Template Customization

Workshop

Contents
1: Corporate Guidance Documentation ..................................................................................... 3
2: Rename Study Worksheets .................................................................................................... 4
3: Recalibrate the risk matrix...................................................................................................... 5
4: Master list of Safeguards, with analysis sheets ...................................................................... 8
5: Create additional study worksheets ..................................................................................... 12
6: Area prioritization ................................................................................................................. 14
7: HAZOP Recommendation Distribution ................................................................................. 17
8: Create a Library of Approved PHA Participants .................................................................... 20
9: Test Your Knowledge ............................................................................................................. 24

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1
With your purchase of PHA‐Pro®8, your licence includes several standard templates that will allow you
to conduct most types of PHA studies (HAZOP, What If, Preliminary Hazards Analysis, Job Safety Analysis,
LOPA, etc.). In order to meet corporate standards for PHA studies, comply with local standards and
legislation, and support their risk management activities, most companies need to incorporate
additional information into the studies that is not included in these standard PHA‐Pro templates. The
standard templates, therefore, often require customization in order to incorporate this additional data,
and to ensure that the information is recorded consistently across the organization.

This updating of templates is normally referred to as template customization. Once you are familiar with
the PHA‐Pro data hierarchy (the database structure that allows manages the types of data recorded and
their relationships) and the different sheets that the software supports (allowing data to be entered into
a study), customizing templates to meet your corporate and compliance requirements is easily
accomplished.

Your instructor will give you a tour of the PHA‐Pro data hierarchy and explain the various types of
information that can be recorded in each PHA study template. He/she will also demonstrate the various
types of sheets that can be created to record and display data.

To demonstrate how the data hierarchy and the sheets can be created and modified to meet your
needs, your instructor will work with you during this workshop to modify the standard PHA‐Pro HAZOP
template, in order to:

1) Include a section to record information related to the corporate guidance documentation in

effect at the time a PHA study is performed
2) Rename the various forms and worksheets in the template
3) Update the risk matrix to (i) include various category descriptions, (ii) allow two independent
risk rankings for each consequence, and (iii) calculate a maximum residual risk for each
recommendation
4) Create a master list of safeguards, to facilitate further analysis based on safeguard type
(pressure relief device, standard operating procedure, safety instrumented system)
5) Include discussions relating to human factors, previous incidents, MOCs, and facility siting
6) Include a worksheet that allows the user to prioritise when PHAs for specific plant areas must be
undertaken
7) Display a distribution of the HAZOP recommendations across the risk ranking scale, in bar graph
format.

Additionally, we will create a library with your company's approved PHA study participants, to allow for
faster and more accurate completion of the study documentation.
 1: Corporate Guidance Documentation

Upon completion of Generally, you will want to modify the

this section, you will be standard software templates so that they
able to add additional
meet the requirements laid out in your
data fields into the data
hierarchy of the study, corporate guidance documents for PHA
and display these fields studies. We will add additional fields to the
on various worksheets. data hierarchy so that the name, revision,
and revision date of the guidance
document used for each HAZOP study can
be displayed on the "Methodology" form.

The new fields added to the data hierarchy

are show in the picture at the right; the
resulting "Methodology" form is shown
below.
Add the fields into the data hierarchy
of your PHA study.

Display the fields on the

Methodology worksheet to facilitate
data entry; positions can be changed.

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 2: Rename Study Worksheets

Upon completion of
The properties of the various sheets included in every template are configurable, and can
this section, you will be
able to rename the be changed to match your corporate requirements, terminology, etc.
worksheets in the
study template, and We will rename the standard worksheets according to the table below, and modify the
modify the properties background colour of the tabs to "pale blue".
of the sheets.
Current Sheet Name Updated Sheet Name
1. List Nodes Nodes/Study Outline
2. List Deviations Deviations
3. Develop HAZOP Worksheet HAZOP Worksheet
4. Manage Recommendations Recommendations

Sheet Properties—including sheet

names, tab colours, and text colour,
change on screen as they are
updated.

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 3: Recalibrate the risk matrix

Upon completion of Most companies will use a risk matrix as their principal means to evaluate risks during a
this section, you will be
HAZOP study. A default matrix is included with PHA‐Pro, but you most likely need to
able to rename the
worksheets in the modify it to match your corporate risk‐ranking strategies. In this example, we will update
study template, and the risk matrix to (i) include various category descriptions, (ii) allow two independent risk
modify the properties rankings for each consequence, and (iii) calculate a maximum residual risk for each
of the sheets.
recommendation.

We will start by deleting the existing risk matrix, and building the following new risk
matrix into our study:

5: More than
once per year
M H H E E
4: Once per
year
M M H H E
Frequency

3: Several
times in the L M M H H
plant life
2: Once in the
plant life
N L M M H
1: Not
expected during N N L M M
plant life
1 2 3 4 5
Consequence Severity
No
Personnel & Minor injury – Reportable injury
measurable Hospitalization Fatality
Public Safety first aid – days off work
impact
No Release off site
Environmental Minor release Minor release off Long‐term
measurable requiring
Consequence on site site impacts
impact remediation
Business No
More than
Interruption / measurable Up to $100,000 Up to $1,000,000 Up to $10,000,000
$10,000,000
Capital Loss impact

The risk ranking criteria should be interpreted as:

E: Extreme Risk
H: High Risk
M: Moderate Risk
L: Low Risk
N: Negligible Risk

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In order to display multiple consequence
descriptions in the popup on the HAZOP worksheet,
we will need these additional columns to the matrix
in the data hierarchy.

The data hierarchy will be modified to look like that

displayed at the right:

We rename the Description column to become

"Personnel and Public Safety", and then add
columns to include "Environment" and "Business
Interruption and Capital Loss".

Remember that once the matrix is configured, you

must link the matrix to your HAZOP worksheet for
use. Often, more than one risk ranking is required
for a given HAZOP scenario. We will build two
independent links: for each consequence, we will
calculate an initial risk (without safeguards) called
INHERENT RISK and a residual risk (considering
safeguards) called RESIDUAL RISK and display them
in the HAZOP worksheet.

When you create the links in the Usage tab of the

matrix configuration, you can name each use.
Therefore we will create two links, and use the
naming convention (INHERENT/RESIDUAL) from
above. You will be able to display this name at the
top of the risk ranking columns on the HAZOP
worksheet.

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For each recommendation identified in the
study, we also want to display the maximum
risk associated with the recommendation.
Since each recommendation will have both
inherent and residual risks associated with it,
we want to make sure we specify the
maximum RESIDUAL risk when calculating
the maximum. In the STATISTICS tab of the
matrix configuration, when we configure the
calculation, we must ensure that we specify
that only Residual Risk values are to be
included in the maximum risk calculation:

This value can then be displayed on the

Recommendations report.

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 4: Master list of Safeguards, with analysis sheets

Once data is entered In the default HAZOP worksheet, every cause

on worksheet or form, identified in the study has its own independent list of
it can be displayed in
consequences and safeguards. In this section, we will
multiple places in
different formats, to modify the worksheet to include a "master" list of
facilitate your analysis safeguards. We will also categorize the safeguards
of results. Using a and build three reports that can be used for post‐
REFERENCE field in
study follow up and verification exercises.
your data hierarchy
also allows you to track
To create the master list of safeguards, we can
how often you've
referred to a specific
simply go to the data hierarchy and drag the list of
piece of data in your safeguards to the outermost level of the hierarchy. In
study. order to display safeguards in the HAZOP study, we
will create a reference field, as shown at right. As
safeguards are entered during the study, they will be
added into the master list. As you then attempt to
reuse safeguards throughout the study, a dropdown
list of the safeguards you've already identified will
pop up on the screen, facilitating consistency and
speeding up your typing.

The master list is on the highest hierarchy level. The

list of references allows us to enter safeguards for
each consequence and have them populate the
master list at the same time.

For each safeguard in the master list, we'd also like to categorize the type. You may wish
to classify safeguards and perform follow up studies or actions; the actual follow up will
be different depending on the type of safeguard identified. Therefore, we will create a
code and category called Safeguard Category, and classify the safeguards as one of the
following types:

PRD—Pressure Relieving Device

SIS—Safety Instrumented System
SOP—Standard Operating or Maintenance Procedure
OTHER—Other Safeguard

Create a link to the category for each safeguard in the master list, and create a worksheet
to show the master list of safeguards, the safeguard category, and the places where the
safeguard was used in the study.

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Following the HAZOP, we may be required to verify certain
properties of each safeguard. For the types of safeguards
indicated above, the following properties may need to be
tracked and recorded:

PRD—Tag Number, Size, Sizing Case, Reference Document,

and Comments
SIS—Tag Number, Description, SIL, and Verification
Information
SOP—SOP Number, Description, Date of Last Update,
Location, and Comments
OTHER—No follow up information required.

We will create fields in the data hierarchy, under the main

safeguards list, to track this information as shown at right,
and display them on a new "All Safeguards" worksheet as
shown below.

Displaying all information for all safeguards in this format may be confusing, so we will now create three
other worksheets—one to list only PRDs, one to list only SIS loops, and one to list only the SOPs. We will
insert three copies of the master list, and then apply filters to each list so that only certain types of
safeguards are shown on each. We can then modify which columns of information are displayed on each
of these new worksheets.

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 Our first worksheet will display only information about the PRDs. To create the sheet:

1) Right‐click on the tab for the master Safeguards worksheet, and select insert copy
When you insert a copy
of a sheet, changing 2) Go to the sheet properties of the new worksheet, and change the name of the sheet
data on one sheet to Pressure Relief
changes the date on 3) Finally, we will
the other sheets as
create a filter to
well. You don't have to
modify each sheet
show only
individually. safeguards that
are identified as
type "PRD".
Remember that
filters for any
sheet are
configured in the
Print menu.

The result is the sheet

below, showing only
safeguards identified
as PRDs, and the information we will need to collect for each PRD following the
completion of our HAZOP study.

In a similar manner, we will create the Safety System and Procedures worksheets shown
on the next page, and group them altogether in a tab called Safeguard Analysis.

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 5: Create additional study worksheets

Upon completion of Depending on the legislation, engineering standards, and best practices that apply to
this section, you will be your operations, simply discussing the usual deviations associated with a HAZOP may
able to incorporate
not be sufficient to meet your PHA requirements. We will add four additional worksheets
additional data into the
HAZOP study to meet to the study to document:
possible regulatory
requirements, and Facility Siting Issues: this worksheet should include a list of siting issues, a list of
display the information concerns for each issue, comments from the study team, and recommendations.
on worksheets for Human Factors: this worksheet should include a list of human factors, a list of
display and reporting
questions for each factor, comments from the study team, and recommendations.
purposes. You will also
be able to reorganize
Incident Log Review: this worksheet should include the incident reference number,
study data in more a description of the incident, team comments, and recommendations.
meaningful ways. Review of changes (MOCs): this worksheet should include the MOC number,
description, and date, as well as team comments and recommendations.

Each of these four worksheets should appear on their own display, but should be grouped
together in a folder called "Other HAZOP Review Information". For this example,
discussion of the above topics will not require evaluation of the risk with the corporate
risk matrix, so no risk ranking columns will be added. However, if recommendations are
made following the discussions, it is desirable that these recommendations be added to
the master list of HAZOP recommendations.

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 6: Area prioritization

Upon completion of Often, multiple PHA studies are required at facility, and often deadlines for completing
this section, you will be the studies are tight. Prioritisation of studies can be required. In this example, we will add
able to create formulas
a worksheet to the study that allows us to list the various areas in a facility, and calculate
and format data in the
worksheets based on when a study needs to be done on that area based on three factors: facility age, number
the formula results. of incidents, and number of employees. For this example, we will use the following
You will also be able to ranking system:
set up simple data
mirroring. a) Number of incidents at the facility should be classified as FEW (less than 10) or
MANY (10 or more)
b) Age of the facility should be classified as NEW (under 25 years old) or OLD (25
years of age or older)
c) The number of employees should be classified as SMALL (small area with under
10 employees) or LARGE (larger area with 10 or more employees)

A PHA study will be required with the following priority:

i) ASAP, if there have been more than 10 incidents

ii) 3 MO (within three months) if:
a. There have been fewer than 10 incidents but the plant is more than 25
years old
b. There have been fewer than 10 incidents, the plant is under 25 years of
age, and there are more than 10 employees in the facility
iii) LOW (when time and resources permit), if the plant is new, has had few
incidents, and has under 10 employees.

To aid in classification, if the

priority is calculated as
ASAP, the cell in the
worksheet should display a
red background; if 3 MO, a
yellow background should
be displayed; LOW priority
areas should have a green
background. If any of the
three criteria are blank, the
Priority column should also
be blank.

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 For plants that have low priority, further
Data mirroring is also analysis may be required to determine when
set up in the HAZOP a PHA study will ultimately be held. In the
and LOPA template you interim, however, a safety audit of the
received with your
facility may be required. Therefore, it is
purchase of PHA‐Pro.
Data mirroring can be
desirable to create a new worksheet listing
implemented facilities that require a safety audit. Whether
whenever you want to or not a plant requires the audit depends on
selectively exchange (i) the priority calculated above and (ii) the
information between
discretion of the team. Not all low priority
two independent list
items in the data sites may need a safety audit, so we do not
hierarchy. want to send everything over to a new
"Safety Audit" worksheet using hierarchy
Reference fields. Instead, we will use data
mirroring.

1) Add a new list to the data hierarchy called Facilities to be Audited, and in the list
include fields for the
facility name, location,
rationale and audit
results.
2) Create a worksheet called
Facilities to be Audited,
and display the new information as listed above.
3) Configure data mirroring between the list of Plants and the list of Facilities to be
Audited, such that:
a. Facilities can be sent from the Priority worksheet to the
Audit worksheet
b. The "Send To" command is displayed on the menu
c. If a facility is added to the Audit worksheet, it is
automatically added to the priority worksheet
d. If a facility is deleted from the audit worksheet, you are
prompted as to whether or not you want to delete it
from the priority sheet
e. If a facility is added to the Priority worksheet, it is never
automatically added to the Audit worksheet
f. If a facility is deleted from the Priority worksheet, it is
automatically deleted from the audit worksheet

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 g. The hyperlink text reads "Prioritized facility" on the Facilities to be Audited
worksheet, and "Auditable facility" on the Priority worksheet.

The Send To command allows data to be

"pushed" from one worksheet to another;
a hyperlink lets you jump between the
same piece of data on both sheets.

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 7: HAZOP Recommendation Distribution

Charts can be created As a measure of quality control, and for tracking

in two and three
purposes, you are asked to include a chart in your
dimensions, with a
variety of formats PHA study template that will show the number of
available (bar chart, recommendations made during the study that
scatter plot, etc.). correspond to each level of risk in the risk ranking
Remember that for
matrix.
many charts, items
included on the X axis
From the project settings, add a new sheet and
must be list items or
values identified in a
select CHART as the type. You will have several
code/category. types of charts available to add to your study, as
shown at right. For this example we will add a two‐
Upon completion of
dimensional bar chart; configuration of the other
this section, you will be
able to use the wizards types of charts follows a similar procedure.
to build charts in your
templates to You will be prompted to choose the data hierarchy
graphically display item to be displayed on the horizontal (X) axis of your
data. chart. You may display any item on the X axis that is
configured in the data hierarchy as a LIST item or as a
CODE/CATEGORY. For this example, we will plotting
the number of recommendations for each risk
ranking category, so we will select the Risk Ranking
code in the Risk System folder as our X axis in this
chart.

For the vertical axis, you can enter any data hierarchy item, or perform a
calculation/write a formula. This can always be edited if you make a mistake and display
incorrect data. In this example, for each code or value in the list of risk rankings, we want
the software to:

1) Go to the list of HAZOP study recommendations

2) For each recommendation, go to all the places in the PHA study where the
recommendation was used and look at the risk ranking
3) Determine the maximum risk ranking for the recommendation
4) If the maximum risk ranking corresponds to the value of the risk ranking on the x axis,
count the recommendation

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Charts can be created
in two and three In other words, we want to
dimensions, with a
variety of formats
available (bar chart,
scatter plot, etc.). COUNT
Remember that for
many charts, items
included on the X axis
must be list items or each study RECOMMENDATION
values identified in a
code/category.

Upon completion of
this section, you will be
able to use the wizards WHERE
to build charts in your
templates to
graphically display
data.

the MAXIMUM RISK RANKING

of that RECOMMENDATION

IS EQUAL TO

The RISK RANKING VALUE

shown on the X AXIS.

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The resulting chart should look like this:

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 8: Create a Library of Approved PHA Participants

Upon completion of Your PHA‐Pro licence allows you to create libraries that store information from various
this section, you will be sources and make that information available to you for use in your various PHA studies.
able to create libraries Libraries can record any information valuable to your organization, from a list of
for use within your
instrumentation or operating procedures to detailed information about types of
organization, and
equipment and the hazards associated with them. There is no limit to the amount of
configure the Autotype
information you can record in a library, nor is there a limit to the number of libraries that
dropdown menus to
insert data from
can be accessed during any particular study. The only requirement to access information
libraries into your
in libraries is that the library be "activated" during the study—to activate the library,
customized PHA simply check the box next to the library name in the workspace at the left of the PHA
templates. display screen.

Standard libraries are included with all PHA Pro licences. These can be used as is,
modified to include your own specific information, or replaced with your own custom
libraries. Libraries do not have a different file extension from your PHA studies (all files
are named *.pha); however, they are normally stored in a separate location in a folder
called "Libraries". The default location for libraries can be changed to meet your own
study and IT needs, and libraries can be stored in various locations if required.

To demonstrate how libraries can allow you to complete sections of your PHA study
accurately and efficiently, we will create a library with information related to approved
PHA study participants in your organization, and link it to our modified HAZOP template.

First, we will create a library called "Approved Participants", that will record the following
information about approved study participants in the organization:

First Name Title

Last Name Phone Number
Department Email Address

To do this, we will:
1) Open any template in the PHA Pro software and
immediately save it in the library folder with the
name Approved Participants.pha.
2) Go to the data hierarchy of this library file and
remove all fields from the hierarchy.
3) Go to the sheets configuration and remove all
sheets.
4) In the hierarchy, we will create a list called
Approved Participants, and list the six fields
above as components of the list.
5) Create a worksheet called Approved Participants
to display the member information. Enter a
couple of members into the list.

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Once the library is complete, you
must close PHA‐Pro and restart it in
order to update the list of available
libraries in the workspace.

We will now link the library to our

HAZOP study template, so that we
can quickly populate the list of team
members in any study with just a
couple of clicks from the library.

1) Reopen the HAZOP template, activate the "Approved Participants" library, and navigate to the
Team Members worksheet in
your template.
2) Go to the first column in the
worksheet, called FIRST NAME,
right click, and select Column
Format. Go to the Options tab.
3) Ensure that the "Show
Autotype List" option is
enabled, and then select the
Options button. This will allow
us to configure what
information from the library
will be displayed in the
dropdown menu, and what
information will be pushed into
our HAZOP template.
4) When setting options for the
Autotype list, we will need to tell the software three things: (1) where does the information
come from, (2) what is the first thing to display in the dropdown list, and (3) is there additional
information to be filled in upon selecting an item from the list. Each of these is done in a
separate tab in the Autotype List Options configuration, as follows.

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 5) Since we only want to display information in the
dropdown menu that comes from our active
library, we will select "Active Libraries" and
uncheck any other selections in the "Show Items
From" section. Other options can be configured
according to your personal preferences.
6) Select the Listed Items tab, and identify the source
of the information from the dropdown menu next
to File:. The source in this case will be our
Approved Participants library. Indicate which item
from the data hierarchy will be displayed in the
dropdown list—in this case, it will be First Name.
7) If we stop at this point, when you click on the first
name column in the HAZOP template, a list of first
names from the Approved Participants library will
appear on the screen, and, when you select a
name from the list, only that name will be populated into
the first name column of the study. However, by
selecting the first name, it would be more efficient to
also populate the person's last name, title, and other
contact information. To do this, we go to the last tab in
the Autotype Options configuration: Additional Data.
8) Go to the Additional Data tab, and again make sure that
you indicate the additional data will also be taken from
the Approved Participants library at the top of the
window. Select all of the options
available from the library, and, for
each option, tell the software
where that library information is to
be placed in your HAZOP template.

Where the additional information comes from

What additional information to display

Where to insert the additional information into

your HAZOP template

Select to show all of the additional information in

the dropdown menu on the screen

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Every new study that uses the HAZOP template will now have this mapping to your Participants library
enabled. When you click on the First Name field in the Team Members worksheet, you will see the
information as shown below; when any team member is selected from the library, all of their
information is populated in your Team Members worksheet, without the need to select each field
individually.

As libraries are updated, the dropdown menus update at the same time; options can be changed at any
time to include additional information, remove information displayed, or change the mapping between
the library and worksheet.

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9: Test Your Knowledge

Having completed the previous modifications to the HAZOP template, you should now be able to quickly
make the following additional changes. There are multiple ways to accomplish most tasks below, so be
creative.

1) Update the METHODOLOGY form to include:

a. A detailed process description
b. A detailed physical description
2) Reorganize the layout so that you see only the following four tabs at the top of the screen:
a. "Study Administration" (Includes all "Administration" worksheets, as well as the
"Nodes" and "Deviations" worksheets)
b. "HAZOP Study Execution" (Includes the HAZOP Worksheet, Facility Siting, Human
Factors, Incident Log, and MOC worksheets)
c. "Recommendations and Follow Up Information" (Includes the Recommendations
master list, Safeguards master list, and Safeguard follow‐up items)
d. "Other Information" (all other worksheets)
3) Modify the layout of the HAZOP worksheet so that "Nodes" are displayed in a header, but
"Deviations" appears as a
column (in other words,
display one Node per
screen, with all deviations,
causes, consequences, etc.
for that node visible on the
display for that node, as
shown in the diagram).
4) Create follow‐up forms for
the PRDs and SIS, so that
for each PRD or SIS, an
action sheet with signatures
can be created (similar to
the HAZOP Recommendation action sheets).
5) Incorporate the functionality to show in which node each "MOC" and "Previous Incident" is
referenced.
6) Update the study priority worksheet to include a start date and end date for the area's PHA
study, and create a second worksheet to show which studies are currently outstanding.
7) BONUS: Can you update the library of participants so that it includes a sublist of participants
on a per‐facility basis? Can you then update the HAZOP template so that you can filter the
autotype dropdown to only show participants of a particular facility?

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