11. HARMS How To: CSV Import

Hazard and Risk Management System
(HARMS)
11. HARMS How To: CSV Import
Preparing the spreadsheet for CSV Import
Refer to the spreadsheet template to aid aligning spreadsheet columns
with HARMS Data Fields. The spreadsheet is shown in the Appendix, an
editable version can also be found in:
12. HARMS How To: CSV Import Spreadsheet Template
(and online at http://www.bmt-isis.com/?/1446/965/1783)
The spreadsheet is colour-coded in line with the HARMS Data Entity
Record Types, in the order shown below:
 Groups
 Hazards
 Hazard Risk Assessments
 Hazard Management Actions
 Causes
 Linked Documents (of type URL Link only)
 Custom Data
Please note that the Data Entity Record Type ‘Causes’ is only applicable to
non-Fire hazards.
The columns of the mandatory fields are shown in bold; in order to
import any information from a Data Entity Record Type all mandatory
fields must be populated for that Type.
Please note that the fields ‘Hazard Manager’ and ‘Hazard Manager
User Group’ must both be included in the import, however HARMS
will only use one so the non-required field should be left blank.
The Group Code and Group Title fields must be completed for all Hazards
within that Group. Similarly, for all information recorded against a hazard
the Hazard Number field must be populated.
Where there are a number of HMAs, Causes, Consequences, Risk
Assessments, Document Links, etc etc, all should be recorded on
individual rows against the Hazard Number.
The Hazard Management Action Number must be independent for each
HMA that is to be imported against the hazard.
To successfully import information the spreadsheet details the following
requirements:
 Character limits (with indication);
 Existing User references;
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Hazard and Risk Management System
(HARMS)



Date/ Field format;
Probability format;
Document Link format (URL).
When the spreadsheet has been completed as above, Save as type
‘CSV (Comma delimited)’ file.
Importing CSV (Comma delimited) files into HARMS
Hazards can be imported in two ways for both non-Fire and Fire hazards,
if the Group Code and Group Title fields are populated on the
spreadsheet, hazards can be directly imported into the Project by either
right-clicking on the Project Title and selecting the ‘Import CSV Data’
option, or selecting the CSV logo in the top right hand corner of the
Project screen, as shown in Figure 1.
Figure 1 - CSV Import into Project
If the Group fields have not been populated it is not possible to import the
data at the Project level, in this instance hazards should be imported into
a pre-existing Project Group.
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Hazard and Risk Management System
(HARMS)
For Fire Hazards it is not possible to import directly against a
Compartment; if not already present, a Compartment Assessment Group
should be created. Firstly either right-click on the Project Title and select
the ‘Add Group’ option, or select the Folder logo in the top right hand
corner of the Project screen, as shown in Figure 2.
Figure 2 - Step 1 - Add a new Group
The Group Type should then be set to ‘Compartment Assessment Group’
as shown in Figure 3.
Figure 3 - Step 2 - Add a Compartment Assessment Group
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Hazard and Risk Management System
(HARMS)
Hazards can then be imported into the Group by either right-clicking on
the Group Title and selecting the ‘Import CSV Data’ option, or selecting
the CSV logo in the top right hand corner of the Project screen, as shown
in Figure 4.
Figure 4 - CSV Import into Group
Whichever way the ‘Import CSV Data’ function is selected the screen in
Figure 5 will appear. If you have not imported hazards previously the
‘Select Field Mapping’ tab will only have the option of ‘<New Field
Mappings>’. Browse for the previously formatted CSV file and select the
tab to ‘Upload CSV File’.
Figure 5 - Browse for file
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Hazard and Risk Management System
(HARMS)
The screen in Figure 6 will then appear. Firstly add a Field Mapping
Name. Secondly select/ de-select the tick box under the HARMS Data
Entity Record Types according to the data that you intend to import,
please note that the only difference between this screen when importing
Fire hazards is the absence of the Causes tick box.
Figure 6 – Step 1 - Field Mapping
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Hazard and Risk Management System
(HARMS)
Import Fields and HARMS Fields can be mapped by selecting the tick box
on the two fields and then clicking on Select, as shown in Figure 7. A
prompt is provided to ensure that all mandatory fields (shown in bold)
have been mapped. Please note that the field mapping is saved under
the Field Mapping Name so if completed successfully the mapping only
needs to be completed once.
Please note that if the fields are mapped and a HARMS Data Entity Record
Type tick box is then de-selected the mapping associated with that
HARMS Data Entity Record Type will be lost. An automatic prompt will
warn of this.
Figure 7 - Step 2 - Field Mapping
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Hazard and Risk Management System
(HARMS)
Once fields are mapped select the ‘Save Field Mapping & Validate CSV
File’ tab to validate the CSV file, this performs a check to ensure that all
mandatory fields are populated, character limits have been met, and the
information is correctly formatted. If there are errors the function lists
them against the appropriate row in the CSV file, as represented by
Figure 8. These should then be amended and the file should be uploaded
again. Depending on the number and type of errors this may require a
number of iterations.
Figure 8 - Validation errors screen
When the spreadsheet has been successfully validated the following
screen will appear and the data can be imported by selecting ‘Import
Data’ in the bottom right hand corner.
Figure 9 - Validation successful screen
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Hazard and Risk Management System
(HARMS)
The hazards will now be recorded in HARMS either already sorted into
Groups or in a single Group ready for sorting. It is recommended that
when sorting hazards the Cut option (as shown in Figure 10) is used so as
to avoid any unnecessary duplication of hazards, if the Cut option does
not appear HARMS will need to be refreshed using the F5 key on your
keyboard.
Figure 10 - Sorting of hazards
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Hazard and Risk Management System
(HARMS)
Appendix
Group
Code
Group
Title
Hazard
Number
01
[Limited
to 50
Char]
1
01
[Limited
to 50
Char]
1
01
[Limited
to 50
Char]
2
01
[Limited
to 50
Char]
2
01
[Limited
to 50
Char]
2
01
[Limited
to 50
Char]
2
Generic
Hazard
Title
[Limited
to 100
Char]
[Limited
to 100
Char]
Hazard
Event /
Detail
i
i
Generic
Hazard
Type
[Limited
to 50
Char]
[Limited
to 50
Char]
Hazard
Status
Hazard
Owner
[Existing
HARMS
User]
[Existing
HARMS
User]
Hazard
Editor
Hazard
Manager
Hazard
Manager
Group
Hazard Initial
Assessment
Date
[Existing
HARMS
User]
[Existing
HARMS
User]
(if not
required
leave
blank)
[Existing
HARMS
User
Group]
(if not
required
leave
blank)
[Existing
HARMS
User]
[Existing
HARMS
User]
(if not
required
leave
blank)
[Existing
HARMS
User
Group]
(if not
required
leave
blank)
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Hazard
Initial
Review
Occasion
Hazard
Current
Assessment
Date
Hazard Next
Review Date
Hazard
ALARP
Statement
Hazard
Endorsed
By
[DD/MM/YYYY]
[Limited to
50 Char]
[DD/MM/YYYY]
[DD/MM/YYYY]
i
ii
[DD/MM/YYYY]
[Limited to
50 Char]
[DD/MM/YYYY]
[DD/MM/YYYY]
i
ii
Hazard and Risk Management System
(HARMS)
Hazard
Assessment
Consequence
Hazard
Assessment
Type
i
[Limited to 50
characters]
[Pick List,
Decimal
Values,
Percentages
format only]
[Pick List,
Decimal
Values,
Percentages
format only]
[Pick List,
Decimal
Values,
Percentages
format only]
i
i
[Limited to 50
characters]
[Pick List,
Decimal
Values,
Percentages
format only]
[Pick List,
Decimal
Values,
Percentages
format only]
[Pick List,
Decimal
Values,
Percentages
format only]
i
Hazard
Assessment
Initial
Severity
Hazard
Assessment
Initial
Probability
Hazard
Assessment
Current
Severity
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Hazard
Assessment
Current
Probability
Hazard
Assessment
Post
Severity
Hazard
Assessment
Post
Probability
Hazard
Assessment
Comment
Hazard and Risk Management System
(HARMS)
Generic
HMA Type
Hazard
Management
Action
Number
Generic
HMA Title
Hazard
Management
Action
Description
Hazard
Management
Action
Manager
Hazard
Management
Action Status
Hazard
Management
Action
Progress
Hazard
Management
Action
Latest
Decision
/Start Date
Hazard
Management
Action Next
Review Date
[Limited to
50
characters]
1
[Limited to
50
characters]
i
[Existing
HARMS User]
i
[DD/MM/YYYY]
[DD/MM/YYYY]
[Limited to
50
characters]
2
[Limited to
50
characters]
i
[Existing
HARMS User]
i
[DD/MM/YYYY]
[DD/MM/YYYY]
[Limited to
50
characters]
1
[Limited to
50
characters]
i
[Existing
HARMS User]
i
[DD/MM/YYYY]
[DD/MM/YYYY]
[Limited to
50
characters]
2
[Limited to
50
characters]
i
[Existing
HARMS User]
i
[DD/MM/YYYY]
[DD/MM/YYYY]
[Limited to
50
characters]
3
[Limited to
50
characters]
i
[Existing
HARMS User]
i
[DD/MM/YYYY]
[DD/MM/YYYY]
[Limited to
50
characters]
4
[Limited to
50
characters]
i
[Existing
HARMS User]
i
[DD/MM/YYYY]
[DD/MM/YYYY]
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Hazard and Risk Management System
(HARMS)
Cause
Document
Link URL
Document
Link
Reference
Code
Custom
Field
Abbreviation
Custom
Field
Custom
Data
Description
[URL
Document
Link only]
[Limited to
255
Characters]
[Limited to 10
Characters]
[Limited to
50
Characters]
i
[URL
Document
Link only]
[Limited to
255
Characters]
[Limited to 10
Characters]
[Limited to
50
Characters]
i
[URL
Document
Link only]
[Limited to
255
Characters]
[Limited to 10
Characters]
[Limited to
50
Characters]
i
[URL
Document
Link only]
[Limited to
255
Characters]
i If the description is very large, move the Hazard and all associated information to the top of this column. This will ensure that the
import program sets the character length to large and correctly imports all hazard information for all hazards.
ii Check that the format is consistent for all rows in this field. Numerical formats will not be recorded if the initial fields are populated with
date format.
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