Document Title: Effective

RISK MANAGEMENT PROCEDURE Date:

April 24, 2019

Doc. No.: Doc. Type: Revision No.: Page 1 of 13

ECIS-002-HD-RMS-001 PROCEDURE 000

RISK MANAGEMENT PROCESS

EAST CENTRAL INTEGRATED SCHOOL

 Document Title: Effective
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ECIS-002-HD-RMS-001 PROCEDURE 000

DOCUMENT HISTORY

Rev. No. Description of Change Rev. Date Originator Date of

Origination

000 Initial

Distribution:

All Departments will be given a copy.

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1.0 PURPOSE

1.1. The document presents the policies and processes involved in risk
management.

1.2 It also serves as guides to school heads in decision making to address the
different categories of risks that may be encountered in schools.

2.0 SCOPE

The processes cover organization of the team on risk management,

determination of risk and opportunities, risk classification, risk analysis,
assessment of risk evaluation and opportunities, risk mitigation, planning
actions to address risks, plan implementation, risk monitoring, checking the
effectiveness of actions and opportunities.

3.0 DEFINITION OF TERMS

3.1 Risk – refers to any situations that may cause problem to the school and
its stakeholders. It also refers to the effect of uncertainty
that is often expressed in terms of consequences of an
event and the associated likelihood of occurrence.

3.2 Risk identification –. refers to sensing, uncovering, recognizing, and

describing the different categories of risks that may affect
the processes in the school.

3.3 Risk analysis – refers to the determination of the likelihood and

consequence of each risk which also includes
understanding the nature of the risk and its potential to
affect project goals and objectives.

3.4 Risk evaluation - refers to the determination of the magnitude,

probability, severity and level of the risk that affect the
school’s processes. It also includes the anticipation of the
possible consequences that it may bring.

3.5 Risk treatment – it refers to the process of responding to the identified

risk which includes the ranking of the risk to identify the
priorities to address.
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3.6. Risk monitoring and review – it refers to the process of tracking the risk
with its identified treatment to check if it is addressed the
risk or not. In this case, the school administrator can use
other means of treatment that is effective.

3.7 Risk categories – refer to the classification or types of risk that the might
affect the school processes.

3.7.1 Operational risk – refers to the risk associated with

breakdown in internal processes or procedures, people or systems.

3.7.2 Communication risk – risk associated in communication in

the workplace

3.7.3 Schedule / Time - risk associated with deficiencies or delay in

schedule.

3.7.4 Financial Resources / Budget - risk associated with

accounting and budget for operations

3.7.5 Legal / Regulatory Compliance - risk associated with non-

compliance to applicable laws and regulations.

3.7.6 Scope - risks associated with any non-mandatory change in

scope

3.7.8 Environmental Health and Safety - risk associated with

environmental, health and safety of employees and students.

3.7.9 Quality Objective - risks associated with non – attainment of

targets or objectives

3.8 Risk mitigation planning - is the process of developing options and

actions to enhance opportunities and reduce threats to
project objectives

4.0 REFERENCES

4.1 Risk Management Training Hand-outs (Schools Division Office-Dagupan

City, February 6, 2019)

4.2 https://www.mitre.org/publication
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5.0 RESPONSIBILITIES

5.1 School Head

5.1 Facilitates the organization of Risk Management Team in the school level.

5.2 Conducts orientation on Risk Management

5.3 Explains the functions of the team including the members during the
school level orientation.

5.4 Ensures that the team members have actively participated in the division
ISO Certification Seminar.

5.2 Team on Risk Management & Process Owners

5.2.1 Works closely with the process owners in identifying the risks

5.2.2 Lists and consolidates the identified risks in the School Risk Registry

5.2.3 Analyzes the risks using the severity formula to identify the priority

5.2.4 Assesses and evaluates the risks and opportunities

5.2.5 Take steps to reduce the effect of risks through risk mitigation

5.2.6 Plans actions to address the risk

5.2.7 Implements the plan

5.2.8 Monitors the risks on a regular basis

5.2.9 Checks on the effectiveness of Actions

5.2.10 Finds opportunities for improvement

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6. 0 PROCEDURES
6.1 Organize Team on Risk Management

6.1.1 The school head facilitates the organization of the Team on Risk
Management with the following abilities to contribute:
6.1.1.1 knowledge
6.1.1.2 information
6.1.1.3 experience
6.1.1.4 equity
6.1.1.5 empowerment
6.1.2 The identified team members undergo school based orientation on Risk
Management for them to acquire understanding on their functions.
6.1.3 The team members participate in the division level training on ISO
Certification.

6.2 Determination of Risk and Opportunities

6.2.1 Identify School Process
6.2.1.1 Identify and understand the different processes in the school
for them to assess the possible risk to be encountered.
6.2.1.1.1 Enrolment Process
6.2.1.1.2 Partnership and Linkages to Stakeholders
6.2.1.1.3 Health, safety and Security of Learners
6.2.1.1.4 School Learning Development
6.2.1.1.5 School Procurement Procedure
6.2.1.1.6 Instructional Supervision and Technical Assistance
6.2.1.1.7 Waste Management
6.2.1.1.8 General Preventive Maintenance
6.2.1.1.9 Preparation and Submission of Reports
6.2.1.1.10 Classroom Instruction
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6.2.2.1 Identify the process owners and coordinates with
them in a regular basis.

6.2.2.3 Request for the copy of the process and flowcharts from the process
owners through the document controller to ensure that they have read and
understood the different processes.
6.2.2. Consolidation
6.2.2.1 Coordinate to all the process owners to identify the risks that
affect their respective units.
6.2.2.2 Enlist all the risks identified by the process owners and
consolidate them.
6.2.3 Listing of Interested Parties’ Needs and Expectations
6.2.3.1 Identify and list all interested parties of the school.
6.2.3.2 Identify the needs and expectations of all interested parties
identified to be properly addressed.
6.2.4 Requirement of Customers
6.2.4.1 Identify the requirement of all customers based on
their needs and expectations previously listed.
6.2.5 Preparation and Approval of the School Risk Register
6.2.5.1 After the identification of all interested parties including their
needs and expectations, the risk management team will use the data
obtained for the preparation of the School Risk Register.
6.2.5.1 Presents the School Risk Register to School Head for
approval.
6.2.6 Adoption of Tools/Methodologies (SWOT & PESTLE)
6.2.6.1 The team, process owners together with the School Head
review the School Risk Register and identify the appropriate tools to
be used to address the risk.
6.3 Risk Classification.
6.3.1 The identified risks will be classified according to the following by
the team members:
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6.3.1.1 Operational risk – refers to the risk associated with
breakdown in internal processes or procedures, people or systems.

6.3.1.2 Communication risk – risk associated in communication in

the workplace

6.3.1.3 Schedule / Time - risk associated with deficiencies or delay

in schedule.

6.3.1.4 Financial Resources / Budget - risk associated with

accounting and budget for operations

6.3.1.5 Legal / Regulatory Compliance - risk associated with non-

compliance to applicable laws and regulations.

6.3.1.6. Scope - risks associated with any non-mandatory change in

scope

6.3.1.7 Environmental Health and Safety - risk associated with

environmental, health and safety of employees and students.

6.3.1.8 Quality Objective - risks associated with non – attainment of

targets or objectives

6.4 Risk Analysis

6.4.1 The team members calculate the risk score that reflects the severity of
the risk to identify the priority risk to be addressed based on the severity
formula (Impact x Likelihood). The descriptive ratings include:

6.4.1.1 Very Low (VL) – Not known to happen, proven or completely

mitigated by existing procedure and control.

6.4.1.2 Low (L) – Very low likelihood of happening, less than 1 per year
demonstrated or well mitigated by existing procedure and control.

6.4.1.3 Medium (M) – Known to happen, may happen up to 1 x per

quarter, partially demonstrated or mitigated by existing procedure and
control.

6.4.1.4 High (H) – Highly likely to happen, may happen more than 1x
per quarter analytically demonstrated possible mitigate procedure ad
control.

6.4.1.5 Very High (VH) – Very likely to happen, may happen more than
1 x per month, speculative with no mitigation procedure and control.
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6.5 Assessment/Evaluation of Risks and Opportunities

6.5.1 The team members and process owners assess risks and opportunities
in consideration of changes in expectations, converting inputs to outputs,
leadership, policies, roles and responsibilities, objectives, resources and
process or operations.

6.5.2. Evaluates the risks based on the impact or significance or likelihood to

occur. The things to consider in risk evaluation are:

6.5.2.1 the extent of impact if the risk will occur

6.5.2.2 mitigating impact of the risk controls and monitoring of risk

controls

6.5.2.3 likelihood of the risk after the mitigating effects

6.5.2.4 availability of the information (whether its qualitative or

quantitative)

6.6 Risk Mitigation

6.6.1Take necessary steps to reduce the adverse

effect of the risks in the school.

6.6.2 Draft a plan to address the identified risks.

6.6.3 Implement the plan and the team on risk

management monitor to assess the efficiency of the actions indicated
in the plan.

6.6.3.1 If the plan does not work, the process owners will revise
the course of action if needed.

6.7 Planning Actions to Address Risks

6.7.1 Develop a plan of action through strategic planning using the SWOT
analysis to address the risk. The action may include the following but not limited to:

6.7.1.1 avoiding risk

6.7.1.2 taking risk in order to pursue an opportunity

6.7.1.3 eliminating the risk source

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6.7.1.4 changing the likelihood or consequence

6.7.1.5 sharing or retaining risk by informed decision

6.8 Plan Implementation

6.8.1 Integrate and implement actions into quality management system

processes.

6.8.1.1 In case nonconformity, check the particular NC in the School

Risk Registry. The plan of actions may be used for every problem or
issue raised during the conduct of internal audit.

6.9 Risk Monitoring

6.9.1 Monitor the risk on a regular basis and as often as the need arises.

6.10 Check the Effectiveness of Action/s

6.10.1 The actions shall be verified during the conduct of follow-up to check if
its implementation is effective.

6.11 Opportunities

6.11.1 Find opportunities for improvement from the identified risks.

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7.0 PROCESS FLOW OF INFORMATION

Start

Organize Team on
Risk Management

Identify School Process Consolidation

Determination of
risks and Listing of Interested Parties Requirement of Customers
opportunities

Preparation & Approval of Adoption of

School Risk Registry Tools/Methodologies
Risk Classification

Risk Analysis

Assessment/
Evaluation of Risks
and Opportunities

Risk Mitigation

Planning Actions to
Address Risks

Plan Implementation
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Risk Monitoring

Check the
Effectiveness of
Actions

Opportunities

End
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8. 0 RELATED RECORDS

8.1 School Risk Registry Template

8.2 Risk/Opportunity Criteria

8.3 Risk/Opportunity Identification and Control Sheet