, the report ends a printed worksheet form just below the last line of data. Since the amount of data generally varies from one page to the next, the printed worksheets tend to have nonuniform lengths. Global footer This option lets you specify text that appears at the bottom of every page. The global footer is saved across all projects. Specific footer This option lets you specify text that appears at the bottom of every page as an alternative to the global footer. For example, a footer could identify the project or the date of the report. Headings This option lets you edit the company name, the facility being studied and the label (name) accompanying the page number. The company and facility names are taken from the Project Identification. If no data was entered into those fields in the Project Identification dialog box, you may enter that data in the Company: and Facility: fields in this section of the Layout page. NOTE: Changing the information in the Company: and Facility: fields in the Layout page changes the banner header information on the reports. It does not, however, change the company and facility information on the cover page. Numbering... This option lets you specify where you want consecutive page numbering to begin. (If, for example, a report follows other documentation that is nine pages long, the First page text field would be on 10.) You can also specify a page Prefix (such as A-, 1- and so on), and a page Suffix (such as -A, -1 and so on). You have the option to Include Page Count when printing reports. If you are printing a report without the table of contents and index, and select this option, page “X of XX” will now be printed automatically on each page. If you are printing a report with the table of contents and index, and select this option, page “X of XX” will now be printed automatically on each worksheet page, but not on the table of contents and index pages. Those pages, however, will be included in the page count.



Generating Reports 10-344



10



New page for each primary division Select this option to begin printing each division on a new page of the report. Otherwise, the next division begins on the same page where the previous division ended. Restart page numbering This item is available only if you select the previous item (New page for each primary division). If you select this item, the report restarts page numbering at the first page of each division. Otherwise, the report numbers pages sequentially from first to last. New page for each secondary division This item is available only if you select New page for each secondary division. Select this option to begin printing each division on a new page of the report. Otherwise, the next division begins on the same page where the previous division ended.



Generating Reports 10-345



10



Specifying Cover Pages and Indexes 10 To create cover pages and indexes for your reports, follow these steps: 1.



Access the Reports dialog box for the project requiring a report and choose the report type you want to generate.



2.



Click on the Cover/Index tab. The Cover/Index page appears:



3.



To include a cover page, select Print cover page.



4.



To include an index, select Print index. (Not all report types include the indexing feature.)



5.



Continue selecting options for your report, or click Print or Preview to begin generating the report.



Generating Reports 10-346



Specifying Page Setup 10 The Page Setup dialog box lets you change how PHAWorks prints reports and various other items (such as Analysis Tools, Library Topics and project notes). To set up pages for your report, follow these steps: 1.



In the Reports dialog box, select the report type you want to generate and choose the Page Setup tab. or Click the Page Setup button from various Print dialog boxes (e.g., Print Project Identification). The Page Setup dialog box appears:



2.



Select a program group from the first drop-down list box (e.g., Common, Analysis Tools, etc.). The list box then displays only those program items that are associated with the selected program group. NOTE: A circle before a program item means that this item is also used in other groups.



Generating Reports 10-347



3.



Select an item in the list box (e.g., Report Title, Normal Text).



4.



Choose the Font, Text Color or Background, and make your selections.



5.



You can also change the Margins of the printed item (Left, Right, Top and Bottom).



6.



Click OK.



Generating Reports 10-348



10



Understanding Report Options 10 The number of items that appear in the Options page of the Reports dialog box depends on the type of report being generated. For example, the Worksheet Report, shown below, contains fewer options than other report types:



The following sections define the options for each report type. Later in this section, there are instructions for choosing a report banner and report columns. NOTE: Some report types may not be available for every study method. For instance, the Risk Statistical Report type is not available for the Checklist method. However, all of the available report options are described in the following sections.



Worksheet Options A worksheet report asks you to specify the following option: Include empty worksheets A report normally excludes items that do not have any text in their worksheets. If you select this option, the report includes empty worksheets.



Generating Reports 10-349



Print worksheet entry notes Select this option to print worksheet entry notes in the report.



10



Action Items and Information Needs Options Each action item or information need generated in the report is given a reference number. The options for these reports deal in part with how this reference number appears: Print worksheet entry notes Select this option to print worksheet entry notes in the report. Include primary division number in reference number Select this option if you want reference numbers in the report to include the number for the primary division. Restart reference number for each primary division Select this option if you want reference numbering to restart for each primary division in the worksheet. If you are generating an Individual action items report or an Individual information needs report, the dialog box also includes these options: Print actions/information needs for everyone If you select this option, the report includes sections for each entry found in the BY column. Also, if all is used in the BY column, the associated entries will appear in every section of the report. For whom: For individual reports, you can specify whether the report should contain sections for each entry in the BY column. You can use this option to limit the report to information associated with specific entries. Separate multiple recipients with commas. If you have created a Quick Entry list for the BY column, you can access that list by clicking the Browse button.



User Options Each item generated in the User report is given a reference number. The options for this report deal primarily with how this reference number appears: Print worksheet entry notes Select this option to print worksheet entry notes in the report.



Generating Reports 10-350



Include primary division number in reference number Select this option if you want reference numbers in the report to include the number for the associated primary division. Restart reference number for each primary division Select this option if you want reference numbering to restart for each primary division in the worksheet. Include (*)(**)(***) items For a User report, you must specify which items appear in the report. There are three types of items, indicated by one, two or three asterisks in the BY column. You can select any combination of items to be included in the report.



Worksheet Summary Options A worksheet summary report asks you to specify the following options: Include empty primary and secondary divisions A report normally excludes items that do not have any text in their worksheets. If you select this option, the report includes empty worksheets. This option’s name varies, depending on the primary and secondary divisions you selected for your study. Sort on... Primary division Select this radio button if you want to sort the report in the order of systems. Drawings (or Documents) Select this radio button if you want to sort the report in the order of drawings. Include... Primary division notes This item lets you include the study’s primary division notes. Drawings (or Documents) This item lets you include the study’s drawings. Components This item lets you include the study’s components. Secondary division This option lets you include the study’s secondary division. Secondary division notes This option lets you include the study’s secondary division notes.



Generating Reports 10-351



10



Secondary division intentions This option lets you include the study’s secondary division intentions. Guidewords This option lets you include the entries in the Guidewords column.



Session Options A session report asks you to specify the following options: Print... The All sessions, Current session and Some sessions radio buttons allow you to specify which session information in the Sessions dialog box (if any) you’d like to appear in the report. If you select Some sessions, you must type the range of sessions (From and To). Print member details Select this option if you want the report to include information about the team members. Print blank fields Select this option if you want the report to include fields for which no information has been specified. New page for each session Select this option if you want the printed report to start on a new page for each new session included in the report.



Risk Statistical Options A risk statistical report asks you to specify the following options: Report Column This option lets you choose whether to complete analysis of the Severity or Risk column before or after the Recommendation column. You can also complete an analysis on user-entered S/R columns. Show empty primary and secondary divisions A report normally excludes items that do not have any text in their worksheets. If you select this option, the report includes empty worksheets. This option’s name varies, depending on the primary and secondary divisions you selected for your study. Type This item lets you choose the way the severity or risk values are calculated and displayed. Choose Frequency to display the number of times each value occurs. Choose Distribution to display the number of times each value occurs as a percentage of the total. Generating Reports 10-352



10



Field This item lets you choose which values are displayed in the report. Choose Severity to display the frequency or distribution of the severity values. Choose Risk to display the frequency or distribution of the risk values. Show subsystem (or other secondary division) detail This option lets you include information on secondary divisions in the report. This option’s name varies, depending on the primary and secondary divisions you selected for your study. Compute... Prioritization factors Select this option to include the Severity Prioritization Factors (SPF) in the report (see Appendix C for additional information on SPFs). Delimited factors This option is only available if you have selected the previous item. This option allows you to display the delimited factors within a user-defined value range. Values If you have selected the previous option, enter a value between 0– 99 in each box to define the range of values included in the report.



Statistical Options A statistical report asks you to specify the following options: Report Column This option allows you to select the column from which the report is generated. You can also complete an analysis on these types of user-entered columns. Show empty primary and secondary divisions A report normally excludes items that do not have any text in their worksheets. If you select this option, the report includes empty worksheets. This option’s name varies, depending on the primary and secondary divisions you selected for your study. Report by This option lets you choose from where (primary or secondary division) you want the statistics to be gathered. Show subsystem (or other secondary division) detail Select this option if you want to include worksheet information for the subsystems.



Generating Reports 10-353



10



Include blanks Select this option if you want the report to include a column that contains blank spaces.



Status Chart Options A status chart report asks you to specify the following options: Include empty primary and secondary divisions A report normally excludes items that do not have any text in their worksheets. If you select this option, the report includes empty worksheets. This option’s name varies, depending on the primary and secondary divisions you selected for your study. Report by: This option lets you specify if the report is organized by the primary or secondary division. Show subsystem (or other secondary division) detail This option lets you include information on secondary divisions in the report. This option’s name varies, depending on the primary and secondary divisions you selected for your study. Pending answers This item prompts you to supply the values used in the A column for Pending answers (which can be any text you wish). Click the browse button to access the Quick Entry list of values used for Pending answers. Separate multiple values with a comma. Include answered questions This prompt lets you calculate the percentage of answers that are blank. You must enter a value in the Yes and Pending fields to generate this part of the report. If you don’t choose this option, the calculations include only the Yes and Pending answers of all answered questions. By selecting this option, the calculations include unanswered questions, which changes the percentage of Yes and Pending answers. Calculate percentage based on weights Status chart reports can also reflect the weight you've assigned to each question. If you select this option, the status chart shows the percentage completed based on weight. If you don't select this option, the report is based on the total number of questions in the worksheet. Weight value for unweighted questions This option appears only if you select the previous prompt and lets you assign a temporary weight to any worksheet question that doesn't have a weight value. Generating Reports 10-354



10



Classification Options



10



A classification report asks you to specify the following options: Print worksheet entry notes Select this option to print worksheet entry notes in the report. You can also complete an analysis on these types of user-entered columns. Attribute column This option lets you select which column you want to base a report on.



Protocol Options A protocol report asks you to specify the following option: Print worksheet entry notes Select this option to print worksheet entry notes in the report.



Generating Reports 10-355



Selecting Report Columns 10 When you are preparing to generate a report, all the worksheet columns are available to be printed. This section provides instructions for changing the column selections for reports (which apply to the Worksheet, Information Needs, Action Items, Individual Information Needs, Individual Action Items, Classification, Protocol and User reports). It also gives you steps for generating a report that contains current display columns and for changing the column width of your report. Follow these steps: 1.



Click the Columns tab in the Reports dialog box. The Columns page of the dialog box appears:



Columns to be included in the report are identified by a check mark. To see all of the available columns, click the Show all columns radio button. To see only those columns included in the report, click Show included columns. 2.



If you want a column to appear in the report, select the column name and click Include. If you want to remove a column from a report, select the column name and click Exclude. You can also click the check box next to the column name. A column that has been included is preceded by a check mark. Generating Reports 10-356



You can select a single entry or multiple entries. To select multiple, contiguous items, click and drag. To select multiple, noncontiguous entries, press CTRL and click. NOTE: These changes affect only the printed report, and do not affect the display of worksheet columns. The Total width for the included columns is displayed under the Columns list box. The Maximum report width lists the width that will fit on a printed page (according to your page and print setup). 3.



To change the width of a column, select the column name and click Width, then type in the new column width. The total width includes any extra space needed between columns. or Select the column name and use the - or + buttons to decrease or increase the column’s width by 0.05” increments.



4.



In the Width dialog box, type a new width for the column and click OK.



5.



If you want to the columns to fill the report page, select the Scale columns to fill page check box. This will show the width of each column in inches.



6.



If you want to show the ratio of each column to the total width, select Show percentages.



7.



If you want to restore the default column settings for the report, click the Defaults button. NOTE: If you restore the default report column settings, your settings will be permanently overwritten.



8.



When you have finished modifying the columns, click Print, Preview or go to another page of the Report dialog box.



PHAWorks also makes it easy to generate a report that contains the current display columns. Follow these steps: 1.



Access the Reports dialog box for the project that requires a report, and choose the report type you want to generate.



2.



Click on the Columns tab. The Columns page appears.



Generating Reports 10-357



10



3.



If you want the report to use the same column configuration you used while working in the spreadsheet, select the Use current display columns check box. NOTE: If you select this option, you cannot change the column widths or percentages.



4.



Continue selecting options for your report, or click Print or Preview to begin generating the report.



You may wish to resize columns so that the selected columns better fill the printed page. Changing column widths has no effect on HTML reports. A PDF report, on the other hand, displays the columns exactly as you configure them in the Columns page.



Generating Reports 10-358



10



Selecting Report Banner Contents 10 For some report types, you can select how much of the banner you want to appear on the generated report. These instructions apply to the Worksheet, Information Needs, Action Items, Individual Information Needs, Individual Action Items and User reports. To select banner contents, follow these steps: 1.



In the Reports dialog box, click the Banner tab. The Banner page of the dialog box appears:



2.



Select the banner items you want to appear in the report. Descriptions of most of these settings appear earlier in this chapter (see Understanding Report Options). There are two Global Settings: you can also select, however.



3.



If you want report banner labels to appear in all capital letters, select the Use upper-case labels option.



4.



You may also select the option to have all drawings listed on a single line in the report banner. If you select this option, a semicolon (;) is used as the default separator between drawings. You can change the separator, however, by selecting Combine drawings with this between them, then entering the separator you want to use. Generating Reports 10-359



Setting Up Report Filters 10 Filters allow you to limit the content of a report by selecting worksheet data with certain values or ranges of values. For example, you can specify that only systems within a ange be included in the report. If you specify two filters (for example, Nodes 1 through 10 and the parameter Flow), items must match both filters to be included in the report. Filter criteria can be set up independently for each report type. This section describes how to add, edit and delete filters.



Adding Filters To add filters to your report, follow these steps: 1.



In the Reports dialog box, select the report type you want to generate.



2.



Choose the Filters tab. The Filters page of the dialog box appears:



3.



Click Add. The Choose Filter Field dialog box appears:



Generating Reports 10-360



10



4.



Select a field and click OK. Depending on whether the field you selected is a numeric, text or date field, another dialog box prompts you to specify the filter values and options.



5.



Select the Operator and type the values you wish to use. The sections entitled Selecting Numeric Field Values, Selecting Text Field Values and Selecting Date Field Values provide more information on how to specify information in these dialog boxes.



6.



Click OK to accept the changes and return to the Filters page of the dialog box. The Filters page displays the new filter added to the list box. Make sure the Use Filters check box is selected. If you wish to disable the filters, make sure the Use Filters check box is not selected. This feature lets you disable filters without deleting them. Repeat the steps 3 through 6 to continue adding filters, if needed.



7.



Click Print to generate the report and save the settings for a future report. Clicking Close also saves the settings.



Selecting Numeric Filter Values If the field you select in the Choose Filter Field dialog box is a numeric field, this dialog box appears:



Generating Reports 10-361



This dialog box lets you select an operator to use in the filtering statement. Your choices are: Equal, Less or equal, Greater or equal and Between or equal. In the Value field, enter a filter value or values.



Selecting Text Filter Values If the field you select in the Choose Filter Field dialog box is a text field, this dialog box appears:



This dialog box lets you select an operator to use in the filtering statement. Your choices are: Is (matches the text string exactly), Contains (the text string makes up a portion of the text field), Is not (text that does not match the text string) and Does not contain (text that does not contain the text string). Enter a filter value into the Values field. If you’re using more than one value, separate each value with a comma. If the filter value includes a comma, leading space or trailing space, enclose the value in quotation marks (for example, “Columbus, Ohio”). NOTE: If you have created a quick entry list for a worksheet column, you can access that list by pressing CTRL+E or clicking the browse button from the Values field. This dialog box also contains two check boxes. The first check box lets you specify if you want the filter to be case sensitive (checks for upperand lowercase letters). If the filter is case sensitive, then all items must exactly match the entered value to be included in the report. The second check box lets you include items in the report if the selected field is blank (for some fields).



Generating Reports 10-362



10



Selecting Date Filter Values If the field you select in the Choose Filter Field dialog box is a date field, this dialog box appears:



This dialog box lets you select an operator to use in the filtering statement. Your choices are: Is, On or before, On or after, and On or between. Enter a filter date (or dates) in the Date field. (Make sure it is a valid date.) This dialog box also contains a check box that specifies if you want to include items in the report if the selected field is blank.



Disabling Filters To generate a report without filtering data, you can disable the currently specified filters without deleting them. Follow these steps: 1.



In the Reports dialog box, select the report type whose filters you want to disable.



2.



Choose the Filters tab. The Filters page of the dialog box appears. The Use filters option is selected as the default setting.



3.



Click (uncheck) the Use filters check box to disable filtering.



4.



Click OK.



Generating Reports 10-363



10



Editing the Filter List



10



To edit the list of filters, follow these steps: 1.



In the Reports dialog box, select the report type to be edited.



2.



Choose the Filters button. The Report Filters dialog box appears.



3.



Select the filter you wish to edit.



4.



Click Edit. Depending on whether the filter you selected is a numeric, text or date field, a filter dialog box appears that allows you to edit the operator value.



5.



Make the desired changes.



6.



Click OK. The Report Filters dialog box displays the revisions to the filter.



7.



Click OK to close the Report Filters dialog box.



Deleting Filters To delete filters, follow these steps: 1.



In the Reports dialog box, select the report type you want to edit.



2.



Choose the Filters tab. The Filters page of the dialog box appears.



3.



Select the filter you want to delete.



4.



Choose Delete. A dialog box appears, asking you to confirm the deletion.



5.



Press ENTER or click Yes.



6.



Choose Print to generate the report and save the settings for a future report. Choosing Close also saves the settings.



Generating Reports 10-364



Previewing a Report 10 You can preview a report before printing it. Follow these steps: 1.



Access the Reports dialog box.



2.



Choose a report type and make any modifications to the report options or filters.



3.



Click Preview. The report preview window appears:



Along the top of the window, a toolbar lists the preview pages in this format: page X of XX (where X is the current page and XX is the final page in the previewed page range). You can use this box to access a specific page by typing the number of the page you want to go. You can also scroll through the pages until you arrive at the correct one.



Generating Reports 10-365



The buttons along the top of the window are defined as follows: Button



Definition



Print



Prints the report.



Next Page



Goes to the next page in the report.



Prev Page



Goes to the previous page in the report.



Two Page



Shows two pages at a time.



10



Zoom In/Out Enlarges the report in the preview window or makes it smaller. X of XX



Identifies the current page from the total number of pages.



Close



Closes the preview window and returns to the Reports dialog box.



Help



Opens context-sensitive help.



4.



The mouse cursor (shaped like a magnifying glass) allows you to enlarge or reduce the document in the preview window. To enlarge or reduce the report, click the left mouse button. (Every click of the left mouse button cycles through the preview sizes.)



5.



To print the report, click Print.



6.



To leave the preview window and return to the Reports dialog box, click Close.



In PHAWorks 5, the report preview opens inside its own window, so that you can access other items while previewing. While viewing the report preview, use the scroll bars to move around each page of the report. You can also use the vertical scroll bar to move up and down through multiple pages of the report.



Generating Reports 10-366



Appendix A – PHAWorks Viewer The PHAWorks Viewer is a separate program that is shipped with PHAWorks. This program allows you to view, but not edit, any PHAWorks project. With this program, you can view data, review projects and use other features that don’t alter any of the project information. This way, after a project is completed, anyone in the company can study and print out the data, etc., but not change it. Using the Viewer program is much like using PHAWorks itself. For instance: To open a project to view or review, go to the File menu and select Open Project. When the Open Project dialog box appears, select a project to view and click Open. The selected study opens and can now be reviewed. To print a project in the Viewer program, go to the File menu and select Print or press F2. When the Print Worksheet dialog box appears, you have the options, just as in PHAWorks, of printing worksheet entry notes, previewing the pages before printing them and altering the page setup. Make your selections, then click the Print button. You can make formatting changes to a worksheet in the Viewer program (such as increasing or decreasing column width, or changing the font size in dialog boxes), but you cannot change any data in the worksheet.



PHAWorks Viewer Program A-367



A



Appendix B – Glossary



B



A Action item An item identified during a study that requires follow-up; it is entered in the RECOMMENDATIONS column of the worksheet. Action Items Report This report contains action items from the RECOMMENDATIONS column, and the related entries from the other worksheet columns. The format is similar to a Worksheet report. See also Individual Action Items Report. Analysis Tools A utility in PHAWorks that provides resource information that may be of use in conducting a study. Asterisk (*) Indicates an Information Need when it is the first character in an entry in the RECOMMENDATIONS column. Also indicates a User Report item when one, two, or three asterisks are entered in the BY column. B Banner The banner is the top several lines of the PHAWorks worksheet window. The contents of the banner depend, in part, on the type of study. For example, a complete banner for a traditional HAZOP includes the session number and date, revision number and date, node, parameter, components, drawings and intentions. "■ Boxes (" ■) A solid box in a list marks nodes, parameters, steps, systems, etc. that contains information in a worksheet. An open box indicates a parameter that has been applied to a node but contains no worksheet data. BY Column This column allows you to designate the parties responsible for items in the RECOMMENDATIONS column. You can use initials or abbreviations to designate individuals or departments. C CAT Column This column defines a category. There is a CAT column for causes, consequences, safeguards and recommendations. Generally, you Glossary B-368



type an abbreviation for the category in the CAT column. For example, in the CAT column for RECOMMENDATIONS, you could type H for Hardware item or P for Procedural item.



B



Causes Possible causes of the deviation determined by the hazard analysis team to be realistic. CAUSES Column This column shows the possible causes (the means by which the deviation could occur). Chemicals In the Project Identification dialog box, this field identifies the chemicals used by the facility whose process is being studied. Classification Report A Classification Report uses the Individual Action Items/Individual Information Needs report format, but allows you to select which column you want to base the report on. You can, for instance, base a report on the CAT, By, Priority, Status, Date or S/L/ R column, or even on a custom column you’ve created. Clipboard A temporary storage area used for copying or moving data. Colon (:) When entered at the beginning of a entry, the entry is not automatically numbered; when used in the RECOMMENDATIONS column, the entry is not treated as an action item during report generation. Column A vertical section of text on a window or page. The PHAWorks spreadsheet worksheet is divided into columns. See also Worksheet columns. COMMENTS Column A column in the PHAWorks worksheet intended for follow-up review comments in response to items in the RECOMMENDATIONS column. Component Hardware identified as being part of a node (for example, valve, line or pipe). Consequences The effect if a deviation occurs. The consequences may vary depending on the cause.



Glossary B-369



CONSEQUENCES Column Use this column to record the potential effects of the hazard on people, property and the environment.



B



Cost analysis A feature that allows you to estimate the amount of time and cost involved for conducting a particular HAZOP study. Control-menu box For Windows 3.1, the Control-menu box is in the upper-left corner of each window. Click this box to open the Control menu (for more information, refer to your Windows documentation). This menu is useful for moving, sizing and closing a window. Double-click the Control-menu box to close a window. D Date Field Filter A report filter for a date field requires that you type dates using the following operators: Is, On or before, On or after, On or between. You can also choose Include when field is blank, which means that report will also include those items in the worksheet that do not have an assigned date. Default The initial value in a field or initial program settings. Design intention How the facility or a particular node or element of a facility is expected to operate under normal conditions (in the absence of deviations). Deviation A departure from the design intention. DEVIATION Column This column shows the deviation from the parameter intent. ✦✧ Diamond (✦ ✧) A solid diamond indicates a report type in the Reports dialog box. An open diamond indicates a user-created report type in the Reports dialog box. Directory An index of files on a disk. Drawing number The reference number of a figure used during an analysis.



Glossary B-370



E



B



Edit mode The mode of operation of PHAWorks in which information can be entered or changed. See also View mode. END Column Columns in the worksheet where dates relevant to the planned end of recommendations or follow-up items can be recorded. Entry In the PHAWorks worksheet, an item or paragraph in a worksheet column. Execution authority Authority files in a copy protection scheme. In order to run the program, the execution authority files must be present. F Facility The name of the site for which the study is performed. File location The combination of a disk drive and directory that gives the location of a file or group of files; for example, C:\PHAWORKS. FMEA An abbreviation for the Failure Mode and Effects Analysis study technique. G General parameter A type of parameter often involving some type of activity (for example, maintenance, testing and safety). See also Specific parameter. Guidewords Simple words or phrases used to qualify or quantify intention and associated parameters in order to discover deviation. Guideword/parameter combination The application of a guideword to a parameter to generate a deviation. GW (Guideword) Column This column shows the guideword that is being applied to the selected parameter.



Glossary B-371



H



B



Hard return A line break, inserted by pressing CTRL+ENTER, within a paragraph. They are called hard returns because their position does not change, unlike text wrapped automatically by PHAWorks. Hazard The potential for harm or damage to personnel, equipment, or the environment. HAZARD Column A column in a worksheet that allows you to record potential hazards. Hazard scenario The sequence of events that causes a hazard to occur. I Individual Action Items Report An Individual Action Items report contains only those items specified in the RECOMMENDATIONS column that are assigned to an individual or a department, as indicated in the BY column. See also Action Items Report. Individual Information Needs Report An individual information needs report contains only those items that are assigned to an individual or a department, as indicated in the BY column. See also Information Needs Report. Information need An item recorded in the RECOMMENDATIONS column of the worksheet that documents the need for additional information. It is specified by typing an asterisk (*) as the first character of an entry. Information needed for Revalidation Protocol The questions in this protocol concern the results of the previous PHA and the actions taken on its results since its completion. Information Needs Report This report contains items from the RECOMMENDATIONS column that are identified as information needs, and the related entries from the other worksheet columns. Information needs are indicated in the worksheet by typing an asterisk (*) as the first character in the RECOMMENDATIONS entry. See also Individual Information Needs Report. Intention See Design Intention.



Glossary B-372



K



B



Key disk The distribution diskette that must be in the diskette drive before a copy-protected program will run. L L (Likelihood) Column This column expresses the likelihood of the consequence scenario, based on the agreed-upon definitions for the study. There are two L columns: one for the likelihood of the consequence, and one for the likelihood of consequences after the recommendations have been implemented. Library A feature in PHAWorks that allows you to enter and store reference information useful for conducting and/or documenting studies. Likelihood The probability or frequency of occurrence of a hazard scenario. Location The geographic location of the facility for which the study is being performed. M Maximize and minimize buttons Click the maximize button to enlarge the active window to fill the entire desktop. Click the minimize button to reduce the window to an icon. Message window A window that contains error messages, informational messages or warnings. N Node A location on a process diagram (usually P&IDs or PFDs) at which process parameters are investigated for deviations from the design intent. Nodes are therefore points where the process parameters have an identified design intent. Nodes are usually pipe sections or vessels. In a procedural study, the steps in a procedure essentially become the equivalent of a node. Node intention Defines how the process is expected to operate in each node. The node intention will be used to determine relevant parameters for the process at that node.



Glossary B-373



Node number A number that PHAWorks assigns to every node entered in order to uniquely identify it. Node numbers may change as a result of deletions and insertions.



B



Node reference Referring to nodes throughout the worksheet by node numbers. Node number references must follow specific conventions in order to be recognized by PHAWorks. Numeric Field Filter A report filter for a numeric field requires that you type a number or range of numbers using the following operators: Equal, less or equal, greater or equal, between or equal. O Objectives In the Project Identification dialog box, this field specifies the types of hazards to be treated, such as toxic releases, fires and explosions, and the classes of consequences to be considered, such as effects on people and potential impact upon property and the environment. Outline Format This export format allows you to take results from HAZWARE Process Hazard Analysis (PHA) projects and extract data associated with the project. The outline format shows the hierarchical relationships of data. This hierarchy depends on the column relationships set up in the PHA project. Every successive level in the hierarchy is indented with a single tab. P P (Priority) Column This column is used for designating the priorities of recommendations. You can devise any coding scheme that is meaningful to you. For example, U for Urgent, M for Medium and so on. Only one priority code can be entered for each recommendation. Parameter An aspect of the process’ intended function that describes it physically, chemically or in terms of what is happening. Parameter intention The parameter intention describes the normal, safe and operable range that the process is expected to operate within at this node under the study operating conditions. See also General parameter and Specific parameter. For procedural studies, the parameter intention is often a verb (for example, open) or action-type phrase and can be described quanGlossary B-374



titatively (for example, open 100%) or qualitatively (for example, open slowly).



B



Password An alphanumeric code that must be provided to the program before the user is permitted to view or edit certain information; used to restrict such activities to authorized individuals. The use of passwords in PHAWorks is optional. Procedural study A formal review of written procedures. Process In the Project Identification dialog box, this field identifies the process being studied. Program directory The directory that contains the PHAWorks program and related files. Project An analysis for a particular facility; also refers to the file generated by PHAWorks for a particular study. Projection pad An electronic device that connects to a personal computer as a display device and, in association with a transmissive overhead projector, displays the image from the personal computer onto a screen. Protocol A list of questions whose answers are stored in a database to provide a record of the conditions under which the study was conducted. Completing protocols in PHAWorks is optional, but recommended. PSI (Process Safety Information) Protocol A protocol designed to help determine whether all the safety information necessary to complete the study has been assembled. Purpose In the Project Identification dialog box, this field identifies the motivation of the study. For example, the purpose might be to respond to government regulations, comply with company policy, respond to an incident or to help allay public concern. Q Quick Access A PHAWorks feature that allows you to quickly locate and move to information in a worksheet.



Glossary B-375



R



B



R (Risk) Column The entry in this column is automatically generated by PHAWorks, based on the values in the S and L columns. The risk is determined from a risk matrix, or grid, that assigns a risk ranking to each combination of severity and likelihood. There are two R columns: one for the risk of the consequences, and one for the risk of consequences after the recommended action has been implemented. Ranking See Risk Ranking. Recommendations Activities identified during a study for follow-up and possible implementation. Recommendations are often categorized as either Action Items or Information Needs. RECOMMENDATIONS Column This column can be used for several types of items. Examples include recommendations for corrective actions in the facility, checklists of needed information, references to other items in the worksheet and general comments about the study. Record Format Export format that allows you to take results from HAZWARE Process Hazard Analysis (PHA) projects and extract data associated with a recommendation. In this format, the data is in a list in order of the columns in the source project. Regulatory Requirements for Revalidation Protocol A protocol designed to help determine whether a previously conducted PHA met all the applicable regulatory requirements Relevance Denotes guidewords that are displayed for a particular parameter based on whether they are considered to develop a meaningful deviation when applied to that parameter. REMARKS Column This column in the worksheet is used for entering any information that you wish to enter separately from the other columns. This information is associated with the RECOMMENDATIONS column. Any number of remarks can be entered for each recommendation. Remedial action An action item specifying a corrective action. Revision number A number that can be associated with edited versions of a worksheet. Glossary B-376



Risk A qualitative measure of the relative hazard (or significance of an operability issue) of a scenario. Risk is a combination of the severity and likelihood of the scenario. The risk is often used to help prioritize recommendations.



B



Risk grid A matrix showing the values of risk assigned to the various combinations of severity and likelihood values. Risk Ranking The estimate of risk based on severity and likelihood, to provide an ordering by risk. S S (Severity) Column There are two severity columns: one that refers to the expected severity of a consequence, and usually represents the worst-case scenario, and one that refers to the expected severity of a consequence after the recommendations have been implemented. The value of the severity is determined according to definitions established by the study team. Safeguards Protective features or measures to guard against or prevent hazardous conditions from arising, or to mitigate their consequences. SAFEGUARDS Column Use this column to enter measures taken to prevent or mitigate the risk of accidents. For example, pressure relief, preventative maintenance, deluge nodes and emergency response plans are safeguards for a node. These can be safeguards against CAUSES or CONSEQUENCES, depending on how you set the column relationships. Sage A technical assistance utility, providing a database of causes for deviations for a variety of common components. Scope In the Project Identification dialog box, this field identifies the boundaries of the study and critical interfaces to other systems. There should also be a description of the relevant external events. Scroll bar Scroll bars enable you to move through a document or list when the entire document or list does not fit in the window or the allotted space. Click the scroll arrows with the mouse to move through the list or text one line at a time.



Glossary B-377



Session The part of a study conducted in one meeting.



B



Session number A unique number assigned to each session by PHAWorks. Session Report This report contains the information from one or more of the Sessions. Severity For a particular hazard scenario, the degree to which personnel, property or the environment may be adversely affected. Shortcut key A keystroke combination that provides a shortcut to various tasks (such as choosing menu commands). Keyboard shortcuts commonly combine CTRL and ALT keys with another key. For example, CTRL+C copies currently selected item(s) to the clipboard. ALT+A adds an item to a list. Specific parameter A type of parameter that describes a physical aspect of a facility (for example: flow, temperature and pressure). See also General Parameter. START column Columns in the worksheet where dates relevant to the planned start of recommendations or follow-up items can be recorded. Statistical Report This report is a compilation of information on severity or risk values assigned in the worksheet. Status columns Columns in the worksheet where the status of items can be recorded. Column X records the recommendation status, and column Y records the follow-up status. Status line This is the line at the bottom of the PHAWorks window and contains messages and instructions about the current function or command. Step A division of a procedure at which the parameters are investigated for deviations from the intent. Depending upon the format of the procedure, each step or action in the procedure essentially becomes the equivalent of a node.



Glossary B-378



Step intention Describes what is intended to be accomplished at this step in the procedure. The step intention is used to determine relevant parameters for the process at the step.



B



Subsystem A formal part of a system structure. System A formal part of a facility. T Technical requirements for Revalidation Protocol This protocol helps determine whether all technical elements of a previously conducted PHA were properly addressed. Text Field Filter A report filter for a text field requires that you type words or phrases using the following operators: Is, is not, contains or does not contain. You can also choose Include when field is blank, which means that report will also include those items in the worksheet that do not have an assigned value, or Case sensitive compares, which means that the report will include those items that match the case of the text you’ve typed. Text file A file containing only characters that can be read without the use of a specific program. Title bar The title bar shows the name of the application, project, Library topic, Analysis Tools topic, window or dialog box. If more than one window is open, the title bar for the active window (the one in which you are working) has a color or intensity different from other title bars. Traditional HAZOP study A formal review of a facility to identify potentially hazardous events or operability problems. Tutorial A feature in PHAWorks that provides technical assistance in conducting HAZOP and “What If” studies. U User Report This report contains items from the RECOMMENDATIONS columns, and the related information from other worksheet columns. Only items with one or more asterisks (*, ** or ***) in the BY column are included. The format is similar to a Worksheet report. Glossary B-379



V



B



View mode A mode of operation that permits the user to view information without making changes to that information. See also Edit mode. W Wildcard The asterisk (*) and question mark (?) characters used in a filename to represent one or more characters. The * represents from one to eight characters. The ? represents a single character. Worksheet The form in which study results are recorded. PHAWorks provides two worksheet formats for editing information (Spreadsheet and Datasheet) and a worksheet format for reviewing or navigating within worksheet information (Tree). Worksheet columns The various columns of information that make up the project worksheet. Worksheet Report This report contains the project data in a form similar to the spreadsheet worksheet format. Worksheet revision A revision of a worksheet is, in effect, a snapshot of that worksheet at a given time. Creating and comparing revisions of a worksheet documents the history of a project, providing information about how a project has changed over time. Worksheet Summary Report This is a summary of the nodes and parameters, steps and parameters, or systems and subsystems for a project, or a summary of drawings and the items associated with them. X X (Recommendation status) Column This column is used to designate the status of recommendations. As with the Y (Follow up status) column, you can use a code to designate status. For example, C for Complete, P for Pending and so on. Only one status code can be entered for each recommendation. Y Y (Follow-up status) Column This column is used to designate the status of follow-up items. As with the X (Recommendation status) column, you can use a code to designate status. For example, C for Complete, P for Pending Glossary B-380



and so on. Only one status code can be entered for each item in the COMMENTS column.



B



Glossary B-381



Appendix C – Definitions of Risk and Severity Prioritization Factors Assuming that severity level 1 is associated with the highest severity, then the SPF is computed as follows: Given:



i



= a specific severity level



m = the severity level associated with the lowest severity Si



= the severity value associated with severity level i (typically, Si = i)



Sm = the severity value associated with the lowest severity (typically, Sm = m) ni



= the number of occurrences of the ith severity value m



Then:



SPF =



[ ((S Σ i=1



m



+ 1) – Si ) * ni ]



However, if you define severity level 1 as the level with the lowest severity, the SPF is computed as follows: Given:



m = the severity level associated with the highest severity



Then:



SPF =



m



[S * n] Σ i=1 i



i



Formal Definitions of Risk and Severity Prioritization Factors C-382



C



Assuming that risk level 1 is associated with the highest risk, then the RPF is computed as follows: Given:



i



= a specific risk level



m = the risk level associated with the lowest risk Ri = the risk value associated with risk level i (typically, Ri = i) Rm = the risk value associated with the lowest risk (typically, Rm = m) n i = the number of occurrences of the ith risk value m



Then:



RPF =



[ ((R Σ i=1



m



+ 1) – Ri ) * ni ]



As with calculations of the SPF values, if you define risk level 1 to be the level with the lowest risk, then the RPF is calculated as follows: Given:



m = the risk level associated with the highest risk



Then:



RPF =



m



[R * n] Σ i=1 i



i



Example Calculations: The following example assumes the highest severity, likelihood, and risk are assigned level 1, and the risk grid looks as follows:



SEVERITY L I K E L I H O O D



1



2



3



4



1



1



2



3



4



2



2



3



4



6



3



3



4



5



7



4



4



6



7



8



Formal Definitions of Risk and Severity Prioritization Factors C-383



C



For two hazard scenarios, the consequences and associated S, L, and R values are as follows: Hazard scenario 1



Consequence 1 Consequence 2



S 2 4



L 4 3



R 6 7



Consequence 3 Consequence 4 Consequence 5



3 2 1



2 4 4



4 6 4



Hazard scenario 2



Consequence 1 Consequence 2 Consequence 3 Consequence 4



S 3 4 3 2



L 2 2 1 3



R 4 6 3 4



Consequence 5



3



1



3



The SPF for hazard scenario 1 would be calculated as follows: i m S1 S2 S3 S4



= 1 to 4 =4 =1 =2 =3 =4



n1 n2 n3 n4



=1 =2 =1 =1



SPF



= (4 + 1 - 1) * 1 + (4 + 1 - 2) * 2 + (4 + 1 - 3) * 1 + (4 + 1 - 4) * 1



SPF



= 13



Similarly, the SPF value for the second hazard scenario is calculated to be 10. In comparing the two calculated SPF values, you see that the SPF value for hazard scenario 1 is slightly greater than that for hazard scenario 2. This is to say that, in the study group's opinion, the consequences of hazard scenario 1 would be more severe than those related to the second scenario.



Formal Definitions of Risk and Severity Prioritization Factors C-384



C



The RPF for hazard scenario 1 would be calculated as follows: i m R1 R2 R3 R4 R5 R6 R7 R8



= 1 to 8 =8 =1 =2 =3 =4 =5 =6 =7 =8



C n1 n2 n3 n4 n5 n6 n7 n8



=0 =0 =0 =2 =0 =2 =1 =0



RPF = (8 + 1 - 4) * 2 + (8 + 1 - 6) * 2 + (8 + 1 - 7) * 1 RPF = 18 The RPF value for the second hazard scenario is equal to 25.



In comparing the two RPF values, one sees that the RPF value for hazard scenario 2 is greater than that for hazard scenario 1. This is the say that, in the study group's opinion, the risk of hazard scenario 2 is higher than that of scenario 1. Confusion may arise in looking at both the SPF and RPF values. Since the SPF value for scenario 1 was larger than that for scenario 2, someone may believe that the RPF values will also follow a similar trend. As was illustrated in the previous example, this is not the case. Since risk is determined through a combination of severity and likelihood, the values calculated in the example illustrate that the consequences of scenario 1 are more severe than scenario 2, but the risk of the consequences of scenario 2 are greater than scenario 1 because the consequences of scenario 2 are more likely to occur than those in scenario 1.



Formal Definitions of Risk and Severity Prioritization Factors C-385



Index Symbols .CPW .FPW .HPW .LPW .PPW .PWA .RPW .SPW .WPW



2-48 2-48 2-48 2-48 2-48 2-48 2-48 2-48 2-48



A About Dialog Box 4-153 Accelerators 1-34, 4-130, 9-330 Primary Key 9-330 Secondary Key 9-331 Action Items Report 10-334 Analysis Tools 9-291 Opening 9-291 Printing 9-293 Selecting Text 9-293 Archive Information 3-82, 3-90 asterisk 4-134 Automatic Numbering. See Column Numbering B Backing Up Projects 4-147 Timed Automatic Backup 4-147 Banner 7-212 Access Worksheet Lists 7-213 Combining Drawings with Separators 7-216 Converting Banner Labels to Uppercase 7-215 Hiding 7-213 Hiding Banner Fields 7-215 Moving Between Banner and Worksheet 7-212 Renaming Banner Fields 7-215 Zooming In 7-214 Zooming Out 7-214 Banner Configuration 2-75, 3-110, 6-193 Changing Banner Names 6-194 Bookmarks 4-128 Adding 4-128 Index 386



Deleting 4-129 Moving Between



4-129



C Categories 2-72, 3-108, 7-207. See also Dialog Boxes Change Worksheet Format 6-178. See also Worksheet Formats Choosing Worksheet Information. See Proceeding to the Worksheet Classification Report 10-336 Close All 4-154 Closing Projects 4-154 Close All 4-154 Closing Windows 4-154 Close All 4-154 Column Configuration 1-27, 2-52, 3-93, 6-182. See also Column Numbering Adding Columns 2-55, 6-186 Changing Column Names 6-183 Changing Column Relationships 2-54, 6-191 Changing Column Widths 6-182 Deleting Columns 2-58, 6-189 Moving Columns 2-53, 6-190 REF# 1-27 Column Numbering 1-28, 6-184, 8-281. See also Column Configuration Enabling References 8-282 Column Relationships 3-95, 6-191. See also Column Configuration Components 7-207, 9-298. See also Dialog Boxes; Sage Configuration Data 1-36 Contacting Primatech 23, 1-42, 4-153 Converting Projects 4-149 Converting a DOS-Based Project File 4-152 Converting an Older PHAWorks Project File 4-150 Copying Information from Another Project 2-78, 3-112, 8-285 Copyright 2 D Data. See Worksheet Data Data Locations 1-37 Data Stored at the User Level 1-38 Data Stored in a Worksheet 1-39 Data Stored with a Project 1-38 Data Stored with the Program Information 1-37 Datasheet Format 4-124, 5-164, 6-178 Deviations 7-207. See also Dialog Boxes Dialog Box Tips 4-118 Dialog Boxes 7-207 Adding a New Item 7-208 Copying an Item 7-210 Deleting an Item 7-208



Index 387



Duplicating an Item 7-209 Moving an Item 7-210 Pasting an Item 7-210 Renaming an Item 7-208 Display Setup 6-201 Background Colors 6-204 Fonts 6-203 Text Colors 6-204 Documents 7-207. See also Dialog Boxes. See Drawings Drawings 1-31, 2-66, 3-102, 7-207. See also Dialog Boxes E Enter Data Method 3-87 Entry Notes 7-225 Adding 7-225 Editing 7-226 Viewing 7-225 Entry Numbering. See Column Numbering Exporting Project Data 1-31, 8-277 Comma delimited 8-277 Filters 8-279 Options 8-278 Outline 8-277 Record list 8-277 F File Maintenance 1-35, 9-315 Copying Project Files 9-315 Deleting Project Files 9-317 Moving Project Files 9-316 Renaming Project Files 9-317 Find 1-31, 7-221, 8-259 Font Attributes 4-142 Reformatting Text 4-142 Font Size in Dialog Boxes 1-31, 4-143, 6-195 Format Text 1-32, 4-142, 7-223 Function Keys 4-133 G Guidewords 7-207. See also Dialog Boxes H HAZOP Cost Analysis 9-306 Help 23, 1-42, 4-153 Hiding Columns in a View 6-185 HTML and PDF Reports 10-338 HTML Reports 10-338 Index 388



Hyperlinks 1-33, 7-249 Creating Hyperlinks 7-249 Deleting Hyperlinks from a List 7-251 Deleting Hyperlinks from a Worksheet 7-254 Editing Hyperlinks in a List 7-251 Editing Hyperlinks in a Worksheet 7-253 Inserting Hyperlinks into a Worksheet 7-252 Running Hyperlinks from a List 7-251 Running Hyperlinks from a Worksheet 7-253 I Individual Action Items Report 10-335 Individual Information Needs Report 10-335 information need 4-134 asterisk 4-134 Information Needs Report 10-334 Initial PHA 2-45 Installing PHAWorks 1-40 Network Installation (Network Key) 1-41 Stand-Alone Installation (Floppy Key) 1-40 Stand-Alone Installation (Hard Disk Key) 1-40 K Keyboard Shortcuts 4-130 Accelerators 4-130 Control Key Combinations 4-131 Cursor Control Keys 4-130 Function Keys 4-133 L Library 7-207, 9-307. See also Dialog Boxes Accessing 9-307 Editing 9-309 Exporting 9-311 Importing Text 9-310 Opening 9-308 Passwords 9-312 Changing 9-313 Disabling 9-314 Enabling 9-312 Printing 9-310 Likelihood pop-up legend 5-165 Lists (Dialog Boxes). See Dialog Boxes Locations 4-137 M Master Team List



9-319 Index 389



Accessing 9-319 Adding Team Member Names 9-320 Copy 9-321 Copying Team Member Names to the Project Team 9-322 Cut 9-321 Delete 9-321 Details 9-321 Duplicate 9-321 Merge 9-321 Passwords 9-322 Changing 9-324 Disabling 9-325 Enabling 9-323 Paste 9-321 Print 9-321 Menu Additions 1-36 Menu Changes 1-35 Modifying Worksheet Columns. See Column Configuration N Naming the New Project 2-47 PHA Project Method 2-47 Navigating 4-126 Bookmarks 4-128 Control Key Combinations 4-131 Cursor Control Keys 4-130 Function Keys 4-133 Jump Backward 4-126 Jump Forward 4-126 Quick Access 4-126 New Projects 5-156 New Worksheet Format 4-122. See also Worksheet Formats Nodes 2-72, 7-207. See also Dialog Boxes Parameters 3-109 Numbering (Columns). See Column Numbering Numbering (Dialogs) 1-29, 8-284 Numbering Worksheet Entries. See Column Numbering O Opening a Project 4-119 Opening a Worksheet. See Proceeding to the Worksheet Options 4-138 Accelerators 9-330 Backup 4-147 Display 6-201 Locations 4-137 Preferences 4-138



Index 390



Spell 9-326 Toolbar 6-197 P Page Setup 4-144 Parameters 3-109, 7-207. See also Dialog Boxes Passwords 8-256 Changing 8-257 Disabling 8-258 Enabling 8-256 PDF Reports 10-338 PHA Project Method 2-47 PHAWorks Files 1-43 PHAWorks Program Window 4-116 PHAWorks Viewer 1-27 Preface 17 Preferences 4-138 Check if Guideword Entries Are in Guideword Lists 4-140 Confirming Drag-and-drop in Dialog Boxes 4-140 Confirming the Change to Edit Mode 4-140 Displaying Dates Using the Long Format 4-139 Enabling the Protocols Prompter 4-140 Enabling the Severity and Likelihood Pop-up 4-139 Enabling the Show Entry Note Indicator 4-141 Printing Dates Using the Long Format 4-139 Saving a Project 4-140 Setting the Exit Verification Option 4-138 Setting the Maximum Number of Lines - Column Names 4-141 Setting the Overwrite Option 4-139 Showing Dialog Box Tips 4-140 Use Sage for Automatic Deviations 4-139 Presentation Conventions 22 Print Setup 4-144 Printing 4-144 Printing Dates Using the Long Format 4-139 Proceeding to the Worksheet 2-80, 3-114 Project Configuration 1-26, 2-50, 3-93 Automatic Prompt 2-50, 3-94 Breakdown of Study 2-51, 3-94 Drawing Relationship 2-51, 3-94 Use of Notes 2-51, 3-94 Using Check Marks 2-51, 3-95 Using Quick Entry Lists 2-51, 3-95 Project Identification 1-31, 2-61, 3-97, 8-260 Project Modifications 1-30 Project Notes 2-63, 3-99, 8-259 Project Risk Ranking. See Risk Ranking



Index 391



Project Task Center 2-60, 4-120 Project Information 2-60 Project Options 2-75 Project Team 2-64, 3-100, 8-267 Adding a Team Member 8-267 Copy 8-270 Cut 8-270 Delete 8-270 Deleting a Team Member Entry 8-269 Details 8-270 Duplicate 8-270 Editing Team Member Information 8-269 Master 8-270 Paste 8-270 Print 8-270 Project Type 2-46 Initial PHA 2-46 Revalidation PHA 2-46 Update PHA 2-46 Project Windows 4-122 Protocol Report 10-336 Protocols 2-59, 3-83, 3-92 Information needed for Revalidation 3-84 Process Safety Information (PSI) needed for PHA 3-83 Prompter 2-59, 4-140 Protocol List 2-59 Questions 3-84 Regulatory requirements for Revalidation 3-84 Technical Requirements for Revalidation 3-84 Worksheet 3-92 Q Quick Access 4-126, 5-167 Quick Copy 8-288 Quick Entry 5-168, 7-207, 7-227. See also Dialog Boxes Accessing Quick Entry Lists 7-228 Adding a Quick Entry Item to a List 7-230 Changing Location of the Global Quick Entry List 7-231 Configuring Quick Entry Lists 7-227 Deleting a Quick Entry Item from a List 7-230 Index 7-232 Adding a Section 7-234 Deleting a Section 7-234 Enabling an Index 7-232 Renaming a Section 7-235 Inserting Text from a Quick Entry List 7-229 Printing Quick Entry Lists 7-231



Index 392



Using Default Quick Entry Lists



7-229



R Recommendations 4-134 asterisk 4-134 Redo 1-27 REF# 1-27 References 7-236, 8-282. See also Column Numbering Accessing 7-238 Changing 7-237 Creating 7-236 Enabling Entry Referencing 8-284 Typing References Manually 7-238 Using Key Expressions 7-239 Using Separators 7-239 Replace 1-31, 7-222, 8-259 Replace/Redo Revalidation 3-85 Report Banner 10-359 Report Columns 10-356 Report Cover Page 10-346 Report Filters 10-360 Adding 10-360 Date Filter 10-363 Numeric Filter 10-361 Text Filter 10-362 Deleting 10-364 Disabling 10-363 Editing 10-364 Report Index 10-346 Report Layout 10-343 Report Options 10-349 Action Items Options 10-350 Classification Options 10-355 Information Needs Options 10-350 Protocol Options 10-355 Risk Statistical Options 10-352 Session Options 10-352 Statistical Options 10-353 Status Chart Options 10-354 User Options 10-350 Worksheet Options 10-349 Worksheet Summary Options 10-351 Report Page Setup 10-347 Report Preview 1-33, 5-174, 10-365 Report Types 10-334 Action Items 10-334 Classification 10-336



Index 393



Individual Action Items 10-335 Individual Information Needs 10-335 Information Needs 10-334 Protocol 10-336 Risk Statistical 10-335 Session 10-335 Statistical 10-335 Status Chart 10-336 User 10-335 Worksheet 10-334 Worksheet Summary 10-335 Reports 1-32, 5-172, 10-332 Generating 10-333 Reports (Custom) 10-336 Restart Worksheet Changes 7-248 Revalidating a PHAWorks Compatible Project 3-82 Revalidating Project Not Compatible with PHAWorks 3-87 Revalidation Method 3-88 Revalidation Project 3-85 Replace/Redo 3-85 Revise/Retrofit 3-85 Revise/Retrofit Revalidation 3-85 Revisions 1-29, 7-240 Comparing 7-243 Deleting 7-244 Editing the Revision Number 7-245 Revision List 7-240 Start New Revision 7-240 View in Current Window 7-242 View in New Window 7-242 Viewing 7-242 Revisions for All Worksheets 7-244. See also Revisions Risk Grid 8-275. See also Risk Ranking Risk Prioritization Factors C-382 Risk Ranking 1-34, 2-76, 3-111, 8-271, 8-274 Accessing 8-271 Editing the Severity and Likelihood Levels 8-274 Adding a Severity or Likelihood Level 8-274 Deleting a Severity or Likelihood Definition 8-275 Editing a Severity or Likelihood Level 8-275 Likelihood pop-up legend 5-165 Loading 8-273 Saving 8-273 Severity pop-up legend 5-165 Risk Statistical Report 10-335



Index 394



S Sage 7-207, 9-295. See also Dialog Boxes Accessing 9-297 Adding a New Component or Cause 9-298 Choosing Causes from Sage 9-295 Deleting a Component or Cause 9-299 Deviation List 9-301 Adding 9-302 Deleting 9-302 Editing 9-303 Duplicating Existing Components 9-299 Editing a Component or Cause 9-300 Finding Text in Sage 9-300 Passwords 9-304 Changing 9-305 Disabling 9-305 Enabling 9-304 Printing 9-301 Save 1-26, 4-140, 4-147 Save Project As 1-26 timed automatic backup 1-26 Save Project As 1-26 Saving Projects 4-147 Searching. See Find Select Column 7-218 Select Entry 7-218 Select Worksheet 7-218 Session Report 10-335 Sessions 2-68, 3-104, 8-262 Accessing 8-262 Adding 8-263 Changing Session Details 8-264 Changing the Current Session 8-264 Choosing 8-262 Deleting 8-264 Notes 8-266 Recording Team Attendance 8-265 Severity pop-up legend 5-165 Severity Prioritization Factors C-382 Show Worksheet Changes 7-247 Show: All views 6-180 Show: Current columns 6-180 Show: Current view 6-180 Showing Columns in a View 6-185 Spell 1-33, 9-326 Functions 9-327 Options 9-328 Index 395



Spreadsheet Format 4-123, 6-178 Statistical Report 10-335 Status Chart Report 10-336 Steps 2-72, 3-108, 7-207. See also Dialog Boxes Subsystems 7-207. See also Dialog Boxes Support 23, 1-42, 4-153 System Requirements 21 Systems 2-72, 3-108, 7-207. See also Dialog Boxes T Technical Support 23, 1-42, 4-153 Technique Tutorial 4-153 Timed Automatic Backup 1-26, 4-147 Toolbar 1-34, 4-117, 6-197 Moving the Toolbars 6-199 Positioning Icons 6-199 Removing Icons 6-198 Track Worksheet Changes Features 1-30 Tracking Worksheet Changes 7-247 Restart Worksheet Changes 7-248 Show Worksheet Changes 7-247 Track Worksheet Changes 7-247 Trademarks 2 Tree Format 4-125, 6-178 U Undo 1-27 Update PHA 3-90 Updating a Project Not Compatible with PHAWorks 3-87 Enter Data Method 3-87 Revalidation Method 3-88 User Report 10-335 V Viewing a Worksheet. See Proceeding to the Worksheet Views. See Worksheet Views W What’s in This User Guide 18 What’s New in PHAWorks 5 1-26 Worksheet Data 4-134, 7-217 Copying Noncontiguous Entries 7-220 Deleting Entries 7-220 Entering Data 4-134 Entry Notes 7-225 Adding 7-225 Editing 7-226 Index 396



Viewing 7-225 Font Attributes 4-142 Inserting Entries 7-219 Joining Entries 7-218 Moving Between Entries 4-135 Reformatting Text 4-142, 7-223 Replacing 7-222 Searching 7-221 Select Column 7-218 Select Worksheet 7-218 Selecting Entries 7-217 Splitting Entries 7-219 Typing in Worksheet Columns 4-134 Using the Clipboard 4-136 Worksheet Formats 4-122, 5-163, 6-178 Change Worksheet Format 6-178 Datasheet 6-178 Datasheet Format 4-124 Datasheet format 5-164 New Worksheet Format 4-122 Spreadsheet 6-178 Spreadsheet Format 4-123, 5-163 Tree 6-178 Tree Format 4-125 Worksheet Modifications 1-30 Worksheet Numbering. See Column Numbering Worksheet Report 10-334 Worksheet Summary Report 10-335 Worksheet Views 6-179 Customizing 6-180 Hiding and Showing Columns in a View 6-185 Show: All views 6-180 Show: Current columns 6-180 Show: Current view 6-180 Showing Columns in a View 6-185



Index 397