Pha Pro User Guide 834 PDF

IHS Software for EHS & Sustainability
IHS PHA-Pro® 8.3.4

Desktop Pro ecn.ihs.com
User Guide
PHA-Pro 8.3.4 User Guide
April 2, 2013
© 2013 IHS. For internal use only. No portion of this publication may be reproduced, reused, or otherwise distributed in any form
without prior written consent of IHS.
TRADEMARKS
IHS and the IHS globe design are registered trademarks of IHS. Other trademarks appearing in this publication are the property of
IHS or their respective owners.
PHA-Pro
Table of Contents
Preface ............................................................................................... iv
IHS End-User License Agreement for Desktop Pro Software Products ......... v
Chapter 1: Installing PHA-Pro ............................................................. 1
Minimum System Requirements ........................................................... 2
Installing PHA-Pro .............................................................................. 3
Changing File Locations ....................................................................... 8
Starting the Software.......................................................................... 9
Authorizing Your License ................................................................... 10
Updating PHA-Pro............................................................................. 12
Re-Installing the My Documents Shortcuts ........................................... 13
Uninstalling PHA-Pro ......................................................................... 14
Chapter 2: Methodologies and Advanced Techniques ....................... 15
Risk Concepts .................................................................................. 16
Choosing a PHA Methodology ............................................................. 18
Methodologies Supported by PHA-Pro.................................................. 19
HAZOP Methodology ......................................................................... 20
What If Methodology......................................................................... 27
Checklist Methodology....................................................................... 29
What If/Checklist Methodology ........................................................... 31
Failure Mode and Effects Analysis Methodology ..................................... 33
Preliminary Hazards Analysis Methodology ........................................... 35
Hazard Analysis Critical Control Points Methodology .............................. 37
Layer of Protection Analysis (LOPA) Methodology .................................. 39
Safety Integrity Level (SIL) Methodology ............................................. 50
Chapter 3: Conducting Your Study..................................................... 58
Using PHA-Pro ................................................................................. 59
The Administration Collection ............................................................. 60
Documenting Nodes.......................................................................... 61
Identifying Deviations for Each Node ................................................... 63
Analyzing Process Hazards................................................................. 65
Managing Recommendations .............................................................. 66
Chapter 4: Getting Started ................................................................ 67
The Workspace ................................................................................ 68
Creating New Files............................................................................ 71
Customizing the New File Wizard ........................................................ 72
Changing Language Options............................................................... 73
Moving Around A Worksheet .............................................................. 75
Zooming In and Out of Documents ..................................................... 76
Formatting the Worksheet to Fit the Screen ......................................... 77
Updating Templates .......................................................................... 78
E-Mailing Files.................................................................................. 80
Setting Backup Options for Files ......................................................... 81
Saving Files ..................................................................................... 82
Saving Files Under Different Names .................................................... 83
Opening Files ................................................................................... 84
Closing Files .................................................................................... 86
Exiting PHA-Pro................................................................................ 87
Chapter 5: Learning the Basics .......................................................... 88
Working with Data ............................................................................ 89
Cutting, Copying and Pasting Data ...................................................... 93
Entering Data Using Data Mirroring ..................................................... 95
Using Dependency Matrices and Conditional Data Mirroring .................... 99
Working With Dates ......................................................................... 100
Reversing Order of Columns ............................................................. 102
April 2, 2013 i
PHA-Pro
Sorting the Information on a Worksheet ............................................. 103

Renumbering Data in Columns .......................................................... 104
Changing the Numbering of a List Cell ................................................ 105
Undoing and Redoing Changes .......................................................... 106
Using Notes for Your Data ................................................................ 108
Using Markers for Your Data ............................................................. 110
Using Symbols ................................................................................ 111
Checking Spelling ............................................................................ 115
Finding and Replacing Data............................................................... 117
Merging Lines in a Worksheet............................................................ 120
Isolating a Row in A Worksheet ......................................................... 121
Working with Structured Lists ........................................................... 123
Working With Linked Diagrams.......................................................... 127
Working with Attached Files .............................................................. 131
Working with Embedded Pictures ....................................................... 135
Chapter 6: Working with Libraries, Copy From and AutoType .......... 137
Using Libraries in PHA-Pro ................................................................ 138
Linking Columns in Libraries with Study Templates .............................. 144
Using Copy From ............................................................................. 146
Using AutoType ............................................................................... 152
Chapter 7: Customizing Forms and Worksheets .............................. 158
Customizing Headers and Data Fields ................................................. 159
Customizing Columns....................................................................... 172
Customizing Column Headings .......................................................... 183
Customizing Multiple Sheets or All Columns on a Single Sheet ............... 188
Customizing Individual Cells ............................................................. 192
Chapter 8: Printing and Exporting .................................................. 196
Generating Reports.......................................................................... 197
Printing Reports .............................................................................. 205
Exporting Data................................................................................ 211
Chapter 9: Revalidating Your Data .................................................. 215
Suggested Revalidation Process......................................................... 216
Tracking a Revalidation Study ........................................................... 217
Using Revalidation Markers ............................................................... 219
PHA Revalidation Checklists .............................................................. 220
Chapter 10: Managing Charts .......................................................... 222
Adding Charts to your Template ........................................................ 223
Formatting Charts ........................................................................... 229
Chapter 11: Customizing Your Templates ........................................ 236
Project Settings............................................................................... 237
Risk Systems .................................................................................. 240
Customizing the Risk Systems........................................................... 241
Creating, Importing and Exporting a Risk Matrix .................................. 245
Codes and Categories ...................................................................... 248
Markers ......................................................................................... 253
The Hierarchy ................................................................................. 259
Limitations When Working With Hierarchy Items.................................. 261
Adding Items to the Hierarchy........................................................... 262
Customizing the Hierarchy ................................................................ 277
Sheets ........................................................................................... 294
Adding New Sheets.......................................................................... 295
Customizing Sheets ......................................................................... 305
Chapter 12: Managing Studies, Revisions and Baselines.................. 310
Studies, Revisions, and Baselines ...................................................... 311
Using Release Management .............................................................. 313
Tracking Changes in A Revision ......................................................... 318
Tracking the Revision History of a Study............................................. 321
April 2, 2013 ii
PHA-Pro
Viewing the Checksum ..................................................................... 323

Checking Your Data ......................................................................... 324
Using Document Comparison ............................................................ 327
Chapter 13: Protecting Your Documents.......................................... 328
Types of Document Protection ........................................................... 329
Using Read-Only Access ................................................................... 330
Using Password Management ............................................................ 332
Protecting Studies with Access Rights................................................. 334
Chapter 14: Advanced Exporting Features....................................... 343
Exporting Data Using Batch Files ....................................................... 344
Using the XML Import/Export Function ............................................... 348
Exporting/Importing XML Data Using Batch Files.................................. 362
Appendix A: Function Descriptions .................................................. 365
Constants....................................................................................... 366
Statistical / Combining Functions ....................................................... 367
Math & Trig Functions ...................................................................... 369
Text Functions ................................................................................ 373
Logical Functions ............................................................................. 376
Date Functions ................................................................................ 378
Other Functions .............................................................................. 379
Appendix B: Checklist Preparation .................................................. 380
Appendix C: Checklist to Assist with Compliance for OSHA 1910.119 ....
382
Appendix D: Analyzing Operating Instructions, Batch Processes and
Plant Modifications ....................................................................... 383
Methods of Analyzing Operating Instructions and Batch Operations. ....... 384
Methods for Studying Plant Modifications ............................................ 385
Tutorial A: Creating a Template From Scratch ................................. 386
Creating a Blank Template................................................................ 387
Preparation for Creating a New Template ............................................ 389
Creating the Hierarchy ..................................................................... 392
Adding Administration Information to the Hierarchy ............................. 395
Adding the Risk Matrix ..................................................................... 396
Adding Codes and Categories ............................................................ 401
Adding Markers ............................................................................... 404
Displaying the Hierarchy in Sheets..................................................... 407
Formatting your Forms and Worksheets ............................................. 419
Rearranging the Sheets .................................................................... 421
Further Customization...................................................................... 426
Tutorial B: Data Mirroring................................................................ 427
Adding Data Mirroring ...................................................................... 428
Entering Information in the Data Mirrored Fields .................................. 432
Tutorial C: Plotting Your Analyses ................................................... 438
Creating 2-D Bar, 2-D Line and Pareto Charts ..................................... 439
Creating a 3-D Bar Chart .................................................................. 451
Tutorial D: Creating Dependency Matrices....................................... 461
What are Dependency Matrices? ........................................................ 462
Dependency Matrices in PHA-Pro ....................................................... 463
Creating the Hierarchy ..................................................................... 464
Creating a Simple Dependency Matrix ................................................ 466
Creating a Cascading Dependency Matrix with Conditional Data Mirroring 476
Suggested Reading.......................................................................... 483
Index .............................................................................................. 485
April 2, 2013 iii

PHA-Pro Preface
PREFACE
Welcome to PHA-Pro®, the most comprehensive and innovative software tool for
conducting a Process HAzards Analysis. It provides expert guidance for studying
a full range of products to help companies identify potential problems in order to
eliminate them, or at least reduce their likelihood of occurring and minimize their
harmful effects.
PHA-Pro includes numerous features that make it quick and easy to record
information, generate quantitative risk data and create PDF and HTML reports.
This manual shows you how to get the most out of these features. PHA-Pro not
only helps you to conduct a PHA, it also facilitates your study. The predefined
hierarchy immediately gives structure and focus to your PHA. The built-in
libraries aid you in quickly entering data instead of having to recreate it from
scratch, and the libraries can also help your PHA team to brainstorm. In short, this
software stands out from generic products, such as spreadsheets, that were never
specifically designed for an PHA environment. When you open PHA-Pro, you can
immediately begin conducting your Process Hazards Analysis much more
quickly, efficiently and cost-effectively.
This section discusses the following topics:

IHS End-User License Agreement for Desktop Pro Software Products on page v.
April 2, 2013 iv
PHA-Pro Preface
IHS End-User License Agreement for Desktop Pro

Software Products
IMPORTANT--READ CAREFULLY: This IHS End-User License Agreement

("EULA") is a legal agreement between you (“Client”) (either an individual or a
single entity) and IHS Global Canada Limited (“IHS”), a corporation located in
Calgary, AB Canada, for the Desktop Pro software products , which includes
computer software and/or associated media and printed materials, and may
include "on-line" or electronic documentation ("Product(s)"). By installing, or
otherwise using the Product(s), Client agrees to be bound by the terms of this
EULA. If Client does not agree to the terms of this EULA, promptly return the
download link or unopened Product(s) to the place from which Client obtained it.
Entering the keycode constitutes agreement with the terms of the EULA.
1. GRANT OF LICENSE. Subject to the terms and conditions of this EULA, for
the Product(s) set forth in any executed Quote, IHS grants to Client a Stand
Alone PC License, ,as set out in the Quote ,that is nonexclusive, nontransferable,
nonsublicensable and revocable for the term set forth in the Quote for each
Product, solely for its own internal use.
Stand Alone PC License. Client may install and use one copy of the Product(s) on
the local hard drive of a single computer. The primary user of the computer on
which the Product(s) is installed may make one copy for backup purposes only.
The Product(s) may only be used by individuals who are “Authorized Users”,
defined as: full or part-time employees of Client and those Client contractors who
are required to access the Product(s) set forth on the Quote solely for the purpose
of assisting Client in its internal business purposes. Client will be fully liable and
responsible for the acts and omissions of its Authorized Users.
2. MAINTENANCE AND SUPPORT . The initial term of the Maintenance and

Support is set forth in the Quote. So long as Client is not in material breach of
this EULA, the Maintenance and Support automatically will renew for successive
renewal terms of 12 months (or as specified in the Quote) unless Client provides
IHS with written notice of its intent not to renew at least 30 days prior to the end
of the initial or any renewal term. Maintenance and Support is provided in
accordance with the terms of the IHS Customer Care User Guide as posted on
ecn.ihs.com.
3. DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS.
April 2, 2013 v
PHA-Pro Preface
• Client understands and agrees that the Product(s) are the proprietary,
confidential and/or trade secret information of IHS or a third party whose
product may be licensed with the Product(s) or recommended in connection
with installation and use of the Product(s) and that the confidential period of
such Product(s) along with the third party product(s) remains so in perpetuity.
• Except as may be expressly authorized herein, Client may not transfer,
sublicense, relicense, disclose to third parties or commercially exploit
Product(s), or use Product(s) for third party transactions, commercial time-
sharing, rental or service bureau use or publicly perform or publicly display
Product(s) or otherwise reproduce, directly or indirectly, the Product(s) in
whole or in part, or any materials relating thereto.
• Client must take all reasonable steps to ensure that no unauthorized persons
shall have access to the Product(s) and that all authorized persons having
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reproduction. Client must not reverse engineer, disassemble, decompile,
create derivative works or otherwise alter or modify Product(s) provided
hereunder.
• Client may not copy the printed materials accompanying the Product(s).
• Client shall not publish or disclose any results of any benchmark tests run on
the Product(s)
• Client shall not run and/or access the Product(s) through a hardware or
software terminal server or emulator such as “Citrix” or comparable servers
or technology.
4. INTELLECTUAL PROPERTY. Subject only to the licenses expressly granted
in the Quote and herein, IHS or its third party providers will be the sole owner of
all intellectual property rights in and to the Product(s). Client will not remove any
copyright, trademark or other proprietary notices of IHS or any third Party
contained on or in the Product(s) and Client will reproduce all such notices on all
copies permitted to be made by Client under this EULA.
5. EXPORT CONTROL/FOREIGN CORRUPT PRACTICES ACT. The

Product(s) provided by IHS under this Agreement may contain technical data
(e.g., encryption technology) the export, re-export, transfer or sale of which is
controlled by U.S. export control laws. Client warrants and represents to IHS that
Client will not itself or through others export or re-export the Product(s) in any
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whether in cash or kind, intended to obtain or retain an advantage, or any other
action deemed to be corrupt under the applicable country laws.
April 2, 2013 vi
PHA-Pro Preface
6. WARRANTY. IHS warrants that the Product(s) provided by IHS under this
EULA will comply with all material specifications set forth in the Documentation
accompanying the Product(s) for a period of 90 days from date of delivery, if
Client is to install or 90 days from date of installation, if IHS is to install. IHS
warrants that such Product(s) does not contain known viruses or other lock-out
capabilities, unless expressly set forth in the Quote. IHS does not warrant that
such Product(s) will be free from virus and bugs. To enforce this warranty, Client
must provide IHS with written notification of any failure of said Product(s) to
comply with any material specification within the warranty period set forth above.
IHS must be able to replicate such failure. Client’s sole and exclusive remedy for
any such replicated failure, at IHS’ sole option, is to: (i) use commercially
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DISCLAIMS ALL OTHER EXPRESS OR IMPLIED WARRANTIES,
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8. LIMITATION OF LIABILITY. IN NO EVENT WILL IHS OR ITS

SUPPLIERS BE LIABLE FOR ANY INDIRECT, SPECIAL, PUNITIVE, OR
CONSEQUENTIAL DAMAGES OF ANY KIND OR NATURE
WHATSOEVER, SUFFERED BY CLIENT, INCLUDING, WITHOUT
LIMITATION, LOST PROFITS, LOST DATA, LOSS OF REPUTATION, LOSS
OF GOOD WILL, BUSINESS INTERRUPTIONS OR OTHER ECONOMIC
LOSS ARISING OUT OF OR RELATED TO THIS EULA AND ANY QUOTES
OR ANY USE OF OR INABILITY TO USE PRODUCT(S) EVEN IF
ADVISED IN ADVANCE OF THE POSSIBILITY OF SAME. IHS IS NOT
LIABLE FOR ANY DAMAGES ARISING OUT OF OR RELATED IN ANY
WAY TO: (i) THE ACCURACY OR COMPLETENESS OF CLIENT
INFORMATION; OR (ii) USE OF PRODUCT(S) OR SERVICES; OR (iii)
CLIENTS’ NEGLIGENCE AND WILLFUL ACT; OR (iv) MODIFICATIONS
TO PRODUCT(S) OR SERVICES; WHETHER SUCH DAMAGES ARE
SUFFERED BY CLIENT OR ANY THIRD PARTY. IHS’s total aggregate
liability in contract, tort, (including negligence) misrepresentation or otherwise,
April 2, 2013 vii

PHA-Pro Preface
including liability for any damages arising out of or related to this EULA or any
Quote will not exceed the Fees paid by Client hereunder for the defective portion
of the Product(s) that is the subject of the claim.
9. AUDIT. At IHS’ request, Client shall within thirty (30) days fully document
and certify to IHS in writing that all Product(s) are being used in accordance with
the terms and conditions of this EULA and Quote. Not more than once annually
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10. MISCELLANEOUS. This EULA is governed by the laws of the State of New
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The Product(s) are provided subject to US Government Restricted Rights legend.
Client may assign this Agreement to any third party (whether directly or
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and supersede any and all prior proposals, understandings, representations,
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parties with respect to the subject matter hereof. Nothing contained in any Client-
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and conditions or invoice will in any way modify or add any additional terms or
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exempt status, delivery date, shipping instructions and the like, as applicable and
only as mutually agreed upon, and as may be specified on Client-issued purchase
orders.
April 2, 2013 viii

PHA-Pro Chapter 1: Installing PHA-Pro
CHAPTER 1: INSTALLING PHA-PRO

Installing PHA-Pro is a simple task. This guide tells you the minimum system
requirements your computer must have and the steps you need to perform to
install the software. You will learn how to start PHA-Pro and authorize your
license so you can begin a new study. The chapter also explains how to update the
software, how to remove it from your computer, and how to transfer it to another
computer or server

Minimum System Requirements on page 2.
Installing PHA-Pro on page 3.
Changing File Locations on page 8.
Starting the Software on page 9.
Authorizing Your License on page 10.
Updating PHA-Pro on page 12.
Re-Installing the My Documents Shortcuts on page 13.
Uninstalling PHA-Pro on page 14.
April 2, 2013 1
Minimum System Requirements

In order for PHA-Pro to run on your system, your computer must meet the
following minimum system requirements:
Operating Computer/ Available Hard

Memory
System Processor Disk Space*
Workstation /Client Computer** Install:
733MHz 50 MB (program)
Windows XP SP 2 512 MB
microprocessor 1 GB (database)
Windows Vista 1 GHz 50 MB (program)

1 GB
Business SP 1 microprocessor 1 GB (database)
1 GHz 50 MB (program)
Windows 7 1 GB
microprocessor 1 GB (database)
Network Server Install:
Windows Server 733MHz 50 MB (program)

512 MB
2003 microprocessor 1 GB (database)
Windows Server 733MHz 50 MB (program)

512 MB
2008 microprocessor 1 GB (database)
Note: Network Servers require .NET 2.0 or greater.
*Additional space is required during setup.

**Diskspace for a client computer install is 10 MB.
April 2, 2013 2
Installing PHA-Pro
PHA-Pro must be installed either on a single workstation, or on a network server
for several users. You cannot run the program from the CD. To successfully install
and run PHA-Pro, you must be able to install the program by one of the following:
• Internet access that supports file downloads.
• CD-ROM or DVD Drive.
• Networked shared drive containing the setup files.
The maximum number of users that can use PHA-Pro at any given time is equal to
the number of licenses that you have purchased. For example, if you have
purchased three licenses and they are all being used, the fourth person attempting
to load PHA-Pro is placed in 'queue' for access.

Installing PHA-Pro on a Single Workstation on page 3.
Installing PHA-Pro on a Windows 2003, 2008 Server on page 4.
Client Installation Setup on page 6.
Alternate Network Setup on page 6.
Setting Folder Options on page 7.
Installation Support on page 7.
Installing PHA-Pro on a To install PHA-Pro on a single workstation:
Single Workstation
Note: You must have administrator privileges before installing this software.
Contact your Information Systems Specialist for assistance if necessary.
Note: In order to install this software on a Vista or Windows 7 machine, you must
run the installer as an administrator. You can do this by right clicking the
installation package and selecting "Run as Administrator". Contact your
Information Systems Specialist for assistance if necessary.
Step Action
1. Download package from web site and run the .exe file.
OR
If installing from the CD:
1. Place the CD in the CD-ROM or DVD drive.
The AutoPlay brings up a product selection window (if AutoPlay is
disabled, double-click your CD-ROM in My Computer to manually
launch selection window).
2. Select the required PHA-Pro from list.
3. Select Install Software.
The Welcome to Setup Wizard window appears.
2. Click Next.
The End-User License Agreement screen opens.
3. Select the I accept the terms in the License Agreement radio

button.
April 2, 2013 3
Step Action
4. Click Next.
The Choose Setup Type window appears.
5. Click Workstation button.

The Install Location screen opens.
6. If you want to change the location of where the program is to be

installed, enter the new location in the text field.
By default, PHA-Pro is installed to C:/Program Files/PHA-Pro.
7. Select the language that you want the software to use from the
drop-down list.
Note: If you are going to use Right to Left or Asian Languages:
1. On the Windows Tool bar, click Start.
2. Go to Control Panel>Regional and Languages Support.
3. Click Languages.
4. Ensure that the two following check boxes are selected:
• Install files for complex script and right-to-left languages
(Including Thai).
• Install files for East Asian languages.
When you select these boxes, you may have to install additional
Windows files.
8. Click Next.
The Ready to Install window appears.
9. Click Install.
PHA-Pro installs.
10. Click Finish.
The first time you launch PHA-Pro, the License Configuration dialog box opens.
It asks for a License to authorize the copy of PHA-Pro. For information on
authorizing your software, see Authorizing Your License on page 10.
Note: If you are updating to PHA-Pro 8.0 from an earlier version, you must
request a kill code from Application Support as well as request a new
license.
Installing PHA-Pro on a When installing PHA-Pro on a Windows® server, you must ensure that:
Windows 2003, 2008 Server
• The program is installed directly onto the server itself - no mapped or virtual
drive installations.
• The Dyadem program directory must be 'shared' with full access.
• Users must be given full access privileges to the Dyadem directory share, and
its sub-folders and files (read, write, modify, delete).
To install PHA-Pro on a Windows 2003, 2008 Server:
Step Action
1. Log into the server with administrator rights.
April 2, 2013 4
Step Action
2. Download package from web site and run the .exe file.
OR
If installing from the CD:
1. Place the CD in the CD-ROM or DVD drive.
The AutoPlay brings up a product selection window (if AutoPlay is
disabled, double-click your CD-ROM in My Computer to manually
launch selection window).
2. Select the applicable PHA-Pro from list.
3. Select Install Software.
Note: The application must be loaded on the local drive of the server.
3. Click Next.
The End-User License Agreement screen opens.
4. Select the I accept the terms in the License Agreement radio

button.
5. Click Next.
The Choose Setup Type window appears.
6. Click Network Server button.

The Install Location screen opens.
7. If you want to change the location of where the program is to be

installed, enter the new location in the text field.
By default, PHA-Pro is installed to C:/Program Files/PHA-Pro.
8. Select the language that you want the software to use from the
drop-down list.
Note: If you are going to use Right to Left or Asian Languages:
1. On the Windows Tool Bar, click Start.
2. Go to Control Panel>Regional and Languages Support.
3. Click Languages.
4. Ensure that the two following check boxes are selected:
• Install files for complex script and right-to-left languages
(Including Thai).
• Install files for East Asian languages.
When you select these boxes, you may have to install additional
Windows files.
9. Click Next.
The Ready to Install window appears.
10. Click Install.

PHA-Pro installs.
11. Click Finish.
12. Install shortcuts on the individual workstations.

For more information, see Client Installation Setup on page 6.
April 2, 2013 5
The first time you launch PHA-Pro, the License Configuration dialog box opens.
It asks for a License to authorize the copy of PHA-Pro. For information on
authorizing your software, see Authorizing Your License on page 10.
license.
Client Installation Setup Once PHA-Pro has been set up on your server, you must set up the individual
workstations to access to the program. You can set up as many individual
workstations as you require. The maximum number of users that can use PHA-Pro
at any given time, however, equals the number of licenses purchased. If you
require additional licenses, please contact your vendor.
Note: In order to install this software on a Vista machine, you must run the
installer as an administrator. You can do this by right clicking the installation
package and selecting "Run as Administrator". Contact your Information
Systems Specialist for assistance if necessary.
To setup client access to the network version of PHA-Pro:
Step Action
1. Login to the workstation with administrator rights.
2. Point to the PHA-Pro 8.0.3.1 client setup.exe file on the server.
3. Run the exe and follow the Wizard.
Alternate Network Setup An alternate network installation for PHA-Pro is to set up the license on your
server and install unlicensed copies of PHA-Pro on your workstations. When you
start PHA-Pro on the workstation, it authorizes its license against that on the
server. This allows the workstations to work faster than if the program was on
server.
To set up the license on your server and install unlicensed copies on your
workstations:
Step Action
1. Install PHA-Pro on the server.

For more information, see Installing PHA-Pro on a Windows 2003, 2008
Server on page 4.
2. Run PHA-Pro on the server and give it a network license.

For more information, see Authorizing Your Copy on page 11.
3. Install PHA-Pro on the client computer.

For more information, see Installing PHA-Pro on a Single Workstation on
page 3.
4. Run PHA-Pro on the client computer.

The License Configuration dialog box opens.
Note: Do not license PHA-Pro on the client computer. If it is already
licensed, go to Help>License to open the dialog box.
April 2, 2013 6
Step Action
5. Within the License dialog box, click the See more options.
6. Click Change license location.
7. Click the Browse button.
8. Find the folder on the server where PHA-Pro was installed in step
1.
9. Select this folder and click OK.
10. Click OK to exit the Choose License Location dialog box.

A message tells you that PHA-Pro needs to be restarted.
11. Click OK.

PHA-Pro automatically restarts.
You can install as many unlicensed copies of PHA-Pro as you require. The
maximum number of users that can use PHA-Pro at any given time, however,
equals the number of licenses purchased. If you require additional licenses, please
contact your vendor.
Setting Folder Options The settings.ini file allows you to set up certain options in a central location. Once
set up, these options will be the same for all users of the network license. You can
also lock these settings so that individual users cannot change them.
A sample ini file is as follows:

[folders]
DocumentFolder=\\Server1\Share\Documents
TemplateFolder=\\Server1\Share\Templates
LibraryFolder=\\Server1\Share\Libraries
AutobackupFolder=\\Server2\Share\Autobackup
DocumentFolderLock=1
TemplateFolderLock=1
LibraryFolderLock=1
AutobackupFolderLock=1
In the above sample, each option name corresponds to the File Location option in
PHA-Pro. For more information, see Changing File Locations on page 8. For
each folder option in the ini file, there is a corresponding lock option that locks the
folder so that users cannot change it. For example for the folder option
DocumentFolder, there is the lock option DocumentFolderLock.
Note: You do not have to specify the lock option to allow users to change the
folder settings. If you omit the option, the folder setting in the ini file
defaults to allowing changes.
Installation Support There may be some issues on a case-by-case basis, which are inherent in server
installs. If you have issues with your network installation, you can contact us at:
Stature-DesktopProSupport@ihs.com or call 416.649-9224.
April 2, 2013 7
Changing File Locations

You control where the software stores your PHA-Pro files, templates, libraries and
backup files.
Note: If you want to change these locations on a server for a network license, you
can make these changes in the settings.ini file. For more information, see
Setting Folder Options on page 7.
To change the folder where PHA-Pro stores its files, templates, libraries and
backup files:
Step Action
1. Go to Tools>Options.
The Options dialog box opens.
2. Click the File Locations tab.

This tab lists the following folders and their location on your computer
system:
• Documents.
• Template Files.
• Library Files.
• Auto-Backup Files.
Note: The Data Files are also listed but without a location. These files
contain the change logs, revision history and should not be
moved.
3. To change the storage folder, either:

Double-click the folder.
Or
Click the folder and then click Modify.
The Browse for Folder dialog box appears. The current folder appears
highlighted in the list.
4. Click the desired folder.
5. Click OK to close the Browse for Folder dialog box.
6. In the Options dialog box, click OK.
April 2, 2013 8
Starting the Software

To launch PHA-Pro on your computer:
Step Action
1. On the Start menu, point to Programs.
2. Select the PHA-Pro folder
3. Click the PHA-Pro icon.

PHA-Pro opens on your screen.
Note: If you are starting the PHA-Pro for the first time, see Authorizing
Your License on page 10.
April 2, 2013 9
Authorizing Your License

Once you have installed PHA-Pro, you must authorize its license using a license.
This is a two stage process. You apply for a license, and then when you receive the
license, you use it to authorize your copy of PHA-Pro.
license.

Applying for Your License on page 10.
Authorizing Your Copy on page 11.
Applying for Your License The first time you start PHA-Pro, the License Configuration dialog box opens. To
apply for the license, you must complete the License Configuration form and e-
mail it to us. You will receive a file with the license that contains the activation
codes that you require to validate PHA-Pro.
To authorize your license:
Step Action
1. If you are authorizing a Network licence, you must first enter the
network location for the license:
1. Click Show More Options.
2. Click Change License Location.
3. Enter the network location for where the license is to be placed.
Note: Even if you are placing the license on the same server, you must
enter the network address for the folder. In other words, you must
enter //<servername>/PHA-Pro rather than C:\program
files\PHA-Pro.
4. Click Ok.
5. Click Ok to restart PHA-Pro.
Tip: You can use this procedure to place a workstation license in a
different folder on your computer. Do not use the network address.
The default license address is the folder where the software is
installed.
2. Click Request a License.

The Request License dialog box opens.
3. Complete the following fields on yourself and your company:

• Name.
• Title.
• Company.
• Department.
• Phone.
• Extension.
• E-mail Address.
April 2, 2013 10
Step Action
4. From the Type of License drop-down list, select the type of

license:
• Free Workstation Evaluation (time-limited).
• Free Network Evaluation (time-limited)
• Full Workstation License.
• Full Network License.
5. Enter the Serial Number in the Serial # field. (Required for full
license)
6. Enter any additional information in Notes field.
7. Enter the following information on your account manager or

customer care representative:
• Name.
• E-mail address.
8. Click either:
• Send Request by E-mail Now.
• Save Request to File.
Note: The latter option is required if you use web-based e-mail or
unsupported e-mail software. You must e-mail the file to
LicenseKeyRequest@ihs.com.
Tip: If you are saving the request to file, we suggest that you save the
file to your desktop. This will make the file easier to find when you
email the request.
A file containing the access codes is e-mailed to you.
Authorizing Your Copy After you receive the license, save it to your computer and then apply it to the
software. Once this is done, the software can be used.
To authorize your copy of PHA-Pro:
Step Action
1. Open the e-mail reply.
2. On the e-mail menu, go to File>Save Attachments.
3. Use the Save As dialog box to save the key to the same folder as
the key request.
4. Open PHA-Pro.
The License dialog box opens.
5. Click Load License from File.

The Open dialog box opens.
6. Using the Look in field, navigate to the folder containing the

license.
7. Select the file containing the license.
8. Click Open.
Your copy of PHA-Pro is licensed and ready for use.
April 2, 2013 11
Updating PHA-Pro
IHS regularly updates its software to add new features, deal with known issues
and otherwise improve the quality of its products. Registered owners of PHA-Pro
can always download the latest update from ECN. Installing an update on your
computer does not void your existing license. Updating the software does not void
your existing license.
Note: If you are updating a network licensed version of PHA-Pro, you must update
the program at the server. If updating an alternate network installation, you
must update the program at the server and at each workstations.
When you update PHA-Pro, it uses the last language set.

Note: The language setting is found in the regedit file. When you uninstall PHA-
Pro, the file is not affected, and the settings remain. The new version uses
the regedit file settings. If you want to clear the settings, you must go into
regedit and clear the setting manually.
Downloading Updates from To download an update of PHA-Pro:

the Web
license.
Step Action
1. Go to Help>About PHA-Pro.
The About dialog box appears. Under Version, the dialog box displays the
version number of PHA-Pro that is installed on your computer system.
2. Record this number on a piece of paper.
3. Click OK.
The dialog box closes.
4. Open Internet Explorer and go to ecn.ihs.com.
5. Login with your username and password.
6. Navigate to the download page for product updates.
7. Compare the version number displayed on this Web page with the
information you recorded in step 3.
If the information is the same, your copy of PHA-Pro is already up-to-
date.
8. If an update is available, click the download link and follow the

instructions on your screen.
Note: Before installing the update, you must remove the
ApplicationSettings.cfg file. This allows the program to create the
shortcuts to the Templates, Libraries and Sample Studies folders.
For more information, see Maintaining the Shortcuts Before
Updating on page 13.
April 2, 2013 12
Re-Installing the My Documents Shortcuts

A folder entitled PHA-Pro Documents is created under My Documents as a
shortcut to the Templates, Libraries and Sample Studies folders. PHA-Pro adds
them when it is first run on the computer. When the program is updated or re-
installed, these shortcuts are lost. You can, however, carry out a simple procedure
to ensure that the shortcuts remain.

Maintaining the Shortcuts Before Updating on page 13.
Re-Installing the Shortcuts After an Upgrade on page 13
Maintaining the Shortcuts To ensure that the shortcuts remain before updating the program:
Before Updating
Step Action
1. Before installing the update, using Windows Explorer go to

C:\Documents and Settings\<User Name>\Application
Data\Dyadem\PHA-Pro 7.
2. Delete the ApplicationSettings.cfg file.

You can now update the program without losing the shortcuts.
Re-Installing the Shortcuts If you installed an update without removing the ApplicationSettings.cfg file, the
After an Upgrade
shortcut to the Templates, Libraries and Sample Studies folders will be missing.
To re-install the shortcuts on an updated version of the program:
Step Action
1. Close the program.
2. Using Windows Explorer, go to C:\Documents and Settings\<User

Name>\Application Data\Dyadem\PHA-Pro 7.
3. Delete the ApplicationSettings.cfg file.

The shortcuts are re-installed the next time the program is opened.
April 2, 2013 13
Uninstalling PHA-Pro
When you install PHA-Pro, the setup program also adds an “uninstall” program to
your system. The uninstall program records the activity during the installation
process, and you can use it to safely remove PHA-Pro from your computer.
Note: Uninstalling PHA-Pro terminates your license, and may cause the loss of
data.
To uninstall PHA-Pro:
Step Action
1. On the Start menu, click Programs.
2. Select the PHA-Pro folder.
3. Click Uninstall PHA-Pro.

A confirmation dialog box opens.
4. Click Yes.
The PHA-Pro is removed from your system.
April 2, 2013 14
PHA-Pro Chapter 2: Methodologies and Advanced Techniques
CHAPTER 2: METHODOLOGIES AND ADVANCED

TECHNIQUES
PHA-Pro software is specifically designed for conducting a Process Hazards
Analysis (PHA) in a wide variety of industrial settings. It supports the most
commonly used PHA methodologies and provides many features that empower
you to complete studies quickly and efficiently.
This overview discusses the PHA methodologies supported by PHA-Pro,

including the strengths and limitations of each method. Understanding these
basics is essential for choosing the approach that best meets your needs and for
planning an effective study. For more information, see Guidelines for Process
Hazards Analysis, Hazards Identification & Risk Analysis, 3rd Edition (2003).

Risk Concepts on page 16.
Choosing a PHA Methodology on page 18.
Methodologies Supported by PHA-Pro on page 19.
HAZOP Methodology on page 20.
What If Methodology on page 27.
Checklist Methodology on page 29.
What If/Checklist Methodology on page 31.
Failure Mode and Effects Analysis Methodology on page 33.
Preliminary Hazards Analysis Methodology on page 35.
Hazard Analysis Critical Control Points Methodology on page 37.
Layer of Protection Analysis (LOPA) Methodology on page 39.
Safety Integrity Level (SIL) Methodology on page 50.
April 2, 2013 15
Risk Concepts
Before carrying out a PHA to identifying hazard, you should understand the
difference between hazard and risk. Many people often confuse risk and hazard.
Although related, they are not the same.

What is a Hazard? on page 16.
Identifying Hazards on page 16
What is Risk? on page 16.
Managing Risk on page 16.
As Low As Reasonably Practicable (ALARP) on page 16.
What is a Hazard? A hazard is an inherent chemical or physical characteristic that has the potential
for causing damage to people, property, or the environment.
Identifying Hazards When identifying hazards, you must identify the following:
• Potential loss of containment situations.
• Causes that can result in loss of containment.
• Potential consequences of loss of containment.
• Potential safeguards that may:
• Prevent loss of containment.
• Mitigate or reduce the consequences.
What is Risk? Risk is a measure of the consequence of a hazard and the frequency with which it
is likely to occur. In mathematical terms, Risk can be defined as the product of
Consequence and Frequency:
RISK = CONSEQUENCE X FREQUENCY
Managing Risk The first step in managing risk is to identify the hazards of the process. Your PHA
team must evaluate hazards that can potentially impact people, the environment,
our business and the corporate reputation.
The second step is to assess the risks. The frequency and consequences of each
hazard are determined to determine the risk. If the hazard does not pose a serious
risk, it is reviewed from an economic standpoint for cost effectiveness and for
implementation. For non-serious risks, the concept of ALARP is applied. For
more information, see As Low As Reasonably Practicable (ALARP) on page 16.
The third step is to manage the risks. This can only be done once the hazards have
been identified, and the risks assessed. Depending on the level of risk, the
decision to accept the risk or take remedial action(s) is made.
As Low As Reasonably Not all risks can be eliminated. ALARP is balancing risk reduction against the
Practicable (ALARP)
time, difficulty, and cost of achieving it. ALARP is based on the principle of
April 2, 2013 16
reducing risk to a level such that any further risk reduction would cost more than
the benefits incurred.
April 2, 2013 17
Choosing a PHA Methodology

Each PHA methodology is best suited for different circumstances, but all have a
similar format. In general, a PHA identifies four key elements:
• The source of the hazard – also referred to as the cause, the “what if” item, the
hazard or the failure mode, depending on the type of PHA study.
• The consequence, impact or effect – results from exposure to the hazard.
• Safeguards, controls or mitigative features – intended to prevent the hazard
from occurring or reduce the consequences that result.
• Recommendations – actions that can be taken if the safeguards, controls or
mitigative features are considered inadequate, or if none are in place.
When choosing a methodology, consider the following:
• Extent of the risk – is it high, medium or low?
• Familiarity – how familiar are you and your team with the plant or process
being studied?
• Stage of the facility life – is the facility you are studying in the planning
stages, already in existence or is it being modified?
• Stage of the process – at which point of the operation or design cycle is the
PHA being applied?
• Equipment – is the analysis limited to certain items of equipment?
• Type of process – is the process batch or continuous?
• Internal and external regulatory requirements - do these require a specific
methodology?
Since these considerations can vary greatly from one situation to the next,
identifying which methodology is right for your particular needs is beyond the
scope of this manual. Instead, general guidelines are presented. Choosing a
suitable approach is always the responsibility of you and your colleagues because
no one else is more familiar with your situation. When in doubt, choose a rigorous
methodology to reduce the chances of incomplete assessment.
April 2, 2013 18
Methodologies Supported by PHA-Pro

PHA-Pro supports the following PHA methodologies:
• Guide Word HAZOP.
• Knowledge Based HAZOP.
• What If.
• Checklist.
• What If/Checklist.
• Failure Modes and Effects Analysis (FMEA).
• Preliminary Hazards Analysis (PrHA).
• Hazard Analysis Critical Control Points (HACCP).
PHA-Pro also supports:
• Safety Integrity Level (SIL) assessment methodology.
• Layer of Protection Analysis (LOPA) methodology.
April 2, 2013 19
HAZOP Methodology
HAZards and OPerability analysis (HAZOP) simulates abnormal behavior by
considering deviations and disturbances due to causes likely to impact immediate
and surrounding plant resulting in consequences. The study team then decides
whether the design has adequate features that can prevent occurrence or limit the
consequential effects. If no such safeguards exist, then the team considers what
actions are needed to remedy the situation.
Guide Word HAZOP is one of the most rigorous PHA methodologies, and many
experts believe this approach gives the most complete analysis. Knowledge Based
HAZOP can also be a valuable technique, provided that the engineering, plant and
facility design standards and procedures are extensive and that the study team is
highly experienced.

Guide Word HAZOP on page 20.
The Cause-by-Cause Methodology on page 22.
The Deviation-by-Deviation Methodology on page 22.
Methodology for Guide Word HAZOP on page 23.
Assigning Nodes on page 23.
Examining Causes of Deviations on page 23.
Identifying Consequences, Safeguards and Recommendations on page 23.
Team Requirements on page 24.
Data Requirements on page 24.
Time Requirements on page 24.
Advantages of Guide Word HAZOP on page 24.
Limitations of Guide Word HAZOP on page 25.
Knowledge Based HAZOP on page 25.
Time Requirements of Knowledge Based HAZOP on page 25.
Advantages of Knowledge Based HAZOP on page 26.
Limitations of Knowledge Based HAZOP on page 26.
Guide Word HAZOP Guide Word HAZOP is a qualitative PHA method that identifies potential hazards
and operating problems. This technique applies guide words to process
parameters to create deviations from the design intention.
Guide Word + Parameter = Deviation
Example:
High + Flow = High Flow
April 2, 2013 20
The deviations apply to specific items, known as nodes. Risk analysts use Guide
Word HAZOP to identify process and/or operational hazards as well as
unacceptable risk situations.
The following table presents some examples of guide words and parameters.
Note: Not all guide words can be applied to all parameters. For example, it is
invalid to combine the guide word “Reverse” with the parameter
“Temperature” because “Reverse Temperature” does not exist.
Guide Words Parameters
No (or None) Flow
More (or Higher) Pressure
Less (or Low) Temperature
Reverse Level
Other than Concentration
Sooner / Later Viscosity
pH
In this table, guide words are defined and then matched with parameters to create
sample deviations:
Guide Word Meaning Example Deviation
No, None Negation of design intent No flow
Quantitative increase
More, High More flow
(above design intent)
Quantitative decrease
Less, Low Less flow
(below design intent)
Qualitative decrease Part of stream

Part of
(below design intent) composition is missing
More components
present than there
Qualitative increase
As well as should be (more
(above design intent)
impurities,
contaminants)
Logical opposite of
Reverse Reverse flow
design intent
Alternative mode (what Startup, shutdown,

Other than
else can happen) power failure
The main focuses of Guide Word HAZOP are P&IDs and PFDs. Equipment
specification, shut down logic, etc., and other process documentation are used as
supporting documents. The analysis requires a multi-disciplinary team with
members experienced in HAZOP, plant design, operation and maintenance. Study
April 2, 2013 21
sessions must be dedicated to risk, not side issues, and must include a systematic
review of all equipment items.
This methodology is applicable to continuous processes, batch processes and

written procedures, such as operating instructions. The technique can be used for
new designs at later stages, existing processes, revamp cases and plant
modifications. Some of the newer applications of Guide Word HAZOP include
computer-controlled systems critiques.
Becoming familiar with Guide Word HAZOP is highly recommended before you
begin using other PHA techniques. Once you learn how to use the Guide Word
HAZOP methodology, the other techniques are relatively simple to follow.
The Cause-by-Cause The Cause-by-Cause (CBC) methodology links each cause to consequences,
Methodology
safeguards and recommendations. CBC is an accurate HAZOP methodology
because it is fully auditable.
In the following example, there are three causes, two consequences, three
safeguards and two recommendations:
Related Related Related

Consequences Safeguards Recommendations
Safeguard #1
Consequence #1
Cause 1 Safeguard #2 None required
Consequence #2
Safeguard #3
Cause 2 Consequence #1 Safeguard #1 Recommendation #1
Cause 3 Consequence #2 No safeguard Recommendation #2
The Deviation-by-Deviation The Deviation-by-Deviation (DBD) methodology records causes, consequences,

Methodology
safeguards and recommendations but does not show linking. This example is for
the same situation as in the previous example:
Consequences Safeguards Recommendations
Cause 1 Consequence #1 Safeguard #1 Recommendation #1
Cause 2 Consequence #2 Safeguard # 2
Cause 3 Safeguard #3 Recommendation#2
Tip: You should use the CBC methodology wherever possible, because regulatory
agencies emphasize the need for auditable documentation. The DBD approach
may not satisfy such requirements.
Note: Other Guide Word HAZOP methodologies include the Exception Only
method and the Recommendation (or Action) Only method. These
techniques are not recommended due to their lack of thoroughness.
April 2, 2013 22
Methodology for Guide Word Guide Word HAZOP methodology consists of seven key steps:
HAZOP
Step Action
1. Assemble up-to-date P&IDs, PFDs, material⁄energy balances, plot

plans, equipment specifications and so on.
2. Divide P&IDs systematically into nodes by line, vessel, pump, heat

exchanger number and so forth.
Note: Nodes can consist of multiple items, such as Pump + Line + Heat
Exchanger.
3. Prepare HAZOP Outline that lists each node with respective

deviations by using guide words applied to parameters.
4. Record administrative information, such as company name,

location, unit, team members and so on.
5. Assemble HAZOP team and explain process flow sheet, P&ID and
so forth, as required.
6. For each node, examine each deviation for:

• Possible causes.
• Potential consequences.
• Effective safeguards.
• Recommendation items, if existing safeguards are not adequate.
• Remarks, if required.
7. Assign responsibilities for recommendations.
Assigning Nodes You should assign nodes on a functional basis to reflect a specific function. Most
nodes are of the “Line” type, but other categories include Vessels, Compressors,
Tanks, and Reactors. Typical examples of nodes include the following:
• Transference or heating of a material.
• Increasing the potential energy by mechanical means, such as a pump.
• Separation of phases.
You may find it beneficial to join several types of nodes to form a single
compound node, such as Line + Pump + Heat Exchanger. Doing so may help you
to avoid repetition and to maintain continuity and focus.
Examining Causes of For each deviation, list all possible causes for the deviation from the design
Deviations
intention. Examples of this procedure might include the following:
Deviation Possible Cause
A level control valve failing in the closed

Low/No Flow
position
Uncontrolled runaway exothermic reaction in

High Temperature
a reactor
High Pressure Loss of cooling water to a condenser
Identifying Consequences, For each cause, identify the potential consequences. If you want, you can use the
Safeguards and
following criteria to help rank each consequence:
Recommendations
April 2, 2013 23
• Fire.
• Explosion.
• Toxicity.
• Environmental Release.
• Personnel Safety Loss.
• Production Loss.
• Capital Loss.
For each cause, identify the existing safeguards to prevent the cause from
occurring and/or mitigate the associated consequences.
If the existing safeguards are not adequate to reduce risk to an acceptable level,
you need to make recommendations.
Team Requirements A study team conducting a Guide Word HAZOP should ideally include the
following individuals:
• Facilitator who is familiar with the Guide Word HAZOP methodology.
• Person who is entirely familiar with the process.
• Operations Supervisor.
• Maintenance Supervisor.
• Other specialists in areas such as instrumentation, controls, electronics,
mechanical operations, and so forth.
• Scribe (optional).
Data Requirements A typical Guide Word HAZOP requires the following sources of information:
• Up-to-date drawings, P&IDs, PFDs or equivalent.
• Supporting documentation, such as:
• Equipment specifications.
• Process description.
• Flow diagram.
• Material/energy balance.
• Plot plan.
• Line designation table.
Time Requirements Depending on the size and complexity of a system, a Guide Word HAZOP usually
takes the following amount of time:
Preparation Team Sessions
Simple or small
About one day Several days to one week
system
Large or complex
Several days At least one month
system
Advantages of Guide Word Guide Word HAZOP has the following advantages:
HAZOP
• Thorough and effective.
• Structured.
April 2, 2013 24
Limitations of Guide Word Guide Word HAZOP has the following disadvantages:
HAZOP
• Time consuming.
• Can only be used for short study sessions, otherwise team members
experience fatigue.
Knowledge Based HAZOP Knowledge Based HAZOP is a variation of Guide Word HAZOP and is based on
the assumption that previous lessons learned, documented and applied can serve
as a basis for evaluating and upgrading a facility, system, unit or process. Guide
words are replaced for the most part by the knowledge and expertise of the team
members and by detailed library checklists. This methodology compares the
design to well-established designs and similar design practices that have proven
integrity and performance and that are well documented from previous
experience. As a result, this approach may be inadequate for new processes with
unproven track records.
When using Knowledge Based HAZOP, an organization should have the

following:
• A well-proven track record.
• Experience with similar designs.
• Extensive design standards and procedures.
The following are the same as for Guide Word HAZOP:
• Team requirements.
• Data requirements.
• Assigning nodes.
• Assigning consequences.
• Assigning safeguards.
• Proposing recommendations.
• You can use risk matrices.
Tip: Use the Knowledge Based Library Checklists that come with PHA-Pro. You can
easily modify these libraries to suit your needs. For more information, see
Chapter 6: Working with Libraries, Copy From and AutoType on page 137.
Tip: Although the use of guide words and parameters to form deviations is not an
integral part of Knowledge Based HAZOP, you can apply these items as a last
step in the analytical procedure. In doing so, treat the unit in question as a
single node.
Time Requirements of Depending on the size and complexity of a system, a Knowledge Based HAZOP
Knowledge Based HAZOP
usually takes the following amount of time:
Simple or small
About one-half to one day One to three days
system
April 2, 2013 25
Large or complex
One or two days At least two weeks
system
Advantages of Knowledge Knowledge Based HAZOP has the following advantages:

Based HAZOP
• Very effective with an experienced team.
• Time effective.
Limitations of Knowledge Knowledge Based HAZOP has the following disadvantages:
Based HAZOP
• May not be good with non-proven processes.
• Team dependent.
• Assumes good basic standards exist.
April 2, 2013 26
What If Methodology
What If analysis is a creative, brainstorming methodology for examining a
process, operation or facility. This qualitative technique identifies design faults,
potential hazards and operating problems – depending on the team’s experience –
by asking “What if …” questions for hazards. An example of such a question
might be, “What if the feed material is directed to the wrong storage tank?” The
team assesses the consequences of this event and, depending on what safeguards
are present, decides upon recommendations for preventing such an occurrence.

When and How to Use What If on page 27.
Steps in the What If Procedure on page 27.
Advantages of What If Analysis on page 28.
Limitations of What If Analysis on page 28.
When and How to Use What If You can use What If analysis for either new or existing facilities. The technique is
easy to learn and use and can be a powerful tool, but to get the most out of this
methodology your team needs an experienced leader and adequate preparation.
What If analysis is best used in conjunction with the Checklist method, otherwise
the team’s imagination may prove inadequate during study sessions.

• Using risk matrices.
Steps in the What If What If analysis consists of the following steps:
Procedure
Step Action
1. Divide the facility or unit into systems and subsystems that

perform common functions, much like the approach taken for
Guide Word HAZOP.
2. Postulate problems and failures by asking questions, such as

“What if …?” or “Is it possible for … to occur?” or “Has … been
considered?”
3. For each question asked in step 2, record the consequences.
4. For each question asked in step 2, record any safeguards present

that may prevent the occurrence of the hazard or mitigate the
consequences.
April 2, 2013 27
Step Action
5. For each question asked in step 2, propose any recommendations

required to prevent the occurrence of the hazard or mitigate the
consequences.
Time Requirements Depending on the size and complexity of a system, a What If study usually takes
the following amount of time:
Simple or small
About one-half to one day One to three days
system
Large or complex
One or two days At least two weeks
system
Advantages of What If What If analysis has following advantages:

Analysis
• Easy to learn and use.
• Powerful in the hands of experienced personnel and when used in
combination with the Checklist method.
Limitations of What If What If analysis has following disadvantages:
Analysis
• Much less structured than other methods.
• Can give poor results unless personnel are experienced and well prepared.
April 2, 2013 28
Checklist Methodology
Checklist analysis uses lists of guidelines or procedures to verify the potential risk
of the process, operation or facility. Your checklists can be as extensive and
detailed as necessary. You can use this PHA technique when designing a new
facility or when examining an existing facility.

When and How to Use Checklist Methodology on page 29.
Steps in the Checklist Procedure on page 29.
Advantages of Checklist Analysis on page 30.
Limitations of Checklist Analysis on page 30.
When and How to Use Using Checklist analysis is beneficial when there is a lack of experienced
Checklist Methodology
personnel or when an individual must complete the analysis because a study team
is not available. Your study team can be as small as one or two persons, since this
technique uses only a checking function. If desired, however, the group can be as
large as for a HAZOP.

For information on creating a checklist, see Appendix B: Checklist Preparation on
page 380.
Steps in the Checklist Checklist analysis requires the following three steps:
Procedure
Step Action
1. Obtain all checklists that are of value to the study.

If no checklists are available, you must create one by first consulting all
available sources of information, such as material safety data sheets and
research literature.
2. Designate checklist items that are not applicable as

“N/A”.
3. For checklist items that are applicable, record consequences,

current safeguards and any recommendations.
April 2, 2013 29
Time Requirements Depending on the size and complexity of a system, Checklist analysis usually
takes the following amount of time:
Depends on whether
Simple or small
adequate checklists are One to two days
system
available
Depends on whether
Large or complex
adequate checklists are About one week
system
available
Advantages of Checklist Checklist analysis has the following advantages:

Analysis
• Valuable method when less-experienced personnel are involved;
• Provides thorough analysis when used in conjunction with the What If
methodology.
Limitations of Checklist Checklist analysis has following disadvantages:
Analysis
• Requires up-front preparation time to gather information if adequate
checklists are not available;
• Not thorough enough in many cases since it follows a non-analytical, non-
interactive methodology.
April 2, 2013 30
What If/Checklist Methodology

What If analysis, by itself, is not sufficiently structured to ensure that all
possibilities are considered. Likewise, using the Checklist method alone may not
identify all possible hazards. What If/Checklist analysis, however, is a powerful
combination of the two methods. It provides a thorough analysis when the study
team is experienced and the checklist being used is complete.

How to Use What If/Checklist on page 31.
Advantages of What If/Checklist Analysis on page 31.
Limitations of What If/Checklist Analysis on page 31.
How to Use What If/Checklist The following are the same as for Guide Word HAZOP:
• Assigning nodes, which are subsystems in What If.
For information on creating a checklist, see Appendix B: Checklist Preparation on
page 380.
Time Requirements Depending on the size and complexity of a system, What If/Checklist analysis
usually takes the following amount of time:
Simple or small
One to two days or more One to three days
system
Large or complex
One to two days or more At least two weeks
system
Preparation time depends on the availability of checklists and any time needed to
prepare checklists.
Advantages of What If/ What If/Checklist analysis has following advantages:

Checklist Analysis
• Interesting for participants.
• Usually very productive with an experienced team.
• Versatile – no limiting formats or constraints.
Limitations of What If/ What If/Checklist analysis has following advantages:
Checklist Analysis
• May not cover all cases.
• Very dependent on experience of team members.
April 2, 2013 31
• Dependent on obtaining, creating and using good checklists.

• Unstructured format may reduce credibility with external auditors.
April 2, 2013 32
Failure Mode and Effects Analysis Methodology

Failure Mode and Effects Analysis (FMEA) is highly respected as an effective
tool for identifying and rectifying problems before potentially harmful or
catastrophic failures occur. It is a comprehensive engineering technique that
examines the failure modes of equipment and their effects on the system. Failure
modes are the ways in which equipment fails to function as required, such as
“failure to operate at the prescribed time,” “failure to cease operation at the
prescribed time,” “bent,” “blocked,” or “leaking.”
FMEA splits facilities into components and subcomponents. Participants then

postulate failures, examine effects, record safeguards and recommend
modifications. By consulting a Risk Matrix, the study team uses the severity of the
consequences and the likelihood of failure to define risk ranking levels for failure
modes.

When and How to use FMEA on page 33.
Steps in an FMEA Study on page 34.
Advantages of FMEA on page 34.
Limitations of FMEA on page 34.
When and How to use FMEA FMEA is ideal for analyzing items of equipment or specific systems that are best
handled as objects rather than with parameters or operations. The methodology is
well suited for examining equipment having interactive mechanical and/or
electrical and/or electronic components. FMEA is typically used in the following
situations:
• On mechanical equipment such as pumps and compressors that have a history
of component failures.
• On systems for which there are few drawings or details but where individual
components are readily identifiable.
• On reliability studies or for input into quantitative risk assessment studies.
The procedure for assigning failure modes, effects, safeguards/controls and
recommendations is similar to that for Guide Word HAZOP, except that the failure
mode is unique to the component or subcomponent being evaluated. In most
cases, only two or three team members – who are specialists in the required fields
– are involved in conducting an FMEA.
FMEA has limited data requirements. Usually, the only items needed are drawings
and other data specific to the equipment or systems being reviewed. The time
requirements for an FMEA vary from several hours to several days, or more,
depending on the complexity of the equipment or system being examined.
April 2, 2013 33
Steps in an FMEA Study An FMEA study requires the following steps:
Step Action
1. Divide the system or component of interest into subcomponents,

as required.
2. Postulate a failure of the component or subcomponent.
3. List the effects of the failure postulated in step 2.
4. List safeguards or controls that might prevent or mitigate the

effects of the failure.
5. Recommend remedial recommendations to prevent or mitigate

failure, if needed.
Advantages of FMEA FMEA has the following advantages:

• Very good for analyzing complex equipment such as compressors, prime
movers and so forth.
• Used widely where failures of components in equipment with moving parts
can have major consequences.
Limitations of FMEA FMEA has the following disadvantages:
• Does not relate specific failures that have common causes.
• Although this technique may be used in conjunction with Fault Tree Analysis
to broaden the scope of a study, PHA-Pro does not support the latter
methodology.
April 2, 2013 34
Preliminary Hazards Analysis Methodology

Preliminary Hazards Analysis (PrHA) determines potential hazards during the
conceptual design and development/siting phases. This methodology alerts plant
designers to hazards at an early stage so they can reduce economic disruption at
detail/later phases. A PrHA can also be used for an existing facility when a broad
overview of potential hazards is required. PrHA, however, is usually not
considered the final hazards assessment tool.
Note: Preliminary Hazards Analysis is also known as Screening Level Risk
Analysis (SLRA).

How and When to use PrHA on page 35.
PrHA Procedure on page 36.
Advantages of PrHA on page 36.
Limitations of PrHA on page 36.
How and When to use PrHA During a PrHA, team members look at the potential hazards of the main systems,
which may include the following considerations:
• Material hazards of feeds, intermediates, products, wastes, catalysts,
absorbents and so on.
• Process equipment and packaged units.
• Plant layout.
• External factors, such as environmental influences.
• Emergency protection and safety.
• Operational environment.
• Management systems.
You should use PrHA in the following situations:
• Early in the development of a process.
• When there is limited information available.
• To assist with preliminary layout and siting studies.
PrHA has the following things in common with Guide Word HAZOP:
• Assigning nodes, which are subsystems in PrHA.
April 2, 2013 35
PrHA Procedure The following steps are performed during a PrHA:
Step Action
1. Select an area, system or unit.
2. Identify a specific form of hazard – toxic, fire, explosion, burn and

so on.
3. Identify consequences.
By consulting a Risk Matrix, the study team uses the severity of the
consequences and the likelihood of occurrence to define risk ranking
levels for hazards.
4. Identify safeguards, if present.
5. Identify recommendations.
Time Requirements Depending on the size and complexity of a system, a PrHA usually takes the
following amount of time:
Simple or small
One-half to one day One to two days
system
Large or complex
One to two days Up to one week, or more
system
Advantages of PrHA PrHA has the following advantages:

• Rapid method for overview.
• Useful at conceptual phase or if limited data is available at the time of
analysis and a fast assessment is required.
Limitations of PrHA PrHA has the following disadvantages:
• Not detailed enough to assess all risks.
• Because the PrHA is conducted early in the process and uses preliminary
design information, additional analyses are generally required to more fully
understand and evaluate hazards and potential accidents identified by the
PrHA team.
• Quality of the results is highly dependent on the knowledge of the team.
Since, at the time of a PrHA, there are few or no fully developed system
specifications and little or no detailed design information, risk assessment
relies heavily on the knowledge of subject matter experts.
April 2, 2013 36
Hazard Analysis Critical Control Points

Methodology
The Hazard Analysis Critical Control Points (HACCP) methodology helps
companies in biotechnology, pharmaceuticals, medical device manufacturing,
food and beverage, and seafood and dairy processing to comply with both in-
house and government standards for quality assurance.

Preliminary Steps for a HACCP Study on page 37.
Seven Steps of the HACCP Procedure on page 37
Advantages of HACCP on page 38.
Limitations of HACCP on page 38.
Preliminary Steps for a The following steps must be carried out before beginning a HACCP study:
HACCP Study
Step Action
1. Assemble the HACCP team.
2. Describe the product and its distribution.
3. Describe the intended use and the users of the product.
4. Develop the process flow diagram.
5. Verify the process flow diagram.
Seven Steps of the HACCP The following represent the steps of a HACCP study:
Procedure
Step Action
1. Conduct the Hazard Analysis.
2. Determine the Critical Control Points (CCPs).
3. Establish the Critical Limits.
4. Monitor the control at CCPs.
5. Establish corrective actions.
6. Establish verification procedures.
7. Document procedures and records.
Time Requirements Depending on the size and complexity of a system, HACCP usually takes the
following amount of time:
Simple or small
One to two days or more One to three days
system
Large or complex
One to two days or more At least one week
system
April 2, 2013 37
Advantages of HACCP The HACCP methodology has following advantages:

• Usually very productive with an experienced team.
• Versatile - adapts to different standards around the world and in different
industries.
• Establishes a framework for training new employees.
• Assists in establishing good manufacturing practice (GMP).
Limitations of HACCP The HACCP methodology has following disadvantages:
• Very dependent on experience of team members to identify critical control
points.
• Thorough analysis cannot guarantee follow-up on action items.
April 2, 2013 38
Layer of Protection Analysis (LOPA) Methodology

What is LOPA? Consider a hazardous scenario of fire in a process plant. The Emergency
Shutdown System (ESD) constitutes one layer, the Pressure Relief and Flare
System constitutes another layer, the Fire Protection System involving deluge is
another layer, Emergency Response another layer and so forth. The analysis of the
layers for their effectiveness is referred to as LOPA. illustrates some
common layers of protection for a process.
LOPA is a semi-quantitative risk analysis methodology. It is used to evaluate the

risk of a selected hazardous scenario by establishing an order of magnitude
approximation of risk. It is semi-quantitative as it requires numerical inputs such
as event frequency and probability of failure, which are selected with the intent to
provide conservative risk estimation.
The estimated risk is then compared with risk tolerance criteria (as established by
the company) to decide if the existing layers of protection are adequate, and if
additional risk reduction is needed. Without risk tolerance criteria, there is a
tendency to keep adding risk mitigation measures in the belief that this would
offer greater safety. More risk mitigation measures may well offer greater safety
but, at some stage, may add significantly greater cost without adding significantly
greater mitigation. Also mitigation measures may be added that are unnecessary
and may add to the complexity of the facility that can result in potential new
unidentified hazard scenarios and possibly, additional spurious shutdowns. LOPA
helps to focus the limited resources on the most critical risk mitigation (and
prevention) measures.

How does LOPA work? on page 40.
Steps of LOPA on page 40.
Developing LOPA Scenarios on page 41.
Initiating Events on page 42.
Examples of Inappropriate Initiating Events on page 42.
Verification of Initiating Event on page 43.
Enabling Events/Conditions on page 43.
Initiating Event Frequency Estimation on page 43.
Independent Protection Layers on page 44.
Example to Illustrate LOPA on page 46.
April 2, 2013 39
Figure 2-1: Common Layers of Protection in Process Plants (IEC 61511, 2003).
How does LOPA work? LOPA is a scenario-driven methodology. Hence, it is based on pre-identified
scenarios from studies such as qualitative Process Hazard Analyses (PHA’s), e.g.
HAZOP, What-if Analysis, Management of Change evaluation, or design review.
LOPA is then applied to one scenario at a time.
A scenario is defined by a single cause-consequence pair. If a consequence has

several causes, each cause-consequence pair is analyzed as a separate scenario.
Similarly, if a cause can result in different consequences, additional scenarios
should be developed. The cause-consequence pairs are screened further usually on
the basis of consequence severity. Different severity categorization methods
ranging from indirect reference to human harm to quantitative estimation of
human harm can be used. A further criterion could be the financial costs incurred
as a result of an incident
Steps of LOPA The LOPA process consists of the following steps:
Step Action
1. Identify and define scenarios
2. Select an incident scenario
3. Identify the initiating event of the scenario and determine the

initiating event frequency (events per year)
4. Identify the IPLs and estimate the probability of failure on

demand (PFD) of each IPL
April 2, 2013 40
Step Action
5. Estimate the risk of the scenario by the combination of the

consequence, the initiating event, and IPL data (PFD).
Developing LOPA Scenarios shows the components in a scenario. The items in solid lines are
needed to make up a scenario; the optional items are represented in dotted lines.
Figure 2-2: Components in a LOPA scenario
The initiating event is the single cause of the scenario leading to the specified
consequence.
In some cases, if the initiating event alone cannot result in the specified
consequence, it may require other conditions or events to take place. These are the
enabling events and conditions.
If the categorization of consequence severity is referring to fatalities, or harm to

business or the environment, the conditional modifiers can be used to refine the
outcome of the scenario. Typical modifiers might include:
• Probability of ignition.
• Probability of fatal injury.
• Probability of personnel being in the affected area.
• Probability of personnel escaping from the incident.
• Probability of personnel being rescued.
An Independent Protection Layer (IPL) is a safeguard capable of preventing a
scenario from proceeding to its undesired consequence. It is independent of the
initiating event or the action of any other layers of protection associated with the
scenario.
April 2, 2013 41
Initiating Events The following table provides a list of typical initiating events that can preempt an
incident. They do not necessarily result in severe or catastrophic impacts,
although they can do so.
Type of Event Examples
Mechanical failures • Corrosion

• Vibration
• Erosion
• Flow surge or hydraulic hammer
• Seal/gasket/flange failure
• Relief device stuck open
• Puncture
• Fracture
• Fabrication defects
• Brittle fracture
Control systems failures • Sensors failure

• Logic solver failure
• Final elements failure
• Field wiring failure
• Communication interface failure
• Software failures or crashes
Utility failures • Sensors failure

• Logic solver failure
• Final elements failure
• Field wiring failure
• Communication interface failure
• Software failures or crashes
Natural external events • Earthquakes

• Tornadoes
• Hurricanes
• Floods
• High winds
• Lightening
Human external events • Major accidents in adjacent facilities

• Incidents in adjacent processes
• Incidents within the process
• Mechanical impact by motor vehicles
Human failures • Operational error

• Maintenance error
• Critical response error
• Programming error
Examples of Inappropriate Not all events can be categorized as being the direct or indirect cause for an
Initiating Events
incident. Some events may be suspect but cannot be confirmed. Typical examples
of inappropriate initiating events might be:
• Inadequate operator training/certification. Possible underlying cause of an
initiating event.
April 2, 2013 42
• Inadequate testing and inspection. Possible underlying cause of an initiating

event.
• Unavailability of protective devices such as safety valves or overspeed trips.
Requires initiation of other events before protective devices are challenged.
• Unclear or imprecise operating procedures. Possible underlying cause of an
initiating event.
Verification of Initiating Event Before assigning initiating event frequencies to the cause of a scenario, it is
critical to ensure the cause-consequence relationship is valid. Typical criteria for
this verification is given below:
• Need to verify that the cause-consequence relationship for each scenario is
unique.
• Try to reduce cause into discrete failure events, e.g. "Loss of cooling" can be
due to a number of possible failures such as:
• Coolant pump failure.
• Failure of cooling fans on air cooled exchangers.
• Power failure.
• Control loop failure, causing coolant failure or bypassing of coolant around
exchangers.
Enabling Events/Conditions Enabling events or conditions are operations or conditions that do not directly
cause the scenario, but which must be present or active as scenario components.
They should be used when the mechanism between the initiating event and the
consequences needs to clarify.
Initiating Event Frequency It is important to obtain or derive meaningful estimates of event frequencies.
Estimation
Usually these are obtained from one or more different sources. More importantly
their order of magnitude, when different sources are compared, should be the
same or similar. Typically failure rate data may be obtained from the following
sources:
• Industry data - For component failures:
• Guidelines for Process Equipment Reliability Data, CCPS (1986).
• Guide to the Collection and Presentation of Electrical, Electronic, and Sensing
Component Reliability Data for Nuclear-Power Generating Stations. IEEE (1984).
• OREDA (Offshore Reliability Data).
• Industry data - Human Error Rates:
• Inherently Safer Chemical Processes: A life Cycle Approach, CCPS (1996).
• Handbook of human Reliability Analysis with Emphasis on Nuclear Power Plant
Applications, Swain, A.D., and H.E. Guttman, (1983).
• Company experience - This includes historical data for the process and the
experience of plant personnel/logged failure rate data.
• Vendor data - Typically optimistic as the data are developed in clean, well-
maintained (factory) settings.
The following table lists typical initiating event frequency values (CCPS, 2001):
Initiating Event Frequency Range (per year)
Pressure vessel residual failure 10-5 to 10-7
April 2, 2013 43
Initiating Event Frequency Range (per year)
Cooling water failure 1 to 10-2
Pump seal failure 10-1 to 10-2
Atmosphere tank failure 10-3 to 10-5
Gasket/packing blowout 10-2 to 10-6
Independent Protection All IPLs are safeguards, but not all safeguards are necessarily IPLs. An IPL has
Layers
two main characteristics:
• The effectiveness of the IPL in preventing the scenario.
• The independence of the IPL from the initiating event and other IPLs.
The IPL must be independent of the initiating event and all other IPLs. This is the
main assumption in LOPA. It is important to look out for common cause failures.
Common cause failure is the failure of more than one component, item, or system
due to the same cause or initiating event. If common cause failure exists in a
scenario, all of the safeguards affected by the common cause failure should only
be considered as a single IPL.
The table below provides definitions of the column headers in the LOPA template:
Consequence Des. - Description of the final consequence without
taking into account the existing safeguards.
S - The severity ranking of the consequence.
Initiating Event Des. - Description of the initiating event (or cause)

together with any assumptions made to establish the
initiating event frequency.
Freq. - Initiating event frequency (typically in "event per
year" or event hour").
Enabling Event or Des. - Description of the enabling event or conditions

Conditions (if applicable) together with the assumptions used for the values
specified in "Prob." column.
Prob. - Probability that the specified enabling event or
conditions would take place.
Conditional Modifiers Des. - Description of the conditional modifiers together

(if applicable) with the assumptions used for the values specified in
"Prob." column.
Prob. - Probability used to model the outcome of the
consequence
Unmitigated event Freq. - This is the event frequency without taking into
account the existing IPLs. It is the product of the
initiating event frequency, the enabling event or
conditions probability (s) (if applicable) and the
conditional modifiers probability (s) (if applicable). It is
typically in "event per year" or event hour".
L - The likelihood ranking based on the unmitigated
event frequency.
RR - The risk ranking established based on the likelihood
ranking, L and the severity ranking, S, of the
consequence.
April 2, 2013 44
Independent Protection Des. - Description of the IPL.

Layers Types - Type of IPL, such as BPCS, Process Design,
Operator's Action, SIS, Pressure Relief Device, Other
IPL.
PFD - Probability of failure on demand of the IPL.
Mitigated Event Freq. - This is the event frequency taking into account
the existing IPLs. It is the product of the initiating event
frequency, the probability(s) of enabling event or
conditions (if applicable), the probability (s) of the
conditional modifier(s) (if applicable) and PFDs of
existing IPLs. It is typically in "events per year" or
events per hour".
L - The likelihood ranking based on the mitigated event
frequency.
RR - The risk ranking established based on the likelihood
ranking, L and the severity ranking, S, of the
consequence.
Action Required Define the required actions / recommendations.
April 2, 2013 45
Example to Illustrate LOPA
Figure 2-3: Two-phase separator and controls
The two-phase separator V 180 is under level control (Level control LC 213). In
case of high high liquid level, the level switch LSHH 214 would close emergency
shutdown valve ESDV 172 and shutdown compressor C 130 downstream of V
180. This is to prevent carrying liquid over to the compressor leading to
compressor damage. During the HAZOP study, the following hazardous scenario
is identified:
Node: Two-phase separator V 180
Deviation: High Level
Cause: Level control loop 213 failure
Consequence: Potential for liquid carry-over to the compressor, C 130

leading to compressor damage, possible disintegration
and potential for fire and personnel injury
Safeguards: Level switch LSHH 214 interlocks to alarm LAHH 214 and
closes ESDV 172 and shuts down compressor C 130
downstream of V 180
Assuming it is selected for further analysis, it would look like this in LOPA:
Initiating Event: Level control loop 213 failure
Enabling Events: LCV 213 trends to closure thus leading to accumulation

of liquid in the vessel
Conditional Modifiers: In the event of loss of containment due to compressor

destruction or severe damage, the following need to be
evaluated as conditional modifiers:
• Probability of personnel in the area
• Probability of ignition
• Probability of injury
April 2, 2013 46
IPLs: Safety Instrumented System (SIS): Level switch LSHH

214 interlocks to alarm LAHH 214 and closes ESDV 172
and shuts down compressor C 130 downstream of V 180
Consequence: Damage of compressor leading to personnel injury
In other words, the scenario goes like this: The level controller LC 213 fails AND
this leads to failure of LCV 213 in such a way that it won't allow sufficient flow
out of the separator AND SIS (Level switch LSHH 214 interlocks to alarm LAHH
214 and closes ESDV 172 and shuts down compressor C 130 downstream of V
180) fails to act correctly RESULTING IN carry-over of liquid to the compressor
LEADING TO potential injury/fatalities.
Once the scenario is built, the major questions are:

• What is the likelihood of this undesired event?
• What is the risk associated with this scenario?
• Are there sufficient risk mitigation measures?
In order to answer the above questions, numerical values need to be assigned to
the scenario components. shows what numerical values are required
for the scenarios components. In order to evaluate the adequacy of risk mitigation
measures, the risk tolerance criteria need to be established. The criteria are usually
based on benchmark values from industry data, company history and/or statistical
data.
Figure 2-4: Components in a LOPA scenario and the required numerical inputs
For scenarios in which the initiating event frequency is less than twice the test
frequency for an IPL i.e. "low demand mode", the frequency (likelihood) for the
undesired consequence is calculated by the following equation (CCPS, 2001).
April 2, 2013 47
fiC = fiI x PFDi1 x PFDi2 x..... x PFDij
Where fiC = Frequency for consequence C for initiating event I (per

year)
fiI = Initiating event frequency for initiating event I (per year)
PFDij = Probability of failure on demand of the jth IPL that protects

against consequence C for initiating event I
If there are enabling events and conditions and/or conditional modifiers, the above
equation is modified to the following:
For Low Demand Mode:
fiC = fiI x PFDi1 x PFDi2 x..... x PFDij x PEnabling Event x PCondition Modifier
Where PEnabling Event = Probability of the enabling event to take place.
PCondition = Probability of the outcome of modifying factors

Modifier
The Probability of Failure on Demand (PFD) is estimated for each IPL, typically
using available data or look-up tables. Each IPL reduces the frequency of the
consequence.
The frequency of each identified initiating event for the scenario, i.e. cause, of the
scenario is estimated, usually from failure rate data or from a look-up table.
For the purpose of illustration, assuming the following severity categories for
consequence are used and severity ranking of 4 is selected.
Simplified Injury/
Severity Description
Fatality Categorization
1 Low Consequence Same as Category 2
2 Low Consequence Minor injury or no injury, no lost time
3 Medium Consequence Single injury, not severe, possible lost

time
4 High Consequence One or more severe injuries
5 Very High Consequence Fatality or permanently disabling injury
The selected numerical values for the other scenario:

Scenario Description Value
Component
Consequence Damage of compressor leading to personnel injury. Cat.4

(Severity)
April 2, 2013 48
Scenario Description Value

Component
Initiating Level control loop 213 failure. 1x10-1

event
frequency
(per year)
Enabling LCV 213 trends to closure thus leading to 0.5

event or accumulation of liquid in the vessel.
condition
Conditional Probability of ignition. 0.7

modifiers
(Probability) Probability of personnel in the area. 0.5
Probability of injury. 0.8
IPLs SIF (Level switch LSHH 214 with alarm LAHH 214 1x10-2
interlock to close ESDV 172 and shutdown compressor
PM 130 downstream of PV 180)
fiC for the above scenario is calculated:
fiC = 1 x 10-1 x 1 x 10-2 x 0.5 x 0.7 x 0.5 x 0.8
fiC = 1.4 x 10-4 per year.
The risk matrix method is used to assign risk tolerance criteria in this example.
Figure 2- 5: Risk Matrix used in the Two-Phase Example.
Based on the risk matrix, it is categorized as "Optional to evaluate alternatives"

for the current settings in this example. Other alternatives can also be considered
in this case, such as:
• Improving reliability of level control loop 213
• Improving reliability of SIS
• Possible additional IPLs
April 2, 2013 49
Safety Integrity Level (SIL) Methodology

Standards There are two standards pertinent to the concept of safety integrity levels:
• IEC 61508 Functional safety of electrical / electronic / programmable
electronic safety-related systems.
• ANSI/ISA S84.01 (IEC 61511) Functional safety - Safety Instrumented
Systems For The Process Industry Sector.
IEC 61508 and 61511 require that SIL values be assigned to the safety
instrumented functions (SIF) of the safety instrumented systems (SIS) for
processes, that have insufficient mitigation from the potential hazards.
A SIF is a "safety function with a specified SIL necessary to achieve functional

safety. It can be either a safety instrumented protection function or a safety
instrumented control function. A SIS is an "instrumented system that is used to
implement one or more SIFs. It is composed of any combination of sensors, logic
solvers, and final elements." SIS is devoted to responding to an emergency
situation. It consists of instrumentation for emergency shutdown and thus brings
the process to a safe state in the event of an upset.
Examples include:
• High high level of liquid (LPG) in a knockout drum, which initiates shutdown
of emergency shutdown (ESD) inlet feed valve. This protects against liquid
carry-over from entering a compressor suction line, which could result in
compressor damage/disintegration and subsequent personnel hazards.
• Another example could be closure of a vessel bottom outlet ESD valve to
protect against a loss of containment situation on downstream piping/
equipment, which could also lead to loss of containment/fire hazards.
• Instrumented emergency shutdown systems including flammable gas, toxic
gas and fire protection systems.
What is SIL? on page 50.
Steps in a typical SIL Study on page 51.
Methods of Target SIL Assignment on page 51.
Risk Graph Method on page 52.
Safety Layer Matrix Method on page 55.
Conducting the SIL Study on page 56.
SIL Verification on page 57.
What is SIL? There are four levels of SIL. SIL 1 represents the lowest and SIL 4 represents the
highest level of safety integrity. SIL is a measure of reliability of the respective
SIS.
April 2, 2013 50
The following table provides SIL correlations with availability and PFD:
SIL Availability Required PFD 1/PFD
4 >99.99% 10-5 to 10-4 100,000 to 10,000
3 99.90 - 99.99% 10-4 to 10-3 10,000 to 1,000
2 99.00 - 99.90% 10-3 to 10-2 1,000 to 100
1 90.00 - 99.00% 10-2 to 10-1 100 to 10
The terms 'SIL' and 'availability' represent the integrity of the SIS when a process
demand occurs. Consider that a particular SIF is assigned a value of SIL 1, as an
example. Assigning SIL 1 means that the level of risk is considered to be
sufficiently low and the SIF with a 10% chance of failure (90% availability) is
acceptable. The availability of 90% would mean that there would be one statistical
failure of that SIF out of every 10 demands for that function. If this risk is not
acceptable, the SIL may need to be raised to a level 2 or level 3. In other words it
might be more prudent to have a SIL corresponding to one failure in 100, 1000,
10000, or more demands, if it can be justified.
Steps in a typical SIL Study A typical SIL study consists of the following steps:
Step Action
1. Identify the SIFs using previous PHA studies (HAZOP’s, What If

Analyses, etc.).
2. Assign target SIL’s to the SIFs using one of the many methods:
• Risk Graph.
• Layered Risk Matrix.
• Layer of Protection Analysis (LOPA).
3. Verify the performance of the SIS with reference to the

established target SIL’s.
Note: SIS is only one of the protective layers. It is important to make a
comprehensive assessment of the other layers of protection.
As per 61511, SIL estimation also takes into account the other layers of protection
(PL) in the process. SIL’s are calculated for the SIF, which may include one or
more protection layers and maybe dependent or independent of one another.
Clearly, greater protection is afforded when the PL’s are totally independent as
opposed to dependent protection layers identified for a particular SIF.
Methods of Target SIL Various methodologies are available for assignment of SIL’s. As in the case with
Assignment
PHA studies, this must involve people with the relevant expertise. The Risk Graph
and the Layered Risk Matrix discussed below are the most common methods used
to determine the target SIL. The Layer of Protection Analysis (LOPA)
methodology could also be used to assign SIL’s. SIL’s assigned to SIFs in this
April 2, 2013 51
manner represent the target (for existing or new systems) for the level of
performance required to provide a certain level of reliability.
Risk Graph Method 61511 recognizes the value of considering multiple protection layers. Typically,
this can be reflected by the application of say the Risk Graph technique combined
with the different protection layers to modify the actual SIL requirements. These
other layers may offer sufficient overall protection. A SIL in the risk graph is
determined based on four factors as shown in the following tables and figure.
The following table is from Risk Graph Parameters, IEC 61512-3,2003, Annex D,
p.34:
Parameter Description
Number of fatalities and/or serious injuries likely to

result from the occurrence of the hazardous event.
Consequence C Determined by calculating the numbers in the
exposed area when the area is occupied taking into
account the vulnerability to the hazardous event.
Probability that the exposed area is occupied at the

time of the hazardous event. Determined by
calculating the fraction of time the area is occupied
at the time of the hazardous event. This should take
Occupancy F into account the possibility of an increased
likelihood of persons being in the exposed area in
order to investigate abnormal situations, which may
exist during the build-up to the hazardous event
(consider also if this changes the C parameter).
The probability that exposed persons are able to

avoid the hazardous situation, which exists if the
safety instrumented function fails on demand. This
Probability of
P depends on there being independent methods of
avoiding the hazard
alerting the exposed persons to the hazard prior to
the hazard occurring and there being methods of
escape.
The number of times per year that the hazardous

event would occur in the absence of the safety
instrumented function under consideration. This can
Demand rate W be determined by considering all failures, which can
lead to the hazardous event and estimating the
overall rate of occurrence. Other protection layers
should be included in the consideration.
April 2, 2013 52
The following table is the calibration of Risk Graph, taken from IEC 61512-3,
2003, Annex D, pp. 37-38
Risk parameter Classification Comments
Consequence (C) Number CB Minor injury 1. The classification

of fatalities. Range 0.01 to 0.1 system has been
CC developed to deal
This can be calculated by Range > 0.1 to 1.0
determining the numbers CD with injury and death
Range > 1.0 to people.
of people present when the
CA 2. For the
area exposed to the hazard
is occupied and multiplying interpretation of CA,
by the vulnerability to the CB, CC and CD, the
identified hazard.The
consequences of the
vulnerability is determined
accident and normal
by the nature of the hazard
healing should be
being protected against.
taken into account.
The following factors can
be used:
V = 0.01 Small release of
flammable or toxic
material
V = 0.1 Large release of
flammable or toxic
material
V = 0.5 As above but also
a high probability of
catching fire or highly toxic
material.
V = 1 Rupture or explosion
Occupancy (F) FA Rare to more 3. See comment 1

This is calculated by frequent exposure above.
FB in the hazardous
determining the
proportional length of time zone. Occupancy
the area exposed to the less than 0.1
hazard is occupied during a Frequent to
normal working period. permanent
Note: If the time in the exposure in the
hazardous area is different hazardous zone.
depending on the shift
being operated then the
maximum should be
selected.
Note: It is only appropri-
ate to use FA where it can
be shown that the demand
rate is random and not
related to when occu-
pancy could be higher than
normal. The latter is usu-
ally the case with demands
which occur at equipment
start-up or during the
investigation of abnormali-
ties.
April 2, 2013 53
Risk parameter Classification Comments
Probability of avoiding the PA Adopted if all 4. PA should only be

hazardous event (P) if the conditions in selected if all the
protection system fails to PB column 4 are following are true:
operate. satisfied. • Facilities are
Adopted if all the provided to alert the
conditions are not operator that the
satisfied. SIS has failed;
• Independent
facilities are
provided to shut
down such that the
hazard can be
avoided or which
enable all persons to
escape to a safe
area;
• The time between
the operator being
alerted and a
hazardous event
occurring exceeds 1
hour or is definitely
sufficient for the
necessary actions.
Demand rate (W) W1 Demand rate < 5. The purpose of the

The number of times per 0.1D per year W factor is to
W2 estimate the
year that the hazardous 0.1D < Demand
event would occur in W3 rate < D per year frequency of the
absence of SIF under hazard taking place
D < Demand rate <
consideration. without the addition
10D per year of the SIS.
To determine the demand For demand rates
rate it is necessary to If the demand rate is
higher than 10D per
consider all sources of very high, the SIL
year, higher
failure that can lead to one integrity shall be has to be determined
hazardous event. In needed. by another method
determining the demand or the risk graph
rate, limited credit can be recalibrated. It
allowed for control system should be noted that
performance and risk graph methods
intervention. The may not be the best
performance which can be approach in the case
claimed if the control of applications
system is not to be operating in
designed and maintained continuous mode,
according to IEC 61511, is see 3.2.43.2 of IEC
limited to below the 61512-1.
performance ranges D is a calibration
associated with SIL 1. factor, the value of
which should be
determined so that
the risk graph results
in a level of residual
risk which is
tolerable taking into
consideration other
risks to exposed
persons and
corporate criteria.
April 2, 2013 54
Note: This is an example to illustrate the application of the principles for the
design of risk graphs. Risk graphs for particular applications and particular
hazards will need to be agreed with those involved, taking into account
tolerable risk, see D.1 to D.6.
Figure 2-6: Risk Graph, taken from IEC 61512-3, Annex D, p.37
illustrates how the four parameters (C, F, P, and W) generate the target
SIL values in the table, as follows. As per 61511, assume that no SIS exist, even
though non-SIS may be in place for the process.
Figure 2-7: SIL Estimation Using Risk Graph Method in the SIL Study Risk Graph
Template found in PHA-Pro.
Safety Layer Matrix Method An example of the Safety Layer Matrix (Layered Risk Matrix) is given below.
The target SIL is assigned on the basis of the risk ranking value and the number of
PL’s for that scenario. A difference of the risk ranking and the PL’s is correlated
with SIL values. This approach consists of matrices for each of Personnel,
Operations, and Ecological factors, that are integrated with the HAZOP study and
incorporates PL’s. The highest of the three SIL values is selected.
According to 61511, the required SIL values are matched with a combination of
the frequency and severity of impact of the hazardous events. See the tables and
figure below.
April 2, 2013 55
The following table is from Frequency of Hazardous Event Likelihood (without

considering PL’s), IEC 61512-3, 2003, Annex C, p. 30:
Likelihood
Type of Events
Qualitative Ranking
Events such as multiple failures of diverse instruments

or valves, multiple human errors in a stress free Low
environment, or spontaneous failures of process vessels.
Events such as dual instrument, valve failures, or major

Medium
releases in loading/unloading areas.
Events such as process leaks, single instrument, valve

failures or human errors that result in small releases of High
hazardous materials.
* The system should be in accordance with this standard when a claim that a
control function fails less frequently than 10-1 per year is made.
The following table is from Criteria for Rating the Severity of Impact of
Hazardous Events, IEC 61512-3, 2003, Annex C, p. 30:
Severity Rating Impact
Large-scale damage of equipment. Shutdown of a process

Extensive for a long time. Catastrophic consequence to personnel and
the environment.
Damage to equipment. Short shutdown of the process.

Serious
Serious injury to personnel and the environment.
Minor damage to equipment. No shutdown of the process.

Minor Temporary injury to personnel and damage to the
environment.
Figure 2-8: Safety Layer Risk Matrix, taken from IEC 61512-3, 2003, Annex C, p.31
Conducting the SIL Study The first step for assignment of target SIL’s is to use the (updated) PHA’s or
conduct new PHA’s to screen for the potential hazards. HAZOP is the most
commonly used method. If the risk is unacceptable then it is preferable to reduce
April 2, 2013 56
it to an acceptable level using non-SIS and SIS elements. However, SIS’s are
considered only after all the non-SIS protection layers have been considered.
HAZOP’s identify the potential hazards, using risk matrices in terms of the
likelihood and the severity of the hazards. Required SIL’s are assigned to SIFs
identified in the PHA studies.
According to 61511, the BPCS, relief systems, and other layers of protection may
be defined as safety functions for SIL analysis. A SIS may contain one or more
SIFs. Or, a SIF may be achieved by more than one SIS. The BPCS is not credited
for a SIF with a greater than SIL 1, as per 61511.
SIL Verification Typically, it is practicable to study only the critical safety functions for a SIL study
as there are usually too many safety functions and only those that are deemed
important can be considered. The established SIL’s (from previous steps) are now
used as measures for verification purposes when complying with 61511. SIL
verifications may require full quantitative assessments (using fault tree analysis -
FTA, failure rates, reliability linked diagrams, etc.) to check if the performance of
the SIS exemplified by the overall ESD system indeed meets the established target
SIL values based on unit wide overall scenarios (e.g., fire, toxic release etc.)
A simple example of one shutdown sequence consisting of detectors, logic solver,

and final elements is given below. Logic solvers are considered very highly
reliable, thus may not be a part of the failure rate calculation per se.
April 2, 2013 57
PHA-Pro Chapter 3: Conducting Your Study
CHAPTER 3: CONDUCTING YOUR STUDY

PHA-Pro makes it easy for you and your team to complete a Process Hazards
Analysis. This chapter discusses the sheets of the HAZOP in the order that you
should complete them.

Using PHA-Pro on page 59.
The Administration Collection on page 60
Documenting Nodes on page 61.
Identifying Deviations for Each Node on page 63.
Analyzing Process Hazards on page 65.
Managing Recommendations on page 66.
April 2, 2013 58
Using PHA-Pro
PHA-Pro is set up for ease of use. When carrying out your study, you start at the
left-most tab, the Administration tab. When you click a tab that has multiple
pages, you start at the top page, by clicking the top icon, and work down the list.
When you complete all the pages on the tab, you move to the tab on the right, and
complete it in the same way you completed the first sheet. You continue working
across the tabs until the study is finished.
April 2, 2013 59
The Administration Collection

To display the Administration collection, click the Administration tab near the top
of your screen. You can then click any of the icons along the left side of the
collection to work with the corresponding data page.
One data page within the Administration collection allows you to record details
about your facility and workplace risk assessment study. The third page within the
collection lets you record the names of your team members, along with their
contact information. The fourth page makes it possible to specify the date,
duration and focus of each session that your team conducts. There is also a page
for tracking attendance, and a page lets you keep a list of the drawings that pertain
to your product. A final page allows you to record information on the study’s
revalidation history.
You can fully customize the Administration collection to meet your

documentation needs. In the HAZOP template, there are six pages by default, but
other pages can be added if you want to record additional types of administrative
information. For more information, see Sheets on page 294.
Once you record details about your workplace risk assessment, study sessions,
and team members, you can generate reports containing this administrative
information. These reports are often useful as cover sheets for other types of
reports, and they help you to effectively communicate with management about the
status of your Process Hazards Analysis. For more information on reports, see
Chapter 8: Printing and Exporting on page 196.
Note: The Administration collection described in this chapter is based on the
HAZOP template. The pages in the Administration collection vary,
depending on the template used.
April 2, 2013 60
Documenting Nodes
Before you and your colleagues can perform a Process Hazards Analysis of a
product, your team must first identify all of the nodes that you might be
examining. In HAZOP, a node is one or more items of equipment as a focal point
of study. It may be as small as a line, a pump, a vessel or a heat exchanger, or it
may be a compound node such as Line + Pump + Heat Exchanger, or it may be as
large as the entire processing plant. Thus not only the selection of nodes, but also
the size of nodes is of critical importance.
For example, a fictional HAZOP study might contain the following nodes:
• Feed lines 2”-P-101 & 102.
• Overhead line 8”-P-103.
• Reflux line 2”-P-109, 110 & 108.
• Bottoms pump(s) P-102 & S
• Feed/Bottoms Exchanger EX-101.
• Reboiler recirculation lines 4”-P-112 and 6”-P-113.
Description of the Node You record your list of nodes, along with information about each node, in the
Sheet
Nodes sheet of PHA-Pro ( ). This sheet includes the following columns
of information:
• Nodes – the name that you have assigned to each node, such as in the above
list.
• Type - the type of equipment that each item is, such as a line, column or heat
exchanger.
• Design Conditions/Parameters - the conditions under which each equipment
item should operate, if applicable, such as temperature, flow rate and
pressure.
• Drawings - the names or identification codes of drawings that pertain to each
node.
• Equipment ID – the identification number or code for each equipment item.
• Comment – additional information about each node that will be useful to
people reviewing your file.
• Date – the session in which each node was analyzed.
• Rev. # – the revision number of each equipment item.
• Revision Date – the date on which your company last revised each equipment
item.
Note: This chapter is based on the HAZOP Template. If you use other templates,
the naming conventions may vary
April 2, 2013 61
Figure 3-1: The Nodes sheet allows you to effectively record details about all of the
nodes in your HAZOP study.
April 2, 2013 62
Identifying Deviations for Each Node

Once your workplace risk assessment team has used the Nodes sheet to document
all the nodes you want to analyze in this study, you must then perform a similar
analysis to look at the possible deviations within each node.
Description of the Deviations The sample HAZOP study introduced earlier in this chapter consists of six nodes.
Sheet
The HAZOP study group might decide that the node called “Feed lines 2”-P-101
& 102” could be affected by these deviations:
• High Pressure.
• High Temperature.
• High Flow.
• Low Pressure.
• Low Temperature.
• Low/No Flow.
Your group then repeats this procedure to create lists of deviations for each of the
other five nodes. All six lists are recorded in the Deviations sheet of PHA-Pro,
along with other information about each deviation. ( ) The Deviations
sheet includes the following columns of information:
• Deviations – the name of each deviation that your group has identified, such
as in the above list, by applying a guide word to a process parameter.
• Guide Word – the guide word that pertains to the corresponding deviation.
• Parameter – the process parameter that pertains to the corresponding
deviation.
• Design Intent – the specific purpose of each equipment item.
• Comment – additional information about each deviation that will be useful to
people reviewing your file.
• Date – the session in which each deviation was analyzed.
• Rev. # – the revision number of each equipment item.
• Revision Date - the date on which your company last revised each equipment
item.
April 2, 2013 63
Figure 3-2: The Deviations sheet allows you to document all of the deviations that may
affect the node you are analyzing.
April 2, 2013 64
Analyzing Process Hazards

Now that your workplace risk assessment team has documented all of the required
data in the Nodes and Deviations sheets of PHA-Pro, you are ready to complete
the Worksheet. ( ) This section of the software represents the heart of
your Process Hazards Analysis because the Worksheet allows you to analyze
causes, consequences, safeguards and risks associated with each deviation within
each node. The Worksheet also allows you to record recommendations designed to
prevent these hazards and perform a variety of recommendation management
tasks.
Figure 3-3: The Worksheet of PHA-Pro is the heart of your Process Hazards Analysis.
April 2, 2013 65
Managing Recommendations
The process of proposing recommendations specifically designed to address the
hazards identified by your team is an integral part of a Process Hazards Analysis.
The sophisticated recommendation management features of PHA-Pro allow you
to record and then track the progress of all recommendations compiled by your
study group. You can assess the priority of each recommendation, assign a
specific person to be responsible for carrying out changes, set start and end dates,
and do much more.
PHA-Pro allows you to record recommendation-related data in both the Worksheet

and Recommendations sheets. The Worksheet helps you to manage
recommendations because it displays all of your failure mode data on your screen
at the same time as your team is proposing ideas. You can record suggestions in
the same row as the corresponding failure mode, thereby clearly showing the
relationship between the problem and the solution.
The Recommendations sheet provides a master list of all your team’s

recommendations without the related hazard data. ( ) For many study
teams, being able to print, distribute and act upon this recommendation list is the
most important outcome of a PHA.
The Worksheet and Recommendations sheets are linked to each other, so when you
enter data in one sheet, the same data appears in the corresponding cell of the
other sheet. You never have to enter the same data twice.
Tip: It is Best Practice, and highly advised that you enter the Recommendations in
the Worksheet first.
Figure 3-4: The Recommendations sheet displays all recommendation data for your
Process Hazards Analysis.
April 2, 2013 66
PHA-Pro Chapter 4: Getting Started
CHAPTER 4: GETTING STARTED

Beginning a new Process Hazards Analysis is easy with PHA-Pro. In this chapter,
you will learn how to use the New File Wizard to create a PHA-Pro file. You will
also find out how to save and close your files at the end of a work session and
reopen them later.

The Workspace on page 68.
Creating New Files on page 71.
Customizing the New File Wizard on page 72.
Changing Language Options on page 73.
Moving Around A Worksheet on page 75.
Zooming In and Out of Documents on page 76.
Formatting the Worksheet to Fit the Screen on page 77.
Updating Templates on page 78.
E-Mailing Files on page 80.
Setting Backup Options for Files on page 81.
Saving Files on page 82.
Saving Files Under Different Names on page 83.
Opening Files on page 84.
Closing Files on page 86.
Exiting PHA-Pro on page 87.
April 2, 2013 67
The Workspace
The Workspace contains a visual summary of the contents of all files that are
open. The Workspace provides a quick and efficient way to navigate to different
parts of your files. When you click an object in the Workspace, the software
displays the corresponding part of your file in the opposite pane of the software
window.
Some elements of the Workspace also have pop-up menus that contain useful
commands to help you work with your files. You can right-click an object to open
its menu.
The two main folders in the Workspace are called Open Documents and Active
Libraries. Open Documents lists all PHA-Pro files that are currently open. Active
Libraries displays the names of all applicable files in the default libraries folder,
as well as all other active libraries. A check mark appears beside each library that
is active and available for use. You can activate and deactivate libraries by
selecting and deselecting boxes beside the libraries.
Closing the Workspace You can easily close the Workspace at anytime to increase the size of the working
area available on your screen.
To close the Workspace:
Step Action
 Carry out one of the following:
• Click on the tool bar.

• Go to View>Workspace.
• Press Alt + 0 on the keyboard.
• Click on the title bar of the Workspace.

The Workspace is closed.
Re-opening the Workspace To re-open the Workspace:
Step Action
 Carry out one of the following:

• Go to View>Workspace.
• Press Alt + 0 on the keyboard.
The Workspace is re-opened.
Resizing the Workspace You can change the size of the Workspace to view more of its contents or to
reduce the amount of room it occupies on your screen.
April 2, 2013 68
To resize the Workspace:
Step Action
1. Position your mouse pointer over its right edge.
2. Click and hold down the left mouse button.
3. Drag it either left or right until the Workspace is the desired

width.
4. Release the mouse button.

The Workspace is resized.
Moving the Workspace By default the Workspace appears, on the left side of the main software window,
but you can easily move it to the top, bottom or right side of your screen.
To move the Workspace:
Step Action
1. Position your mouse pointer over a blank area on its title bar.
2. Hold down the left mouse button.

The Workspace is outlined in black.
3. Drag the pointer to the top, bottom or right side of your screen.
A rectangular outline indicates where the Workspace appears after you
release the mouse button.
Changing the Workspace to a PHA-Pro allows you convert the Workspace to a separate window that you can
Window
resize and reposition on your screen to suit your needs.
To change the Workspace to a window:
Step Action
1. Position your mouse pointer over an empty area on the

Workspace title bar.
2. Double-click your mouse.

The Workspace converts to a window.
The various navigational elements now appear in the Workspace window instead
of their original position on your screen. You can view and work with the folders
and other objects in this window in the same way that you normally do.
To return the Workspace to its original position:
Step Action
1. Position your mouse pointer over the title bar of the Workspace
window.
2. Double-click your mouse.

The Workspace returns to its original position.
April 2, 2013 69
Using the Toggle Feature Toggling is a quick way of hiding and displaying the Workspace with a simple
movement of your mouse. This allows you to have more space on your screen to
work on your study, but still have quick access to the Workspace.
To turn on this feature:
Step Action

Click the on the title bar of the Workspace.
The icon changes to .
To temporarily hide the Workspace:
Step Action
 Move your mouse pointer away from it.

The Workspace disappears from your screen.
To redisplay the Workspace:
Step Action
 Move your mouse pointer to where it last appeared on your

screen.
The Workspace remains visible so long as the pointer is over it.
To turn off this feature:
Step Action

Click the on the title bar of the Workspace.
The icon changes to , and the Workspace is permanently visible.
April 2, 2013 70
Creating New Files

Creating a new file in PHA-Pro is easy with the New File Wizard. The Wizard
guides you through the file creation process, collecting all of the project
information that the software needs to produce your new file.
To launch the New File Wizard:
Step Action
1. Open the Welcome to the New File Wizard dialog box by carrying
out on of the following:
• Clicking on the tool bar.

• Go to File>New.
Tip: If you just started PHA-Pro and the Welcome to PHA-Pro dialog box
is open:
1. Select Create a New File.
2. Click OK.
The Welcome to New File Wizard appears.
3. Click Next to continue.

The Corporate Template Selection page appears.
4. Select one of the templates listed.

Tip: If you do not see an appropriate option on this page:
1. Click Browse.
The Select A Template dialog box opens.
2. Navigate to the folder containing the template that you
want.
3. Highlight the template or file.
4. Click Open.
5. Click Next to continue.
6. Review and edit any information that you need to change.

The fields on this page are the same as those on the General page of the
Administration collection.
7. When you finish updating your records, click Next.
8. Repeat steps 6 and 7 until the wizard is complete.
9. When all the pages are completed, click Finish.
Tip: You can edit general administrative information, product information, team
member records and drawing data at anytime. in the Administration
collection.
April 2, 2013 71
Customizing the New File Wizard

Advanced users can modify the New File Wizard by inserting additional pages
that let them further define the contents of new files, or by deleting pages that are
no longer needed in the Wizard. These additions and deletions are made in the
Sheets section of Project Settings.
You can also customize the New File Wizard pages to meet the needs of your
organization in the same manner you would customize any form or worksheet.

Adding Pages to the New File Wizard on page 72
Deleting Pages from the New File Wizard on page 72.
Customizing Pages in the New File Wizard on page 72.
Adding Pages to the New File You can add additional worksheets to your New File Wizard. For more
Wizard
information, see Adding a New Sheet - Worksheet on page 295.
You can add additional forms to your New File Wizard. For more information, see
Adding a New Sheet - Form on page 297.
Tip: When adding a worksheet or form, make sure you create the sheets under
New File Wizard in the Sheets section of Project Settings.
Deleting Pages from the New You can also delete a page from the New File Wizard if you do not need it when
File Wizard
you create new files. For more information, see Removing Sheets on page 307.
Customizing Pages in the You can further customize any page in the New File Wizard by renaming the page
New File Wizard
as well as the headers, columns or data fields it contains. You can also add and
remove headers, columns or data fields.
You can rename any page in the New File Wizard. For more information, see
Renaming Sheets on page 305.
You can add, remove and rename data fields or headers for any form. For more
information, see Customizing Headers and Data Fields on page 159.
You can add, display, hide and rename columns on any worksheet page. For more
information, see Customizing Columns on page 172.
Tip: After customizing the selected page, you can preview it to see if the page
requires additional changes:
1. In the left pane, right-click New File Wizard.
2. On the pop-up menu, click Preview.
April 2, 2013 72
Changing Language Options

You can change the current language used in the software’s interface. When you
change the language, the menus, roll-overs, and pop-up messages change to the
new language. These changes do not apply to the templates or the online help, nor
do they apply to pop-up messages that originate from Microsoft Windows. Any
pop-up messages that originate from Windows are in the language of the
Windows installed on the screen. For example, if you have a German version of
windows, the pop-up messages are in German, even if you selected Spanish as the
language.
Tip: In order for the language change to take effect, the software must restart.
Save and close any open studies before changing the language.
Tip: If you are localizing your interface, you must click the Load Default button to
localize the symbol list. For more information, see Using Symbols on
page 111.

Languages Supported on page 73.
Changing the Current Language on page 73.
Languages Supported PHA-Pro’s user interface supports the following languages:
• English.
• French.
• Spanish.
• German.
• Japanese.
• Portuguese (Brazilian)
• Simplified Chinese.
Tip: You can create templates using other languages, as well as entering data in
other languages, but you are not able to change the user interface to other
languages. For example, you can change your templates and data into
Korean, but your menus, roll-overs and pop-ups remain in English.
Note: In order to use Chinese, Japanese, Korean or any of the complex right to
left languages such as Arabic or Hebrew, you need to have the
supplemental language support files for Windows installed on your
computer. For more information, talk to your IT department.
Changing the Current To change the current language:

Language
Step Action
1. Save and close any active files.
2. Go to Tools> Options.
April 2, 2013 73
Step Action
3. Click the Language tab.

The Language tab page opens.
4. Select the language that you want displayed from the Language
drop-down list.
Note: You can also set the dictionary for English, Spanish, French and
German spelling. For more information, see Customizing the
Spellchecker on page 115.
5. Click OK.
A dialog box opens telling you that PHA-Pro must re-start in order for the
changes to take effect.
6. Click:
• Yes. If you want the changes to take place immediately
• No. if you want the changes to take effect next time you open PHA-
Pro.
Note: If you click Yes, PHA-Pro re-starts.
April 2, 2013 74
Moving Around A Worksheet

PHA-Pro allows you to use the scroll wheel of the mouse to navigate around your
worksheets. You can scroll either up or down or side to side.
This section describes the following topics:

Using the Scroll Wheel to Move a Worksheet Up and Down on page 75.
Using the Scroll Wheel to Move a Worksheet Sideways on page 75.
Using the Scroll Wheel to To use the scroll wheel to move a worksheet up and down:
Move a Worksheet Up and
Down Step Action
 Rotate the scroll wheel.
Using the Scroll Wheel to To use the scroll wheel to move a worksheet sideways:
Move a Worksheet Sideways
Step Action
 Holding the shift key down, rotate the scroll wheel.
April 2, 2013 75
Zooming In and Out of Documents

PHA-Pro allows you to zoom in to your document to focus on details or to zoom
out to see more. You can either use the tool bar or the scroll wheel on your mouse
to zoom in or out of the document.
Tip: If you have a large study, you may want to filter the on-screen data rather
than using the zoom function. To filter the on-screen data, use the print
filters. For more information, see Adding Print Filters on page 201.

Using the Tool Bar to Zoom In/Out on page 76.
Using the Mouse to Zoom In/Out on page 76.
Using the Tool Bar to Zoom To use the tool bar to zoom in or out of your document:
In/Out
Step Action
 Select the percentage you want to view the document from the
percentage drop-down list.
The document size is adjusted to the new percentage.
Using the Mouse to Zoom In/ To use the mouse to zoom in or out of your document:
Out
Step Action
 Press the Ctrl key and rotate the scroll wheel on your mouse until
you have the desired size.
April 2, 2013 76
Formatting the Worksheet to Fit the Screen

PHA-Pro allows you to quickly format the worksheet width to fit the screen or
paper size for printing. It does this by providing you with two options:
• Adjust column widths to fit on screen.
• Shrink text to fit column width.
Note: This formatting remains until the you remove it.
To format the worksheet width:
Step Action
1. Right-click the sheet you want to format.

Pop-up menu appears.
2. Select Sheet Properties.

Sheet Properties dialog box opens.
3. Click the Format tab.

The format page in the dialog box opens.
4. Click the appropriate check boxes:

• Adjust column widths to fit on screen.
• Shrink text to fit column width.
Note: "Adjust column widths to fit on screen" only affects on-screen
appearance; "Shrink text to fit column widths" affects both on-
screen display and printed input.
5. Click OK.
Dialog box closes and formatting is carried out.
April 2, 2013 77
Updating Templates
After you have modified your template with minor changes and saved it, you can
apply the revised template to existing files. When you apply an updated template
to a file, you can select which of the settings are to be applied to the file’s
hierarchy.
Tip: You can also use a modified file to update the template. When you update the
template, only the file structure is applied. Data is not transferred.

Updating a Template Using a File or Template on page 78.
Updating a Template Using a Protected File on page 78.
Updating a Template Using a To update a template with an updated template or file:
File or Template
Step Action
1. Open the file you want to update.
2. Go to Tools>Update Template.
The Select New Template dialog box opens.
3. Select the file from list.

Tip: If you saved your file elsewhere:
1. Click Browse to go to where you stored your file.
2. Select your file.
4. Click Next.
5. Select the settings from the new template that you want to apply
to the file by selecting the appropriate check boxes.
6. Click Next.
7. Review the items that are going to be changed, and select or

deselect them as required.
8. Click Finish.
Updating a Template Using a You can use the templates from files with Access Rights to update the templates of
Protected File
other files. You must have access rights to the protected file. When you apply the
settings from the protected file, you also have the option of applying the Access
Rights settings to the file.
To update a template with a protected template or file:
Step Action
1. Open the file you want to update.
2. Go to Tools>Update Template.
The Select New Template dialog box opens.
April 2, 2013 78
Step Action
3. Select the file from list.

Tip: If you saved your file elsewhere:
1. Click Browse to go to where you stored your file.
2. Select your file.
4. Click Next.
The Document User Log In dialog box opens.
5. Log in to open the file:

1. Select your username from the drop-down list.
2. Enter your password.
3. Click OK.
A dialog box opens asking if you want to copy the Access rights along with
the template.
6. Click:
• Yes - to transfer the Access Rights over to the file.
• No - not to transfer the Access Rights over to the file.
• Cancel - to abort the process.
7. If the answer is Yes:

2. Click:
• Yes - to continue the process with Access Rights being applied.
• Cancel- to continue the process without Access Rights being
applied.
8. Select the settings from the new template that you want to apply
to the file by selecting the appropriate check boxes.
9. Click Next.
10. Review the items that are going to be changed, and select or
deselect them as required.
11. Click Finish.
12. If you transferred the Access Rights, you must log back into the
file:
1. Select your username from the drop-down list.
3. Click OK.
April 2, 2013 79
E-Mailing Files
PHA-Pro allows you to send an entire file by using electronic mail. PHA-Pro
works in conjunction with your e-mail software to create a new message and
attaches your file. Recipients of your message must have PHA-Pro installed on
their systems to open the files you send.
Note: You must have e-mail software installed on your computer as well as a
connection to the Internet to send your file through e-mail.
To send the current file through e-mail:
Step Action
1.
Click on the tool bar.
Or
Go to File>E-mail File.
The Choose Profile dialog box opens.
2. Click OK.
A new e-mail message window appears, with your PHA-Pro file
automatically attached.
3. Fill in the address(es) and subject for the message.
4. Type the body of the message.
5. Click the send command within your e-mail program.

The message is sent.
April 2, 2013 80
Setting Backup Options for Files

PHA-Pro creates backup files to help guard against the loss of data. It stores these
files by default in the Backup folder that is located in the same directory where
you installed the software.
Adjusting the Backup To adjust the backup options for your files:
Options
Step Action
1. Go to Tool>Options.
2. Click the Backup tab.

The Backup tab opens.
3. Either select or deselect Keep backup copy of original file when

saving.
Note: This option lets you control whether the software backs up your
files each time you save them.
4. To have PHA-Pro automatically back up your files as you work,

check the Auto Backup check box.
Tip: If you chose the automatic backup option, you can specify the
desired time interval. The default value is “5” minutes, but you can
change this by:
1. Highlight the number in the field.
2. Enter a new number.
5. Click OK.
April 2, 2013 81
Saving Files
If you have just created a new file, you will want to save it for future use. You
should also save your file periodically, not just at the end of a work session, to
avoid data loss in the event of a power failure or other technical problem.
To save your PHA-Pro file:
Step Action
1.
Or
Go to File>Save.
Note: If you have previously saved this file, the software simply resaves
it without displaying a dialog box.
Note: If you are saving the file for the first time, the Save As dialog box
appears. Go to Step 2.
2. In the File name field, type a name for your file.

The Save as type field specifies that the software adds the .pha extension
to the end of the file name.
3. Click the Save in drop-down arrow to select where you want to

store your file.
This location can be on your computer or company network.
4. Click Save.
April 2, 2013 82
Saving Files Under Different Names

You may want to save a copy of your file under a different name before making
extensive editing changes. Doing so allows you to revert to the original version if
you decide later that you no longer want to keep the changes.
To save a file under a different name:
Step Action
1. Go to File>Save As.
The Save As dialog box appears, allowing you to save your file with a
different name, as well as in a different location.
2. In the File name field, type the new name for your file.
The Save as type field specifies that the software adds the .pha extension
to the end of the file name.

store your file.
4. Click Save.
The file is saved under the new name.
April 2, 2013 83
Opening Files
You can easily open a file you created and saved in PHA-Pro during a previous
work session.

Opening a PHA-Pro file on page 84.
Opening a File from the Welcome to PHA-Pro Dialog Box on page 84.
Importing a PHAWorks File on page 84.
Opening a PHA-Pro file To open a PHA-Pro file:
Step Action
1.
Or
Go to File>Open.
The Open dialog box appears.
2. Select the PHA-Pro file that you want to open.
3. Click Open.
The software opens the chosen file on your screen.
Tip: The File menu lists the names of the last four workplace risk assessment files
you have opened. You can click any of these names on the menu to reopen
the corresponding file.
Tip: If you are currently not running PHA-Pro, you can double-click the icon for a
PHA-Pro file to launch the software and open the file on your screen.
Opening a File from the To open a file from the Welcome to PHA-Pro dialog box:
Welcome to PHA-Pro Dialog
Box Step Action
1. Click Open an Existing File radio button.
2. Click OK.
The Open dialog box is displayed.
3. Select the file that you want to open.
4. Click Open.
The software opens the chosen file on your screen.
Importing a PHAWorks File You can import PHAWorks studies into PHA-Pro. This allows you use historical
data in your current studies.
Note: The PHAWorks files must be saved as PHAWorks Hierarchical Export Files
(*.txt, *.dat) before they can be imported into PHA-Pro.
April 2, 2013 84
To import a PHAWorks Hierarchical Export file in PHA-Pro:
Step Action
1.
Or
Go to File>Open.
The Open dialog box appears.
2. Select PHAWorks Hierarchical Export Files (*.txt, *.dat) from the

Files of type drop-down list.
3. Using the Look in field, navigate to the folder containing the file
you want to import.
4. Select the file you want to import.
5. Click Open.
The file is imported into PHA-Pro.
April 2, 2013 85
Closing Files
If you have several files open at the same time, you may wish to close one or more
so you can concentrate on a particular study.

Closing the Current File on page 86.
Closing A Non-Current File on page 86.
Closing the Current File To close the current file without closing PHA-Pro:
Step Action
 Go to File>Close.
PHA-Pro closes the file. If you have not yet saved the file you are closing,
the software asks you if you want to save your work. Click Yes to avoid
losing data.
Tip: You can also click in the upper right hand corner of the file window to
close the file.
Closing A Non-Current File You can also close an open file that you are not currently working on.
To close a non-current file without exiting PHA-Pro:
Step Action
1. In the Workspace, right-click the file you want to close.
2. Select Close from the drop-down menu.

PHA-Pro closes the file. If you have not yet saved the file you are closing,
the software asks you if you want to save your work. Click Yes to avoid
losing data.
April 2, 2013 86
Exiting PHA-Pro
You can easily exit from PHA-Pro when you finish your session.
To exit PHA-Pro:
Step Action
 Go to File>Exit.
If you have files that have not already been saved, PHA-Pro asks you if
you want to save your work. Click Yes for each file you want to save.
Tip: You can also click in the upper right hand corner of the file window to
close the file.
April 2, 2013 87
PHA-Pro Chapter 5: Learning the Basics
CHAPTER 5: LEARNING THE BASICS

PHA-Pro consists of a number of work sheets and forms that you fill out as you
work through your study. This chapter discusses how you work with the data in
the program as well as two of the special features of PHA-Pro, data mirroring and
linked diagrams.

Working with Data on page 89.
Cutting, Copying and Pasting Data on page 93
Entering Data Using Data Mirroring on page 95.
Using Dependency Matrices and Conditional Data Mirroring on page 99.
Working With Dates on page 100.
Reversing Order of Columns on page 102.
Sorting the Information on a Worksheet on page 103.
Renumbering Data in Columns on page 104.
Changing the Numbering of a List Cell on page 105.
Undoing and Redoing Changes on page 106.
Using Notes for Your Data on page 108.
Using Markers for Your Data on page 110.
Using Symbols on page 111.
Checking Spelling on page 115.
Finding and Replacing Data on page 117.
Merging Lines in a Worksheet on page 120.
Isolating a Row in A Worksheet on page 121.
Working with Structured Lists on page 123.
Working With Linked Diagrams on page 127.
Working with Attached Files on page 131.
Working with Embedded Pictures on page 135.
April 2, 2013 88
Working with Data

It is easy to enter, edit and delete data from PHA-Pro’s worksheets and forms.

Entering Data on page 89.
Entering Web Addresses on page 89.
Editing Data on page 89.
Assessing the Severity and Likelihood of a Consequence on page 90.
Deleting Data on page 90.
Adding Rows on page 91.
Re-arranging Rows on page 91.
Removing Rows on page 92.
Entering Data To enter data into a cell in a worksheet or form, you merely click the cell and enter
the data.
Tip: Many columns in a worksheet contain special features that facilitate data
entry, such as the pop-up windows for risk assessment columns. When a pop-
up window opens, you make your selection and the information is
automatically added. For more information, see Chapter 6: Working with
Libraries, Copy From and AutoType on page 137.
To enter data:
Step Action
1. Click the cell that you want to enter data in.

The flashing insertion point appears inside the selected cell.
2. Enter the new data.

Tip: If the column is connected to a library, or the AutoType feature is
on, a dialog box opens. For more information, see Chapter 6:
Working with Libraries, Copy From and AutoType on page 137.
Tip: You can attach the electronic version of a drawing to a cell. For
more information, see Working with Attached Files on page 131.
3. When you finish entering the information, on your keyboard,

press:
• Tab to move to the next column.
• Enter to start a new row.
• Esc to turn off the editing function.
Entering Web Addresses You can also record a web site address in your PHA-Pro files. Once you type the
address, the software automatically recognizes that the text is an address and
converts it to a hyperlink, which appears in blue and is underlined on your screen.
Editing Data To edit data:
Step Action
1. Click the cell you want to edit.
April 2, 2013 89
Step Action
2. Either:

• Go to Edit>Edit.
• Click the cell you want to edit.
The software displays a thick border around the cell you are editing, and
the flashing insertion point appears inside the cell so that you can delete
text and type new text.
Tip: If you double-click the cell when you choose it, it can be edited
immediately.
3. Edit the data.

Note: Editing a cell in date column involves the same procedure as
recording the date. For more information, see Working With
Dates on page 100.
Tip: Many columns in a worksheet contain special features that facilitate
data entry, such as the pop-up windows for risk assessment
columns. You can use these features to modify the contents of a cell
in exactly the same way that you originally recorded data in the
cell.
4. When you finish editing the information, on your keyboard, press:

• Tab to move to the next column.
• Enter to start a new row.
• Esc to turn off the editing function.
Assessing the Severity and To assess the severity and likelihood of a consequence:
Likelihood of a Consequence
Step Action
1. In the Worksheet, double-click the S cell that corresponds to the

consequence of interest.
The Severity window appears, displaying the severity scale along with a
description of what each level means. (Figure 5-5)
2. Click the appropriate severity code.
3. Double-click the corresponding cell in the L column.

The Likelihood window appears, displaying the likelihood scale along with
a description of what each level means.
4. Click the appropriate likelihood code.

PHA-Pro automatically enters the corresponding risk ranking code in the
RR column, based on the Risk Matrix.
Deleting Data To remove data:
Step Action
1. Select the data you want to delete.
April 2, 2013 90
Step Action
2.
OR
Go to Edit>Remove.
OR
Press the Delete key on your keyboard.
3. Click OK.
PHA-Pro deletes the selected data from your file.
Adding Rows When you add a data row, PHA-Pro adds the row based on the hierarchy levels set
in the template. In other words, PHA-Pro adds the row to that level of the
hierarchy and lower.
To add a row:
Step Action
1. Click in a cell at the hierarchy level that you want to add the row.
2.
Or
Go to Edit>Add.
Or
Go to Insert>Row.
Or
Press the Enter key on your keyboard.
A new row appears directly below the cell you click.
If the column is connected to a library, or the AutoType feature is on, a
dialog box opens. For more information, see Chapter 6: Working with
Libraries, Copy From and AutoType on page 137.
Re-arranging Rows You can re-arrange your data by changing the order of the rows.
To re-arrange the rows of data:
Step Action
1. Click any cell in the row you want to move.
2. Carry out one of the following:
• Click or on the tool bar.

• Click Move Up or Move Down on the Edit menu.
Note: When you move a data row, the list numbering changes to reflect
the row’s new position. If you sort data, the row’s position
changes, but the list numbering remains the same.
3. Repeat steps 1 and 2 until all of your data appears in the required
order.
April 2, 2013 91
Removing Rows To delete the row:
Step Action
1. Click the first column of the row you want to delete.
2.
Or
Go to Edit>Remove.
Or
The row is deleted.
Note: If information in the row is referenced elsewhere in the study, a
dialog box opens. It informs you that the information is referenced
elsewhere and asks you if you want to delete the record. Click Yes
to delete, No to keep the row.
Tip: An alternative method of deleting a row is:

1. Right-click a cell in the row that you want to delete.
A pop-up menu opens
2. From the pop-up menu, select Delete Row.
The row is deleted.
If information in the row is referenced elsewhere in the study, a dialog box
opens. It informs you that the information is referenced elsewhere and asks
you if you want to delete the record. Click Yes to delete, No to keep the row.
April 2, 2013 92
Cutting, Copying and Pasting Data

You can cut, copy and paste data by using one of three methods:
• Right-Click menu
• Key boards commands.
• Tool bar icons.
Cutting Data on page 93.
Copying Data on page 93.
Pasting Data on page 94
Cutting Data When you cut data, you remove it from the worksheet but you can paste it
elsewhere.
To cut data:
Step Action
1. Highlight the information that you want to cut by holding down

the left-click button and selecting the information.
Tip: To quickly select all of the data in a cell carry out one of the
following:
• Triple left-mouse-click.
• Ctrl+A.
• Right-Click and choose Select All from the right-click menu.

• Press Ctrl+X on the keyboard.
• Click .
• Right-click the mouse and choose Cut from the right-click menu.
A dialog box opens asking you if you want to cut the entire row or the
selected cell.
3. Select the appropriate radio button and click OK.

The information is cut from the worksheet and can be pasted elsewhere
in the study.
Copying Data When you copy data, you leave it in the worksheet but you can paste a copy of it
elsewhere.
To copy data:
Step Action
1. Highlight the information that you want to copy by holding down

the left-click button and selecting the information.
Tip: To quickly select all of the data in a cell carry out one of the
following:
• Triple left-mouse-click.
• Ctrl+A.
• Right-Click and choose Select All from the right-click menu.
April 2, 2013 93
Step Action

• Press Ctrl+C on the keyboard.
• Click .
• Right-click the mouse and choose Copy from the right-click menu.
The information is copied from the worksheet and can be pasted
elsewhere in the study.
3. Select the appropriate radio button and click OK.

The information is copied from the worksheet and can be pasted
elsewhere in the study.
Pasting Data Once you have copied or cut the data, you can paste it elsewhere in the study.
Tip: When copying and pasting dates from MS Excel into PHA-Pro, the date
formats must be the same. For example, if the date in Excel is 13-Sept-10,
(dd-MMM-yy) you must select that format from the Format drop-down list on
the Regional Setting page. For more information, see Setting the Date
Format on page 101.
To paste data:
Step Action
1. Place the cursor in the cell in which you want to enter the
information.

• Press Ctrl+V on the keyboard.
• Click .
• Right-click the mouse and choose Paste from the right-click menu.
The information is pasted into the study.
April 2, 2013 94
Entering Data Using Data Mirroring

Data mirroring allows you to dynamically link different worksheets to avoid
duplication of work. Unlike the Reference function, it allows you link the data
selectively. For example in a column of 100 items, you can copy over only five
items. Data mirroring can be used to link related worksheets, as for example:
• Work Orders with Risk Analysis.
• BOM with Risk Analysis.
• HAZOP with LOPA.
In order for you to use data mirroring in your study, you must create the data
mirroring linkages in Settings. For more information, see Data Mirroring on
page 287.
Note: You can mirror data to multiple pages by simply creating the data mirroring
to the various fields you want. You must create a separate data mirror link
for each set of mirrored items. You can set different options for each set of
links. Only the first mirrored link appears in the right-click menu or as a
hyperlink. For more information, see Data Mirroring on page 287.

Entering Information in Data Mirrored Fields on page 95.
Entering Mirrored Information in Different Hierarchy Level Fields on page 95.
.Mirroring Information at a Later Time on page 96.
Mirroring Information at a Later Time Using Send To on page 96.
Data Mirroring Right-Click Menu Commands on page 97.
Source Page Menu Commands on page 97.
Receiving Page Menu Commands on page 97.
Changing Data Mirroring Links on page 98.
Entering Information in Data To enter information in a data mirrored field:
Mirrored Fields
Step Action
1. Double-click the cell.

A thick border surrounds the cell, indicating that the cell is active.
2. Begin to enter the text in the cell.

If Prompt is the mirroring option, a dialog box opens on screen. You must
select yes to continue to add data to the cell.
3. Click Yes.
Box closes and cell is active.
4. Finish entering the text.
Entering Mirrored You can mirror data from fields in one level of the hierarchy to fields in a different
Information in Different
level of the hierarchy. Although similar to regular data mirroring, there may be
Hierarchy Level Fields
some differences depending on the options set. You cannot mirror data to a child if
April 2, 2013 95
the parent field is empty. You either have to add information at the prompt or add
a field as a placeholder.
To enter information in a data mirrored field:
Step Action

2. Begin to enter the text in the cell.

If Prompt is the mirroring option, a dialog box opens on screen. You
must select yes to continue to add data to the cell.
3. Click Yes.
4. Depending on the mirroring settings, you may get a dialog box

with the parent list name on it. If that occurs:
1. Enter the information for the parent list field in the text box.
2. Click OK.
The dialog box closes and the information is entered in the parent list
field.
5. Finish entering the text.
Mirroring Information at a If, after adding information and selecting No at the prompt, you realize that the
Later Time
information has to be mirrored, you use the right-click menu to mirror the data.
To use the right-click menu command:
Step Action
1. On the receiving page, create a row where you want to add the
data.
2. Right-click a cell of the row.

The cell turns blue and the right click menu opens.
3. Go to Data Mirroring (Row)>Connect to <Source Item>.
4. Select the check box for the row to which you want to mirror the
data.
Tip: Select the row that has no information after the row number, if the
list is numbered or that is called (Unnamed) if the list is not
numbered.
5. Right-click the cell.

The right-click menu opens.
6. Go to Data Mirroring (Cell)>Copy From <Source Item>.

The information is copied.
7. Repeat steps 5 and 6 for each cell in the row,
Mirroring Information at a You use the Send to command from the right-click menu to mirror the data.
Later Time Using Send To
April 2, 2013 96
To use the right-click menu command:
Step Action
1. Right-click the cell that contains the data to be mirrored.

The cell turns blue and the right click menu opens.
2. Go to Send to> <Receiving Item>.

Tip: If you are using Parent-Child mirroring, you may have to enter
information for the parent list item:
1. Enter the information.
2. Click OK.
Tip: If you are using the menu option for Parent-Child mirroring, you
have choice of where the information is being mirrored, and you
may have the option of creating a new parent list item.
Data Mirroring Right-Click When you create your data mirroring, the Data Mirroring commands appear on
Menu Commands
the right-click menu.
Source Page Menu The right-click menu on the source page has two options for Data Mirroring -
Commands
Data Mirroring (Cell) and Data Mirroring (Row).
When you go to Data Mirroring (Cell) a submenu opens with the following menu
items:
• Go to <Receiving Item>. PHA-Pro moves you to the cell receiving the
mirrored information.
• Disconnect from <Receiving Item>. The cell is disconnected from data
mirroring allowing you to make changes or enter non-mirrored data.
Note: If the rows are mirrored, but the cells are not connected, the menu provides
the following menu item:
• Send To <Receiving Item>. PHA-Pro sends the information from the
source cell to the receiving cell.
When you go to Data Mirroring (Row) a submenu opens with the following menu
items:
• Go to <Receiving List Item>. PHA-Pro moves you to the cell receiving the
mirrored information.
• Disconnect from <Receiving Item>. The row is disconnected from data
mirroring allowing you to make changes in the row without affecting the
receiving page.
• Connect to <Receiving Item>. Connects the row to a different item on the
receiving page.
Note: If the rows are not connected, the menu provides the following menu item:
• Connect to <Receiving Item>. This allows you to connect the source
row to the receiving row.
Receiving Page Menu The right-click menu has two options for Data Mirroring - Data Mirroring (Cell)
Commands
and Data Mirroring (Row).
April 2, 2013 97
When you go to Data Mirroring (Cell) a submenu opens with the following menu
items:
• Go to <Source Item>. PHA-Pro moves you to the cell sending the mirrored
information.
• Disconnect from <Source Item>. The cell is disconnected from data mirroring
allowing you to make changes or enter non-mirrored data.
Note: If the rows are mirrored, but the cells are not connected, the menu provides
the following menu item:
• Copy From <Source Item>. PHA-Pro copies the information from the
source cell.
When you go to Data Mirroring (Row) a submenu opens with the following menu
items:
• Go to <Source Item>. PHA-Pro moves you to the cell sending the mirrored
information.
• Disconnect from <Source Item>. The row is disconnected from data
mirroring allowing you to make changes in the mirrored cells of the row on
the receiving page without affecting the source cells.
• Connect to <Source Item>. This allows you to reconnect the receiving row to
the source.
Note: If the rows are not connected, the menu provides the following menu item:
• Connect to <Source Item>. This allows you to connect the receiving
row to the source
Changing Data Mirroring You can change your mirroring from one row to another, or you can mirror one
Links
row to multiple rows.
To change the mirroring from one row to another:
Step Action
1. Right-click a mirrored cell in the row whose connection you want

to change.
2. Go to Data Mirroring (Row)>Connect to <Item>.

The Connect to Mirrored Item dialog box opens.
3. Select (or deselect) items are required.
4. Click OK.
April 2, 2013 98
Using Dependency Matrices and Conditional Data

Mirroring
Dependency Matrices and Conditional Data Mirroring work in conjunction with
each other, and are created in Stature Template Studio. Dependency Matrices help
you to compare two or more lists. Depending on the information that you enter in
the matrix, conditional data mirroring then sends information to a third list.
Note: You cannot edit the list items in the Dependency Matrix, you have to edit
them in their original list.
Note: You cannot roll up a study on a dependency matrix page.
Figure 5-1: In the above example, there are two lists - one for the Vertical Axis (Y) and
one for the Horizontal Axis (X). Depending on the information placed in the dependency
matrix, conditional data mirroring completes the fields in the Destination List.
Entering Data in the To enter data in the dependency matrix:

Dependency Matrix
Step Action
1. Click the appropriate cell in the matrix.

The appropriate table opens, listing the category.
Tip: If the table goes off the bottom edge of the screen, use the scroll
wheel on your mouse to scroll the table onto the screen.
2. Select the code that you want to enter.

The code is entered into the cell, and, if you are using data mirroring
with the matrix, the appropriate information is sent to the destination
list.
April 2, 2013 99
Working With Dates

PHA-Pro’s pop-up calendars help you to record days, months and years. You can
also change the format of the dates in your PHA study.
Tip: You can use the formula field to calculate the number of days between dates
or adding or subtracting a set number of days from a date to give a new date.
For example, if you wanted to automatically calculate the number of days
difference between the estimated and actual end date, you could create a
formula that subtracts the estimated date from the actual date. The result of
this calculation would be the number of days that the actual date was after
the estimated end date. For example, if the actual end date is five days after
the estimated end date, in the formula field you would enter
EstimatedEndDate+5
You must enter the EstimatedEndDate using the Reference icon. For more
information, see Adding a Formula Field on page 272.
When copying and pasting dates from MS Excel into PHA-Pro, the date formats
must be the same. For example, if the date in Excel is 13-Sept-10, (dd-MMM-yy)
you must select that format from the Format drop-down list on the Regional
Setting page. For more information, see Setting the Date Format on page 101.

Recording Dates in your Study on page 100.
Setting the Date Format on page 101.
Recording Dates in your To record a date:
Study
Step Action
1. Click the arrow in any cell or field where you must enter a date.
A pop-up calendar appears.
Note: This is only true for columns/fields created by date fields.
2. To scroll through the months and years, click the and in

the top corners of the calendar.
3. To quickly change the month, click the month that is currently

displayed.
A drop-down list of months appears.
4. Click the appropriate month.
5. To quickly change the year, click the year that is currently

displayed.
Scrolling keys for up and down appear.
6. Scroll to the correct year.
7. When the top of the calendar displays the correct month and year,
click the appropriate day of the month.
The calendar closes, and the software enters the chosen date in the
corresponding cell or field.
April 2, 2013 100

Setting the Date Format PHA-Pro allows you to change the format of the date entered in the study to match
the style used by your company.
Note: Default format is M/d/yyyy.
Note: When you set the date format it sets the format globally for the study.
To set the date format:
Step Action
1. Display Project Settings by carrying out one of the following:

• Click the Settings tab.
• Go to View>Project Settings.
2. In the left pane, click Hierarchy.
3. Click Study.
4. In the right pane, click the Regional Settings tab.
5. Deselect the Use default check box.
6. Select the date format from the Format drop-down list.
April 2, 2013 101

Reversing Order of Columns

When you add information by column, PHA-Pro allows you reverse the order of
the some columns. This is useful, for example, when recording attendance at the
sessions of your study. When you select this option, the most recent session and
all future session columns are added to the left of the existing columns, next to the
Name column.
To reverse the order of columns:
Step Action
1. Right-click one of the column headings.

The right-click pop up menu opens.
2. Select Column Format.

The column format window opens
3. Click the Options tab.

The Options page opens.
4. Select the Reverse Order check box.
5. Click OK.
The columns have been reversed.
April 2, 2013 102

Sorting the Information on a Worksheet

PHA-Pro allows you to quickly sort your study on any column. This is useful for
placing your highest ranking risks at the top of your study through the use of your
risk ranking data.
Note: When sorting a column, PHA-Pro only uses user inputted text for sorting.
For example, if you use the numbering feature in the column, the computer
generated number is not used. The column is sorted on the inputted text,
and you can renumber the text in the column. This allows you to easily
renumber the cells in the column. For more information on renumbering
data in the column, see Renumbering Data in Columns on page 104.
To sort your study:
Step Action
1. Click a cell in the column that contains the information on which

you want to sort your sheet.
2. Go to Data>Sort.
The sheet is sorted in ascending order.
3. Go to Data>Sort Descending if you want the sort to be in

descending order.
The sheet is resorted in descending order.
Tip: An alternate way to sort the data is:

1. Click the column heading.
A dialog box opens and asks you if you want to sort the data.
2. Click Yes.
The data is sorted.
April 2, 2013 103

Renumbering Data in Columns

PHA-Pro allows you to quickly and easily renumber the data in your columns.
To renumber the data in a column:
Step Action
1. Click any cell in the column you want to renumber.
2. Go to Data>Renumber.
A drop-down menu opens.
3. Select:
• Renumber in Sort Order - to number in ascending order.
• Reverse Order - to number in descending order.
The column is renumbered.
Optional Renumbering The following commands only appear under certain circumstance.
Commands
• Renumber by use is enabled when you are in the Recommendations tab in
most templates.
• Renumber... is also enabled in the Recommendations tab, but it requires that
the new numbering options are in use.
• Purge Removed Items is enabled only if the Keep placeholders for removed
items option is selected when setting the numbering options and one or more
items have been removed since this option was enabled.
April 2, 2013 104

Changing the Numbering of a List Cell

You can change the list number of a cell that uses the Extended or Custom options
for numbering. For more information, see Setting Numbering Options for Lists on
page 280. For example, you can change the cell number from 1 to 1A. When you
change the number of a cell, the other cell numbers are not affected.
To change the numbering in a list:
Step Action
1. Right-click the cell whose numbering your want to change.

A pop-up menu opens.
2. Select Change Number.

The Change Number dialog box opens.
3. Enter the new number in the New Number field.
4. Click OK.
The number is changed.
April 2, 2013 105

Undoing and Redoing Changes

You can easily undo and redo the actions you perform in PHA-Pro.

Undoing Your Most Recent Action on page 106.
Redoing the Most Recent Action on page 106.
Undoing Multiple Actions on page 106.
Redoing Multiple Actions on page 106.
Undoing Your Most Recent To undo the most recent step you performed:
Action
Step Action

Redoing the Most Recent To redo the action you have most recently undone:
Action
Step Action

Tip: You can also access the Undo and Redo commands from the Edit menu.
Undoing Multiple Actions PHA-Pro’s multi-level Undo command allows you to reverse an entire series of
actions you performed since you last started PHA-Pro. The number of actions you
can undo is virtually unlimited, depending upon your system configuration.
To undo more than one action:
Step Action
1.
Click the beside . A list of actions appears.
2. Drag your mouse pointer over the steps you want to reverse.
The bottom of the window displays the number of actions that the
software is to undo.
3. Click your left mouse button.
Redoing Multiple Actions PHA-Pro’s multi-level Redo command allows you to repeat an entire series of
actions you performed since you last started PHA-Pro. The number of actions you
can redo is virtually unlimited, depending upon your system configuration.
To redo multiple actions you have undone:
Step Action
1.
Click the beside .
A list of actions you can repeat appears.
April 2, 2013 106

Step Action
2. Drag your mouse pointer over the functions you want to redo.
The bottom of the window displays the number of actions that the
software is to redo.
3. Click your left mouse button.
April 2, 2013 107

Using Notes for Your Data

The Notes feature of PHA-Pro allows you to add pop-up text boxes to your data. It
allows you to store and display useful information, such as reminders. For
instance, you can add a note to recommend further research or to indicate when
the data in a cell was last updated. This ability is useful if other people in your
organization review your data and benefit from this additional information.
A cell containing a note displays a small icon in its upper-right corner. You
double-click this icon to access the note. ( )

Adding Notes on page 108.
Editing Notes on page 109.
Deleting Notes on page 109.
Figure 5-2: You access the Note dialog box by double-clicking the note icon. You can
view, create and edit the pop-up notes in the Note dialog box.
Adding Notes To add a note to a cell:
Step Action
1. Click the cell of interest.
2.
If the Marker button on the tool bar displays , click it.
The Note dialog box appears. (Figure 5-2)
Tip: If the Marker button displays a different icon, click the beside it,
and then click Note on the drop-down list.
3. Enter the text for the note.
April 2, 2013 108

Step Action
4.
Click in the upper-right corner of the dialog box.
Or
Click Close.
Tip: While the Note dialog box is open in one sheet, you can switch to a different
sheet and then switch back to continue creating your new note. This allows
you to refer to, or copy information from, another part of your file. To paste
copied data into the Note dialog box, press Ctrl + V on your keyboard.
Editing Notes To edit a note:
Step Action
1.
Double-click the for the note you want to edit.
The Note dialog box opens.
2. Edit the note.
3.
Click in the upper-right corner of the dialog box or click Close.
The Note dialog box closes.
Deleting Notes Once a particular note is no longer needed, you can quickly remove it.
To remove a note:
Step Action
1.
Click the for the note you want to delete.
2.
Or
Click Delete on the Note dialog box.
The software deletes the note from your file and removes the icon from
the selected cell.
April 2, 2013 109

Using Markers for Your Data

PHA-Pro allows you to flag data so you can tell, at a glance, which cells have
something in common or which information requires immediate attention. It has
built-in markers for notes (see Using Notes for Your Data on page 108) and
revalidated data (see Chapter 9: Revalidating Your Data on page 215). You
can also create or customize markers. For more information, see Markers on
page 253.
Tip: PHA-Pro allows you to add data fields to you markers. This means you can add
notes or dates to your markers. For more information, see Adding Data Fields
to a Marker on page 255.

Marking Data on page 110.
Removing a Marker from a Cell on page 110.
Marking Data To mark data:
Step Action
1. Click the cell containing the data you want to mark.
2.
On the tool bar, click the beside the Marker button.
A drop-down list of markers and marker options appear.
3. Click the marker of interest.

The software displays the symbol for this marker in the selected cell.
Tip: The Marker button displays the symbol for the last marker you inserted. If this
marker is the one you want to use, simply click this button instead of
performing steps 2 and 3.
Removing a Marker from a To remove a marker:

Cell
Step Action
1. Click the icon for the marker you want to delete.

• Go to Edit>Remove.
• Press the Delete key on your keyboard.
The software removes the chosen marker from the selected cell.
April 2, 2013 110

Using Symbols
The ability to quickly insert symbols as you type saves time. Symbols include
characters that are not part of a standard keyboard, such as the degree symbol,
exponents and currency symbols. PHA-Pro allows you to fully customize your list
of symbols by adding, editing and deleting characters.
Tip: If you are localizing your interface, you must click the Load Default button to
localize the symbol list. For more information, see Returning the Symbols List
to the Default Format on page 113.

Inserting a Symbol on page 111.
Adding Symbols to the Symbols List on page 112.
Editing Symbols in the Symbols List on page 112.
Removing Symbols from the Symbols List on page 113.
Returning the Symbols List to the Default Format on page 113.
Inserting a Symbol To insert a symbol into your file:
Step Action
1. Position the flashing insertion point at the spot in the cell or field
where you want to insert a symbol.
2.
A pop-up window appears, which displays a list of commonly used

symbols as well as descriptions of what they mean. (Figure 5-3)
3. Click the symbol you want to insert.

The window closes, and the chosen character appears in the cell or field.
Tip: You can resize the symbol window that appears in step 2. Position your mouse
pointer over an edge of the window, and drag it until the window is re-sized.
Figure 5-3: A customizable list of symbols is quickly accessible from the tool bar.
April 2, 2013 111

Adding Symbols to the You can easily modify the list of symbols that is available when you click on
Symbols List
the tool bar.
Note: When adding a new symbol to your list, you must ensure that it is Arial
True Type font.
To add symbols to the Symbols list:
Step Action
2. Click the Symbols tab.

The Symbols tab page open.
Tip: You can take the following shortcut to the Symbols tab page, if the
Symbols button is active:
1. Click on the tool bar.

2. Click Customize.
3. To add a new symbol to the list, click Add.

The Add-Edit Symbol dialog box opens. (Figure 5-4)
4. In the Symbol field, enter the character you want to add.

Note: The Symbol must be Arial True Type font.
Tip: The Windows® Character Map can simplify this process. For more
information on using the Character Map, consult your Windows
instruction manual.
Tip: If you are cutting and pasting symbols from another program, press
Ctrl + V on your keyboard to paste the symbol into the Symbol
field.
5. In the Description field, type a label describing what this new

symbol represents.
Tip: The label helps people to distinguish between characters that are
easily confused, such as symbols for foreign currencies.
6. Click OK to return to the Symbols tab.

The new symbol is displayed.
Editing Symbols in the To edit symbols in the Symbols list:

Symbols List
Step Action

The Symbols tab page opens.

2. Click Customize.
April 2, 2013 112

Step Action
3. Double-click the symbol that you want to edit.

Or
Select it and then click Edit.
The Add/Edit Symbol dialog box opens.
4. Make the desired changes
5. Click OK.
The Add/Edit Symbol dialog box closes.
6. When you finish editing the symbols list, click OK.
Removing Symbols from the To remove symbols from the Symbols list:
Symbols List
Step Action


2. Click Customize.
3. Select the symbol/description you want to remove.
4. Click Remove.
5. Repeat steps 3 and 4 for all symbols you want to remove.
6. When you finish removing all of the symbols, click OK.
Returning the Symbols List To return the list to its default format:
to the Default Format
Step Action


2. Click Customize.
3. Click Load Defaults.
4. Click OK.
April 2, 2013 113

Figure 5-4: You can expand the software’s collection of special characters by using the
Add/Edit Symbol dialog box.
April 2, 2013 114

Checking Spelling
Before printing or exporting your file and distributing it to clients and colleagues,
you should perform a spelling check.

Using the Spellchecker on page 115.
Customizing the Spellchecker on page 115.
Using the Spellchecker To use the Spellchecker:
Step Action
1.
Or
Go to Tools>Check Spelling.
The Spelling dialog box appears. Under Not in Dictionary, the software
displays a misspelled word. To help you interpret this field, the bottom of
the dialog box shows you the sentence that contains the word. As well,
the cell containing the word is highlighted on your screen behind the
dialog box.
Note: A word is considered misspelled if it is not in the software’s built-in
dictionary.
2. To skip only this occurrence of the word, click Ignore. Go to Step

6.
To skip all occurrences, click Ignore All. Go to step 6.
3. To correct the misspelled word, click the appropriate replacement

from the Suggestions list.
Tip: If the word is misspelled and not in the Suggestions list, enter the
correct spelling in the field that displays the misspelled word.
4. To replace the misspelled word with the corrected spelling:

• Only this occurrence of the misspelled word with the option you chose
in step 3, click Change.
• All occurrences of the misspelled word, click Change All.
5. To add the word to your dictionary, click Add.
6. Repeat process to check the spelling of your entire file.
Tip: You can click Close at anytime to end the spell check and close the dialog
box.
Customizing the Adjusting the way that the software’s spellchecker works can increase its
Spellchecker
efficiency. PHA-Pro allows you to instruct the spellchecker to ignore certain
entries, or to report specific types of problems.
To customize the spellchecker:
Step Action
April 2, 2013 115

Step Action
2. Click the Language tab.

The Language tab page opens.
3. Select the language(s) in which you want to check the spelling.
4. Set your Spell Check options by:

• Selecting the check boxes for the options you want to use.
• Deselecting the check boxes for the options you do not want to use.
5. Click OK.
April 2, 2013 116

Finding and Replacing Data

As you work with PHA-Pro to create and modify files, it may be helpful to use the
Find and Replace commands. The Find command lets you jump directly to the
part of your file where a word or phrase or a date appears. The Replace command
lets you replace text or a date with other data of your choice.
This sections discusses the following topics:

Finding Text on page 117.
Finding Dates on page 117.
Replacing Text on page 118.
Replacing Dates on page 119.
Finding Text To find a word or phrase:
Step Action
1.
Or
Go to Edit>Find/Replace.
The Find and Replace dialog box opens.
2. Click the Find tab.
3.
Click .
4. In the Find What field, enter the text you want to find.
5. Set your search parameters to optimize your search by:

• Using the Match case drop-down list. This allows you to control
whether or not your search is case-sensitive. By default, this option is
set to Auto; click the arrow to select a different option.
• Selecting the Find whole words only check box if you want the
software to consider the text you typed in the Find What field to be a
separate word. That is, the software will not find this text if it is
contained within a larger word.
6. To begin the search, click Find Next.

The software searches your file for the text. If the text is found, the
software highlights it on your screen behind the dialog box.
7. Click Find Next to find additional occurrences of the data.
Tip: Click Close at anytime to end the search and close the dialog box.
Finding Dates To find a date:
Step Action
1.
Or
April 2, 2013 117

Step Action
2. Click the Find tab.
3.
Click .
4. Clicking the Find What arrow.

A pop-up calender opens. For more information on using calendars, see
5. To begin the search, click Find Next.

The software searches your file for the data. If the data is found, the
software highlights it on your screen behind the dialog box.
6. Click Find Next to find additional occurrences of the data.
Tip: Click Close at anytime to end the search and close the dialog box.
Replacing Text To replace text:
Step Action
1.
Or
2. Click the Replace tab.
3.
Click .
4. In the Find What field, enter the text you want to find.
5. In the Replace With field, enter the text that you want to appear
instead of the text you are deleting.
6. Set your search parameters to optimize your search by:

• Using the Match case drop-down list. This allows you to control
whether or not your search is case-sensitive. By default, this option is
set to Auto; click the arrow to select a different option.
• Selecting the Find whole words only check box if you want the
software to consider the text you typed in the Find What field to be a
separate word. That is, the software will not find this text if it is
contained within a larger word.
7. Select the Smart case replacement check box if you want the
software to retain the case – that is, uppercase and lowercase – of
the text that you are replacing with other text.
8. To begin replacing data, use the three buttons at the bottom of

the Replace tab:
• Replace – Replaces the currently highlighted occurrence of the text.
• Replace All – Replaces all occurrences of the text. A dialog box
opens, informing you of the number of replacements that were made.
• Find Next – Advances to the next occurrence of the text and
highlights it.
9. Click Close to close the dialog box.
April 2, 2013 118

Replacing Dates To replace dates:
Step Action
1.
Or
2. Click the Replace tab.
3.
Click .
4. To search your file for a particular date, click the Find What arrow.
5. Click the Replace With arrow.

6. To begin replacing data, use the three buttons at the bottom of

the Replace tab:
• Replace – Replaces the currently highlighted occurrence of the date.
• Replace All – Replaces all occurrences of the date. A dialog box
opens, informing you of the number of replacements that were made.
• Find Next – Advances to the next occurrence of the date and
highlights it.
7. Click Close.
April 2, 2013 119

Merging Lines in a Worksheet

PHA-Pro allows you to merge both consecutive and nonconsecutive rows in a
worksheet. You can only merge items if they share the same parent in the
hierarchy.
To merge rows:
Step Action
1. Go to Data>Merge Items.
Or
1. Highlight two consecutive rows.
2. Right-click the highlighted rows.
3. Select Merge Rows from the pop-up menu.
The Merge Item dialog box opens.
2. Select the check boxes of the rows you want to merge.

Tip: If you want to merge all the rows, click Select All.
3. Click Next.
4. Select the information that you want to keep from the Item to
Keep drop-down list.
Note: The information in the other merged cells is removed. Make sure
that this is the cell data that you want to remain in your
worksheet.
5. Click Finish.
The rows are merged.
April 2, 2013 120

Isolating a Row in A Worksheet

In large studies, you may want to isolate a row, or rows, of information when you
are adding information. You can use the breakdown function in Project Settings to
set the criteria to isolate the row.
Tip: When you isolate a row using this function, PHA-Pro uses the settings for
inserting page breaks for printing. You can use this to print selected rows from
the Print Preview. For more information, see Previewing Your Report Before
Printing on page 209.

Isolating a Row on page 121.
Restoring All Rows Back to a Worksheet on page 121.
Isolating a Row To isolate a row in a worksheet:
Step Action
1. Place the cursor in the row of the worksheet that you want to
isolate.
Note: When you isolate a row, PHA-Pro only displays the row that the
cursor is in.
2. Click the Settings tab.

Tip: You can also right-click the page and select Sheet Properties from
3. Click Sheets.
4. Select the worksheet.
5. Click the Breakdown tab in the right-hand pane.
6. Uncheck the Automatically determine this setting check box.
7. In the hierarchy, select the radio button of the list that contains
the row’s information.
Note: You must ensure that the list selected is on the worksheet p-age.
8. From the page breaks drop-down list, select on which column

information you want to isolate the row.
9. Go back to the worksheet.
Restoring All Rows Back to a When you are finished, you can restore all the lines back the worksheet.
Worksheet
Tip: This is useful if you selected the wrong row, and have to isolate the right row,
you can restore all the rows, and then start again.
To restore all the rows back to a worksheet:
Step Action
1. Click the Settings tab.

Tip: You can also right-click the page and select Project Settings from
2. Click Sheets.
April 2, 2013 121

Step Action
3. Select the worksheet.
4. Click the Breakdown tab in the right-hand pane.
5. Check the Automatically determine this setting check box.
April 2, 2013 122

Working with Structured Lists

Structured Lists allow you to depict a variable breakdown of systems or processes,
rather than having fixed levels of parent-child tree as one would with the regular
List item. For example, a system may have multiple sub-systems, but each sub-
system may have varying levels of breakdown - Sub-System A is further divided
to a Component level and then Item/Part level, while Sub-System B does not
require further breakdown. The Structured List provides this flexibility.
A structured list automatically numbers the data as:

1.
1.1
1.1.1
1.2
2.
2.1
2.1.1
2.2
Most of the functionality of a structured list - adding new data, markers and notes
- works as it would in any normal list. However there are several features that
work differently in a structured list. These features include cutting and pasting
rows, moving rows up and down, drag and drop, and sorting. There are some new
features as well - collapsing/expanding a parent, and indenting a level.

Expanding and Collapsing a Sub List on page 124.
Expanding and Collapsing the Entire Structured List on page 124.
Adding Data to a Structured List on page 124.
Changing the List Level of Data on page 124.
Cutting and Deleting Rows in A Structured List on page 124.
Pasting Rows in A Structured List on page 125.
Dragging and Dropping on page 125.
Sorting Data in A Structured List on page 125.
Hiding and Displaying List Numbers on page 125.
Isolating a Tree in a Structured List on page 125.
Restoring the Structured List on page 126.
April 2, 2013 123

Expanding and Collapsing You can use the right click menu to expand or collapse the entire structured list at
the Entire Structured List
once.
To expand or collapse the entire list at once:
Step Action
1. Right click any cell in the structured list.
2. From the right click menu, select:

• Expand All to expand the entire list.
• Collapse All to collapse the entire list.
Expanding and Collapsing a You can expand or collapse individual sub lists of a structured list.
Sub List
To expand or collapse a sub list of a structured list:
Step Action
 Click:
• The plus sign next to the element of the sub list that you want to
expand.
• The minus sign next to the element of the sub list that you want to
collapse.
Adding Data to a Structured You add data to a structured list in the same manner as you would add data to any
List
spreadsheet. When you add data to a structured list, it is added at the same level as
the row above. You can increase or decrease the indent level of data using the tool
bar. For more information, see Changing the List Level of Data on page 124.
Changing the List Level of When you increase or decrease the indent level, you are moving data down or up a
Data
level by using the indent buttons. That is, the greater the indentation, the lower the
level of information. When you change the indentation of data, it is renumbered as
is all subsequent data rows. If you decrease the level of an item, all of its
children’s levels are also decreased; conversely, if you increase the level of an
item, all of its children’s levels are also increased.
To change the list level of data:
Step Action
1. Select the data whose list level you want to change.
2. Click:
- to increase the indentation of the data.
- to decrease the indentation of the data.
Cutting and Deleting Rows in Cutting and deleting rows is carried out in the same manner as you would cut or
A Structured List
delete any row in a worksheet, except that an item’s children are cut or deleted
along with the row containing the list item. For more information, see Cutting
Data on page 93 and Removing Rows on page 92.
April 2, 2013 124

Pasting Rows in A Structured Pasting rows in a structure list is carried out in the same manner as you would
List
paste any row in a worksheet, except that the item’s children are pasted along with
the item. For more information, see Pasting Data on page 94.
Dragging and Dropping You can drag and drop data in a structured list. When you drag and drop a list
item, all of its children move along with it. The list item and all of its children are
renumbered.
Tip: If you are moving a root level item, close all of the other root level items
before moving for best results.
To drag and drop a list item:
Step Action
1. Select the cell you want to move, by clicking and holding the left
mouse button
2. Move the cell up or down in the column.

A heavy red line shows where the cell would be placed.
3. When you have reached the appropriate place in the column,

release the mouse button.
The list item and its children are placed in the new spot.
Sorting Data in A Structured You sort data in a structured list the same way you would sort data in any column.
List
For more information, see Merging Lines in a Worksheet on page 120. When you
sort data in a structure list, you sort the data in the root branch of the structure list
and the items are sorted on the inputted text. All data is sorted, with children being
sorted under their parent.
Hiding and Displaying List You can use the right click menu to hide or display the list numbers. When you
Numbers
hide or show the list numbers, all numbers including those of the sub lists are
hidden or displayed.
To hide (display) list numbers:
Step Action
1. Right click any cell in the structured list.
2. From the right click menu, select:

• Hide Number - to hide the list numbers.
• Show Number - to display the list numbers.
Isolating a Tree in a You can isolate a specific tree consisting of a parent and its children in a structured
Structured List
list. This is particularly useful if you have a long structured list and want to study
a specific tree in that list.
April 2, 2013 125

To isolate a tree in a structured list:
Step Action
1. Right-click the parent of the tree that you want to isolate.
2. Select Show Current Tree.

Only the current tree is shown.
Restoring the Structured List To restore the full structured list after isolating a tree:
Step Action
1. Right-click any cell in the tree.
2. Click Show All.
April 2, 2013 126

Working With Linked Diagrams

Appendix B of OSHA 1910.119 provides examples of Block Flow Diagrams and
Process Flow Diagrams. These diagrams can provide a pictorial representation of
your process, or the interrelationships and interdependencies of the functions of a
system. PHA-Pro’s Linked Diagram feature allows you to create these diagrams
within your study.
These diagrams are dynamically linked to your worksheets. This means that
changes made to your worksheet are automatically reflected in your linked
diagram, and changes made to the text of your diagram are reflected in your
worksheet.
Figure 5-5: PHA-Pro’s Linked Diagram function dynamically links the diagram to your
worksheets.

Creating a Linked Diagram on page 127.
Formatting a Shape on page 128.
Locking and Unlocking Text on page 129.
Moving a Shape on page 129.
Moving Multiple Shapes on page 130.
Deleting Shapes on page 130.
Creating a Linked Diagram To create a linked diagram:
Step Action
1. Add a linked diagram sheet.

For more information, see Adding a New Sheet - Linked Diagram on
page 302.
April 2, 2013 127

Step Action
2. Add your Study Items from the palette to Linked Diagram Drawing
space by dragging them.
Tip: The default shape is a rectangle. To use a different shape for the
study item:
1. Drag the shape from the shape palette to the Linked
Diagram Drawing space.
2. Drag the study item onto the shape.
Tip: Each function can be used more than once in the Linked Diagram
Drawing space.
3. Resize the functions to match the size of the diagram you want to
create.
4. Align the functions to create the object or concept you want.
5. Format the shapes.
6. Add the connectors.
7. Add any additional text and format the text appropriately.
Formatting a Shape PHA-Pro allows you to format the shapes in your linked diagrams, The changes
you make apply to all copies of the shape in the linked diagram.
To format a shape in the linked diagram:
Step Action
1. Right-click the shape.

The pop-up menu opens.
2. Click Format Shape.

The Format Shape dialog box opens.
3. Select your Font from the Font list. (Optional)

Note: Arial is the default font. The fonts that appear in the list depend on
the fonts that are installed on your computer system.
4. Select your Font Size from the Text Size list. (Optional)
Note: 8-point type is the default size.
5. If you wish to bold or italicize the text, click the box beside Bold or
Italic. (Optional)
Tip: Click both boxes if you wish to both bold and italicize the text.
6. Select the Text Color. (Optional)

Black is the default font color. To use a different color:
1. Click the Text arrow to display a pop-up palette.
2. Click the color you want to use for the font color.
7. Select the Background Color. (Optional)

White is the default background color. To use a different color:
1. Click the Background arrow to open a pop-up palette.
2. Click the color you want to use for the background color.
April 2, 2013 128

Step Action
8. Select the Border Color. (Optional)

Black is the default border color. To use a different color:
1. Click the Lines arrow to open a pop-up palette.
2. Click the color you want to use for the border color.
9. Adjust the position of the shape by entering new measurements in

the Left and Top fields. (Optional)
Tip: By default, measurements are in inches, but you can enter other
units such as “cm” for centimeters or “pt” for points by typing the
unit after the number. Remember to delete the ” if you are using a
different unit of measurement.
10. Adjust the size of the shape by entering new dimensions in the
width and height fields. (Optional)
Tip: By default, measurements are in inches, but you can enter other
units such as “cm” for centimeters or “pt” for points by typing the
unit after the number. Remember to delete the ” if you are using a
different unit of measurement.
11. Adjust the line width by entering a new number in point size in the
Line Width field. (Optional)
12. Click OK.
Locking and Unlocking Text When you drag and drop information into your linked diagram, all the text is
locked by default. You can unlock, or re-lock, the text in individual features to
make changes.
Note: If you drag and drop an empty shape, the Lock Text feature is not active.
To unlock the text in the linked diagram:
Step Action
1. Right-click the shape whose text you want to edit.
2. From the pop-up menu, deselect Lock Text. The text is unlocked
and can now be edited.
To re-lock the text in the linked diagram:
Step Action
1. Right-click the shape whose text you want to lock.
2. From the pop-up menu, select Lock Text. The text is locked and
cannot be edited.
Moving a Shape You can rearrange the shapes in your linked diagram.
April 2, 2013 129

To move a shape in a linked diagram:
Step Action
1. Click on the shape that you want to move.

Tip: To move more than one shape at the same time, keeping the
shapes in the same relative position to each other:
1. Highlight Ctrl+click each shape and connector.
2. Holding down the left mouse button, drag the shapes to the new
position.

The shapes are moved.
Moving Multiple Shapes To move multiple shapes in a linked diagram:
Step Action
1. Holding down the left mouse button, draw a square over the
shapes you want to move.
Tip: An alternative method to move more than one shape at the same
time, keeping the shapes in the same relative position to each
other:
1. Highlight Ctrl+click each shape and connector.
3. Holding down the left mouse button, drag the shapes to the new
position.

The shapes are moved.
Deleting Shapes To delete shapes from a linked diagram:
Step Action
1. Click on the shape that you want to delete.

Tip: To delete more than one shape at the same time:
1. Highlight each shape by Ctrl+clicking each shape.
Or
1. Holding down the left mouse button, draw a square
over the shapes you want to delete.
2. Press the Delete key on the keyboard.

The shapes are deleted.
April 2, 2013 130

Working with Attached Files

PHA-Pro allows you to insert other documents into your file. You can attach files
that you have created either in PHA-Pro, or in other applications.
This feature is useful during the course of a study because you can attach
documents containing information that you need to frequently consult. Also, by
attaching the file as opposed to a link, you provide a “snapshot” of the information
that exists at the time.
When you attach a file, you insert an identical copy of the file, not a link to it. As
a result, you need not worry if the file is moved or deleted from its original
location, or updated at a later date, or if you are working away from the office on a
portable computer. You are able to open the attachment from within your PHA-
Pro file.
Note: Attached files increase the size of your PHA-Pro file. The amount of the
increase depends on the type and size of the inserted file(s).
To open or print an attached file, an application that is compatible with the file
must be installed on your computer system.

Setting the File Attachment Filter on page 131.
Attaching Files on page 132.
Creating Thumbnails for Attached Image Files on page 132.
Opening Attached Files on page 133.
Printing Attached Files on page 133.
Saving Attached Files on page 133.
Deleting Attached Files on page 133.
Renaming Attached Files on page 133.
Checking the Sizes of Attached Files on page 134.
Setting the File Attachment You can filter the file types that you want allowed to be attached to your revisions.
Filter If you do not add any files to the filter, all file types can be attached; if you enter
any file types into filter, only those file types can be attached.
Tip: This filter applies to the entire study.
To use the file attachment filter:
Step Action
1. On the Settings page, click the Hierarchy.
2. Select Study.
3. Select Properties.
April 2, 2013 131

Step Action
4. In the Allowed Attachment File Types field, enter the file types
that you want to allow to be attached in the following format:
File Description|*.<file type>
Note: You must have the two entries for each file type that you want to
attach. For example, if you entered the following:
JPG File|*.jpg|PNG File|*.png
Files of Type would list JPG File, PNG File.
The folder would display all files with jpg and png extensions.
If, however, you entered
*.jpg|*.png
Files of Type would list *.jpg
The folder would display all files with png extensions.
Attaching Files To attach a file to your PHA-Pro file:
Step Action
1. Click the cell to which you want to attach a file.
2.
Click on the tool bar
Or
Go to Insert>Attach File.
The Attach File dialog box opens.
3. Use the Look in and Files of type fields to find the file you want to
attach
4. Select the file.
5. Click Open.
An icon that represents the attached file appears in the selected cell. The
name of the file appears below the icon.
Creating Thumbnails for To convert an image file icon to a thumbnail or thumbnail to a file icon:
Attached Image Files
Note: This feature is enabled by default.
Step Action
1. Right click the icon / image.

Pop-up box opens.
2. Click Show Thumbnail.

The icon / image is converted.
Tip: If you want to have the name of the file shown, make Show File
Name is checked. If you do not want the name shown, uncheck
Show File Name.
April 2, 2013 132

Opening Attached Files To open an attached file:
Step Action
1. Double-click the icon for the file you want to open.

or
Right-click the icon to display a pop-up menu.
2. Click Open.
Your computer system launches an application that is compatible with the
file, and the application opens the file.
Printing Attached Files To print an attached file:
Step Action
1. Right-click the icon for the file you want to print.

2. Click Print.
An application that is compatible with the file opens the file and prints it.
Saving Attached Files To save an attached file to your computer or network:
Step Action
1. Right-click the icon for the file you want to save.

2. Click Save As.

The Save As dialog box opens.
3. Type a new name for the file in the File name field. (Optional)
4. Use the Save in field to specify where you want to save the file.
5. Click Save.
The attached file is saved.
Deleting Attached Files Deleting attached files that you no longer need to consult can help to reduce the
size of your PHA-Pro file and remove unnecessary clutter from your screen.
To delete an attached file:
Step Action
1. Right-click the icon for the attached file you want to delete.
2. Click Delete.
PHA-Pro removes the file, and its icon no longer appears on your screen.
Renaming Attached Files You may want to rename a file to make its name more meaningful to your team.
April 2, 2013 133

To rename an attached file:
Step Action
1. Right-click the icon for the file you want to rename.

2. Click Rename.
The Rename Attachment dialog box opens.
3. Type a new name for the file.

Note: Do not change the extension that appears after the period at the
end of the file name. If you do, the corresponding application will
not recognize the file type and will not be able to open the file.
4. Click OK.
The new name appears below the file icon on your screen.
Checking the Sizes of To check the size of an attached file:

Attached Files
Step Action
1. Right-click the icon for the file of interest.

2. Click Properties.
The Attachment Properties dialog box opens, displaying the name of the
attached file.
3. Review the Size field, which indicates the size of the attached file.
4. Click Close.
The Attachment Properties dialog box closes.
April 2, 2013 134

Working with Embedded Pictures

Your study may have a picture page with an embedded picture. You can edit the
picture, save it to your computer, resize it or replace it with a new picture.

Editing a Picture on page 135.
Saving a Picture on page 135.
Replacing the Picture on page 135.
Resizing the Picture on page 136.
Editing a Picture Using the right-click menu, you can open the picture in Paint, edit the picture and
then replace the previous version with the edited version.
To edit a picture:
Step Action
1. Right click the picture.

The right click menu opens.
2. Select Edit picture from the menu.

The picture opens in Paint.
3. Edit the picture.
4. Click Save.
5. Exit Paint.
Dialog box opens, asking you if you want to incorporate the changes.
6. Click:
• Yes - to incorporate the changes.
• No to discard the changes.
Saving a Picture You can save the pictures to your computer if you want.
To save a picture to your computer:
Step Action

2. Select Save Picture As from the menu.

The Save As window opens.
3. Browse to the folder that you want to save the picture.
4. Enter a new name in the File Name field. (Optional)
5. Click Save.
Replacing the Picture You can replace the existing picture in with an updated one if you want.
April 2, 2013 135

To replace an existing picture:
Step Action

2. Select Choose new Picture As from the menu.

The Load Image window opens.
3. Browse to the folder containing the new picture.
4. Select the picture
5. Click Open.
The Format picture dialog box opens.
6. Resize the picture if necessary.

For more information, see Resizing the Picture on page 136.
7. Click OK.
Resizing the Picture You can resize the picture both on screen and in print.
To resize the picture:
Step Action

2. Select Format Picture from the menu.

The Format Picture window opens.
3. To format the Print Size:

1. If you want to keep the proportions the same as the original image,
select the check box.
Tip: If you do not keep the proportions the same when you resize the
image, the image may be distorted.
2. Enter the new size in the Width and Height fields.
Tip: If you selected the keep proportions same as original image check
box, when you enter one dimension, the other dimension is
automatically adjusted.
4. To format the On-screen Size, select the appropriate format from

the drop-down list.
5. Click OK.
April 2, 2013 136

PHA-Pro Chapter 6: Working with Libraries, Copy From and AutoType
CHAPTER 6: WORKING WITH LIBRARIES, COPY

FROM AND AUTOTYPE
Learning how to work with PHA-Pro libraries can facilitate your Process Hazards
Analysis and save you valuable time. This chapter discusses the purpose of the
libraries and shows you how to activate them. You will also learn how to create
your own customized libraries and deactivate ones you no longer require. You will
also learn how to transfer data from the libraries to your study by using the
versatile Copy From and AutoType features.

Using Libraries in PHA-Pro on page 138.
Linking Columns in Libraries with Study Templates on page 144.
Using Copy From on page 146.
Using AutoType on page 152.
April 2, 2013 137

Using Libraries in PHA-Pro

PHA-Pro libraries are knowledge bases of data that you can copy into your files.
The libraries help you to enter information on failure modes, potential causes and
other types of information quickly and efficiently by allowing you to copy data
from existing lists instead of having to recreate the data from scratch. The lists
contained in the libraries help your workplace risk assessment team to brainstorm
by suggesting ideas that should be considered. The most efficient users of PHA-
Pro are the ones who know how to get the most out of libraries.
The PHA-Pro libraries are installed to your computer system when you install the
software. Before you can use the library, you must activate it. You can activate as
many libraries as you want, and once you activate a library, it is available for use
with all of your PHA-Pro files.
When activating libraries, you can specify that you want to use your old
workplace risk assessment studies as libraries. This allows you to reuse existing
data, thereby reducing the times and costs associated with your current study.
Under Active Libraries in the Workspace, the software displays the names of all
applicable files in the default libraries folder, as well as all other libraries that are
active. A check mark appears beside each library that is active and available for
use. You can activate and deactivate libraries by selecting and deselecting boxes
beside the libraries.

Copying Data from Libraries on page 138.
Activating Libraries on page 139.
Activating Libraries Using the Workspace on page 139.
Adding an Activated Library Using the Workspace on page 140.
Activating Old Studies as Libraries on page 140.
Creating New Libraries from Scratch on page 140.
Opening and Modifying Libraries on page 140.
Printing and Exporting Library Data on page 141.
Deactivating Libraries on page 141.
Deactivating Libraries Using the Workspace on page 142.
Removing Libraries Using the Workspace on page 142.
Changing the Default Library Folder on page 142.
Terms of Use on page 143.
Copying Data from Libraries Libraries simplify and speed up the process of entering data in your files by
working in conjunction with the Copy From and AutoType features. Every time
that the pop-up window opens on your screen while you are entering data, you can
April 2, 2013 138

choose to have this window display data from your active libraries. For more
information, see Using Copy From on page 146.
Activating Libraries To activate a library for use with your PHA-Pro files:
Step Action
2. Click the Active Libraries tab. (Figure 6-1)
3. Click Add.
The Add Library dialog box opens.
Note: The Look in field is set by default to the Libraries folder, which
contains all of the built in libraries. If the library, or the old study
that you want to activate as a library, is stored in a different place,
use the Look in field to navigate to that location.
4. Click the library of interest.
5. Click Open.
The Add Library dialog box closes, and the Active Libraries tab displays
the selected library.
6. Click OK.
The Options dialog box closes, and the Workspace indicates that the
library is now active.
Figure 6-1: The Active Libraries tab of the Options dialog box displays a check mark
besides each library that is currently active.
Activating Libraries Using The workspace lists all of the library files found in your default libraries folder.
the Workspace
You can activate libraries in the folder in the workspace.
To activate a library using the workspace:
Step Action
 In the workspace, select the library that you want to activate.
April 2, 2013 139

Adding an Activated Library You may want to activate a library that is not found in your default libraries folder.
Using the Workspace
You can add an activated library using the workspace.
To add an activated library using the workspace:
Step Action
1. In the workspace, right-click the Active Libraries folder.

The drop-down menu opens.
2. Select Add Active Library.

The Add Library dialog box opens on your default library folder.
3. Use the Look in field to navigate to the folder containing the

library or file that you want to activate.
4. Click the library, or file, of interest.
5. Click Open.
The Add Library dialog box closes, and the Active Libraries tab displays
the selected library.
6. Click OK.
The Options dialog box closes, and the Workspace indicates that the
library is now active.
Activating Old Studies as PHA-Pro allows you to create new libraries that are based on old studies. Basing
Libraries
libraries on old studies help you to work more quickly and efficiently because
your new library contains data elements that are specifically tailored to your
documentation needs. For more information, see Activating Libraries on page 139
or Adding an Activated Library Using the Workspace on page 140.
Creating New Libraries from You create new libraries from scratch in the same manner as you would create any
Scratch
new files. For more information, see Creating New Files on page 71. Save your
new library before closing it so it is available for use during all future study
sessions. You must activate the library before you can work with it.
Opening and Modifying Opening an active library allows you to view its contents, add new entries, edit
Libraries
information and perform other tasks. You open a library in the same way that you
open any file within PHA-Pro. For more information, see Opening Files on
page 84.
Libraries are similar to PHA-Pro files. Library contents are organized into
different sheets, each of which has a tab near the top of your screen. You can click
a tab of interest to switch to the corresponding sheet. In , the HAZOP
Library is open.
April 2, 2013 140

Figure 6-2: The HAZOP library contains workplace risk assessment data that the study
team can copy into their files.
Once a library is open, you can edit its contents in the same way that you modify
data in your PHA-Pro files. To add, modify or delete library items, click ,
or , respectively, on the tool bar. or go to Edit>Add, Insert>Row, Edit>Edit or

Edit>Remove.
Libraries can be customized to look and function the way you want. You can add
and rename sheets, hide or display headers, change display options for columns
and perform various other tasks. For more information, see Chapter 7:
Customizing Forms and Worksheets on page 158 and Chapter 11: Customizing
Your Templates on page 236. When you finish modifying a library, save the
library before closing it.
Printing and Exporting You can create hard copies of your library data, including headers and footers of
Library Data
your choice on each printed page, in the same way that you print your PHA-Pro
files. You can also export your library data in various formats. For more
information, see Chapter 8: Printing and Exporting on page 196.
Deactivating Libraries You can deactivate any library that you no longer want to use so that the PHA-Pro
no longer searches the library’s contents and the Workspace no longer indicates
that the library is active.
To deactivate a library:
Step Action
2. Click the Active Libraries tab.

All of the currently active libraries are listed. (Figure 6-1)
April 2, 2013 141

Step Action
3. Click the box beside the library’s name to remove the

check mark.
The library is deactivated.
4. Click OK.
The Options dialog box closes.
Tip: Deactivating a library by performing these steps does not delete the
library from your computer system. This allows you to reactivate the
library at a later date.
Deactivating Libraries Using You can quickly and easily deactivate libraries in the workspace.
the Workspace
To deactivate a library using the workspace:
Step Action
 In the workspace, deselect the library that you want to

deactivate.
Removing Libraries Using If a library, or file being used as a library, is not found in your default libraries
the Workspace
folder, you can remove it from the list.
To remove a library using the workspace:
Step Action
1. In the workspace, right-click the library that you want to remove.

Note: In order for the library to be removed, it cannot be in your default
library folder.
2. Select Remove from Active List.

The library is removed from the list, but it still exists in its folder on your
system.
Changing the Default Library You can use the workspace to change the default folder for your libraries. All
Folder
active libraries are shown, no matter which folder they are in, plus all the files in
the default folder. This allows you first activate the PHA-Pro libraries, and then
change the default folder to a folder that contains the older studies that you may
want to use as libraries.
To change the default folder using the workspace:
Step Action
1. In the workspace, right-click the Active Libraries folder.

2. Select Change Default Folder.

The Browse for folder dialog box opens on your default library folder.
3. Click the folder that you want to use.
April 2, 2013 142

Step Action
4. Click OK.
The default folder is changed. All files in the folder, plus all previously
activated libraries are now listed in the workspace.
Terms of Use IHS supplies knowledge-based libraries as integral components of PHA-Pro. The
intent of these libraries is to:
• Provide information that may not be readily available elsewhere.
• Act as a memory aid and prompt the user(s) to identify further risk-associated
issues, thus assisting in providing more comprehensive coverage of their
Process Hazards Analyses.
• Provide the basis for user-modified libraries where the user considers
augmentation or modification a necessary requisite for their use.
It is assumed by the supplier that the user is qualified to use and interpret the
contents of such libraries, as well as the basic intent of the subject matter
contained therein. The user is forewarned, given the complex nature of the subject
matter, that misinterpretation, the failure to comprehend and⁄or the misuse of such
libraries and their subject matters are always possible. The user must therefore
guard against such possibilities by exercising due diligent interpretation toward
the intelligent application of such subject matter.
IHS supplies these libraries in good faith but without guarantee and accepts no
liability whatsoever for their use, misuse, interpretation and misinterpretation,
whether in their original forms, as supplied as integral parts of the software, or as
a result of being modified in any way. The user is advised that use of these
libraries following user augmentation, modifications, deletions, and⁄or
interpretations is undertaken solely at the user’s own risk.
April 2, 2013 143

Linking Columns in Libraries with Study

Templates
You can improve the efficiency of your libraries by creating links between the
libraries and the study templates. If the links are on a form, then you can create
filtered drop-down library lists for your form field. You can also filter your
AutoType and Copy From selections in other parts of your worksheet.

Using Keywords on page 144.
Creating Library Drop-Down Lists for Data Fields on page 144.
Filtering Library Data on page 145.
Using Keywords The easiest way of creating links between your libraries and the study template is
to use keywords. By using keywords, you can link columns and/or fields of
different names without having to remember the specific name in a template a
library. Keywords are added to the hierarchy items in Project Settings. For more
information, see Adding Keywords on page 284.
Note: Keywords must be unique. If they are not unique, then the library lists are
not as focused.
Creating Library Drop-Down You can create drop-down library lists for the data fields on your forms. These
Lists for Data Fields
lists can be either editable or non-editable. A non-editable list means that the user
must select one of the options from the list, they cannot manually enter text.
Tip: You cannot create drop-down lists for columns on worksheets, but you can
customize the AutoType. For more information, see Using AutoType on
page 152.
To create a library drop-down list for a form field:
Step Action
1. Open the form to which you want to add the drop-down list.
2. Right-click the form field.

3. Select Format.
Tip: If you right-clicked next to the form field, select Contents Format.
The Format dialog box opens.
5. Select the Show Autotype list check box.

The Options button becomes active.
6. Click the Options button.

The Options dialog box opens
7. If necessary, click the General tab.
April 2, 2013 144

Step Action
8. If you want to limit the choices to the library, under Show Items
From:
1. Select the Active Libraries check box.
2. Deselect all other check boxes.
9. Select the Show as drop-down list check box.
10. If you want the list to be non-editable, select the user must select
item from list check box.
11. Click Ok.

12. Click OK.

The Format dialog box closes and the drop-down list is created.
Filtering Library Data You can set up a series of these library lists, with each level being filtered on the
previous selection. For more information, see Using AutoType on page 152. You
can also filter library data in your worksheet columns by filtering on the previous
column.
April 2, 2013 145

Using Copy From

The Copy From feature consists of a pop-up window that enables you to copy
data from other places in the current file, from other open PHA-Pro files, and from
your active libraries. You can copy either one data element at a time or multiple
pieces of information.
Copy From simplifies data entry by eliminating the repetitious typing of the same
information.

Entering Data Using Copy From on page 146.
Searching for Data in Copy From on page 147.
Setting Options for Copy From on page 147.
Creating Multiple Columns in Copy From on page 148.
Creating Filters in Copy From on page 149.
Creating Cascading Filters in Copy From on page 150.
Activating Filters in Copy From on page 150.
Deactivating Filters in Copy From on page 150.
Entering Data Using Copy To use Copy From to enter data in your file:
From
Step Action
1. Click a cell in the column to which you want to add data.

Note: Each data element you add appears in a separate row below the
cell you click.
2. Open the Copy From window by carrying out one of the following:

• Right-click and select Copy From.
• Go to Edit>Copy From.
The Copy From window appears. (Figure 6-3)
3. Select and deselect the locations from which you want to copy
data by clicking the appropriate buttons: (Optional)
Same File – The software searches the current file for data of the
chosen type.
Other Open Files – The software searches all other PHA-Pro files
that are currently open for data of the chosen type.
Libraries – The software displays the entire contents of all active
libraries that contain data of the chosen type.
Clipbook - The software displays the contents of the local clipbook.
For more information, see Adding Clipbooks To Text Fields on
page 284.
April 2, 2013 146

Step Action
4. Adjust the filters by: (Optional)

1. Activating or deactivating the appropriate filters. For more
information see Activating Filters in Copy From on page 150 and
Deactivating Filters in Copy From on page 150.
2. Selecting the appropriate data set in the filter by selecting it from the
drop-down list,
5. Select the data element that you want to enter by clicking its
check box.
Note: You can select as many data elements as you want.
6. To copy the selected data into your current file, click OK.
The Copy From window closes, and the data appears on your screen.
Searching for Data in Copy Rather than scrolling down the list presented in Copy From, you can use the
From
search field to jump to the information you want to enter.
To search for information in Copy From:
Step Action
 Type the appropriate letter(s) in the search field at the top of the
dialog box to narrow the list to only those data elements that
contain certain text.
The software automatically performs the search and displays the results.
Figure 6-3: In this example, a person is using Copy From to enter hazards in the Cause
column of the HAZOP Worksheet sheet.
Setting Options for Copy You can easily customize Copy From to provide quick access to multiple types of
From
information from multiple files at the same time.
April 2, 2013 147

To customize Copy From:
Step Action

2.
Click on the tool bar at the top of the Copy From window.
The Copy From Options dialog box opens.
3. Click the General tab.
4. Select and deselect check boxes to control where the software

searches for data:
• Same file.
• Active libraries.
• Other open files.
• Local clipbook.
5. Click the Listed Item tab.

The Listed Item table opens showing file structure of the current file.
Note: You can select the types of data elements from this structure.
6. By default, the File field is set to the same file. To specify data
from another location:
1. Click the arrow to open a drop-down list that includes the names of
other open PHA-Pro files and the names of the active libraries.
2. Select the file of interest.
7. Review the list of data elements shown on the Listed Items tab.
A check mark appears beside the type of data that PHA-Pro currently
displays in the Copy From window.
8. To add other types of information, click the check box beside each
item of interest.
9. Repeat steps 5 to 8 if you want Copy From to list additional types

of information.
10. Click OK.

The Copy From dialog box closes.
Creating Multiple Columns in PHA-Pro allows you to create multiple columns of data in Copy From. This is
Copy From
very useful for carrying out a HAZOP study.
April 2, 2013 148

To create multiple columns of data:
Step Action

2.
Click on the tool bar at the top of the Copy From window.
The Copy From Options dialog box opens.
3. Click the Additional Data tab.
5. Review the list of data elements shown on the Extra data to Copy:
window.
displays in the Copy From window.
item of interest.
7. Select the Show in List check box.
8. Click OK.
The Copy From dialog box closes.
Creating Filters in Copy From You can create one or more filters to help you to narrow your search while using
Copy From. Filters let you quickly find information of interest so you can enter it
in your file.
To create a custom filter in Copy From:
Step Note
1. Right-click the Copy From window.

2. On the pop-up menu, click New Filter.

The Add Filter dialog box opens, listing data elements you can use to filter
the contents of the Copy From window. (Figure 6-4)
3. Click the data element of interest.
4. Click OK.
The new filter is created and appears in the pop-up window.
5. Repeat steps 1 to 4 to define additional filters.
April 2, 2013 149

Creating Cascading Filters in When you create multiple filters, information that meets either filter is presented.
Copy From
If you want to filter data based on the hierarchical level of filters, i.e. Filter 2
filters the data presented by Filter 1, you must use cascading filters.
Note: The cascading filter option does not always appear. The information in the
library must be in a parent-child relationship in order for this option to be
present.
To create cascading filters:
Step Note
1.
Click .
2. Click the General tab, if necessary.
3. Select the Cascade filters check box.
4. Click Ok.
5. Add the filters.

For more information, see Creating Filters in Copy From on page 149.
Note: The order in which you add the filters is the order in which Copy
From filters the data.
Activating Filters in Copy To activate a filter:

From
Step Action

2. On the pop-up menu, click the name of the filter.

The filter is reactivated, and a check mark appears beside the name of the
filter.
Deactivating Filters in Copy To deactivate a filter:

From
Note: A check mark beside the name of a filter indicates that it is currently active.
Step Action


Filter is turned off and the check mark disappears.
April 2, 2013 150

Figure 6-4: The Add Filter dialog box allows you to define a custom filter for Copy From.
April 2, 2013 151

Using AutoType
AutoType is similar to Copy From and allows you to quickly and easily enter data
into your study. When it is active, the AutoType dialog box appears automatically
when you click on the tool bar, double-click an empty cell, or go to
Edit>Add. However, AutoType lacks the search functionality of Copy From.
Figure 6-5: The AutoType dialog box resembles the Copy From dialog box, but lacks the
Search field.

Turning On AutoType on page 152.
Turning Off AutoType on page 153.
Entering Data Using AutoType on page 153.
Setting Options for AutoType on page 153.
Creating Multiple Columns in AutoType on page 154.
Creating Filters in AutoType on page 155.
Creating Cascading Filters in AutoType on page 156.
Activating Filters in AutoType on page 156.
Deactivating Filters in AutoType on page 156.
Making AutoType a Read-Only Drop-Down List on page 156.
Troubleshooting AutoType on page 157.
Turning On AutoType To turn on AutoType:
Step Action

April 2, 2013 152

Turning Off AutoType To turn off AutoType:
Step Action

Entering Data Using To use AutoType to enter data in your file:

AutoType
Step Action
1. Click the cell in which you want to add data.
2. Open the AutoType dialog box by carrying out one of the

following:

• Go to Edit>Add.
The AutoType dialog box appears. (Figure 6-5)
Tip: You can also open the AutoType dialog box by double clicking an
empty cell.
3. Select and deselect the locations from which you want to copy
data by clicking the appropriate buttons: (Optional)
Same File – The software searches the current file for data of the
chosen type.
Other Open Files – The software searches all other PHA-Pro files
that are currently open for data of the chosen type.
Libraries – The software displays the entire contents of all active
libraries that contain data of the chosen type.
Clipbook - The software displays the contents of the local clipbook.
For more information, see Adding Clipbooks To Text Fields on
page 284.
4. Adjust the filters by: (Optional)

1. Activating or deactivating the appropriate filters. For more
information see Activating Filters in AutoType on page 156 and
Deactivating Filters in AutoType on page 156.
2. Selecting the appropriate data set in the filter by selecting it from the
drop-down list.
5. Select the data element that you want to enter by clicking its
check box.
Tip: You can select as many data elements as you want.
6. To copy the selected data into your current file, click OK.
The AutoType dialog box closes, and the data appears on your screen.
Setting Options for AutoType You can easily customize AutoType to provide quick access to multiple types of
information from several libraries and files at the same time.
To customize AutoType:
Step Action
April 2, 2013 153

Step Action

following:

• Go to Edit>Add.
empty cell.
3.
Click on the tool bar at the bottom of the AutoType dialog box.
The AutoType Options dialog box opens.
4. Click the General tab.
5. In the Show Items From section, select and deselect check boxes
to control where the software searches for data:
• Same file.
• Active libraries.
• Other open files.
• Local clipbook. For more information, see Adding Clipbooks To Text
Fields on page 284
6. In the Options sections, select and deselect check boxes to choose

which options you want to use.
7. Click the Listed Item tab.

The Listed Item table opens showing file structure of the current file.
Tip: You can select the types of data elements from this structure.
9. Review the list of data elements shown on the Listed Items tab.
displays in the AutoType dialog box.
item of interest.
11. Repeat steps 8 to 10 if you want AutoType to list additional types

of information.
12. Click OK.

The AutoType dialog box closes.
Creating Multiple Columns in PHA-Pro allows you to create multiple columns of data in AutoType. This is very
AutoType
useful for carrying out a HAZOP study.
Note: This feature is not available for all data columns.
April 2, 2013 154

To create multiple columns of data in AutoType:
Step Action

following:

• Go to Edit>Add.
empty cell.
3.
Click on the tool bar at the bottom of the AutoType dialog box.
The AutoType Options dialog box opens.
4. Click the Additional Data tab.
6. Review the list of data elements shown on the Extra data to Copy:
window.
displays in the AutoType dialog box.
item of interest.
8. Select the Show in List check box.
9. Click OK.
The AutoType dialog box closes.
Creating Filters in AutoType You can create one or more filters to help you to narrow your search while using
AutoType. Your active filters appear as drop-down lists at the top of the dialog
box. They narrow the scope of the information presented, allowing you to quickly
find information you need.
To create a custom filter in AutoType:
Step Note
1. Right-click the AutoType dialog box.

2. On the pop-up menu, click New Filter.

The Add Filter dialog box opens, listing data elements you can use to filter
the contents of the AutoType dialog box. (Figure 6-6)
3. Click the data element of interest.
4. Click OK.
The new filter is created and appears in the dialog box.
April 2, 2013 155

Step Note
5. Repeat steps 1 to 4 to define additional filters.
Creating Cascading Filters in When you create multiple filters, information that meets either filter is presented.
AutoType
If you want to filter data based on the hierarchical level of filters, i.e. Filter 2
filters the data presented by Filter 1, you must use cascading filters.
Note: The cascading filter option does not always appear. The information in the
library must be in a parent-child relationship in order for this option to be
present.
To create cascading filters:
Step Note
1. In the AutoType dialog box, click the Options icon.
2. Click the General tab, if necessary.
3. Select the Cascade filters check box.
4. Click Ok.
5. Add the filters.

For more information, see Creating Filters in AutoType on page 155.
Note: The order in which you add the filters is the order in which
AutoType filters the data.
Activating Filters in AutoType To activate a filter in AutoType:
Step Action


The filter is reactivated, and a check mark appears beside the name of the
filter. The filter appears as a drop-down field at the top of the AutoType
dialog box.
Deactivating Filters in To deactivate a filter in AutoType:

AutoType
Step Action


Note: A check mark beside the name of a filter in the pop-up menu
indicates that it is currently active.
Filter is turned off and the check mark disappears. The filter drop-down
list is removed from the top of the AutoType dialog box.
Making AutoType a Read- You can make AutoType on data field on a form or on a regular list or structure list
Only Drop-Down List
in a worksheet be read-only drop-down. Only editing is disabled, all other existing
April 2, 2013 156

functions in AutoType are retained. For more information, see Creating Drop-
Down Lists for Data Fields on page 161.
To make AutoType a read-only drop-down list:
Step Action
1. Right-click a field in the column whose autotype you want to make

a drop-down list.
2. Select Column Format.



9. Click Ok.
10. Click OK.

Troubleshooting AutoType On rare occasions after setting up AutoType for forms, the AutoType dialog box
has shown up completely blank - no list nor any icons to choose. This is a fairly
simple problem to fix.
To fix a blank AutoType dialog box:
Step Action
1. Right-click the form field that has the problem.
2. Select Contents Format from the pop up menu.
4. Under editing, check the Show AutoType List check box.
5. Click Options.
6. Click the Listed Items tab.
7. Ensure that the proper library hierarchy item is checked.
8. Click OK.
AutoType should now display properly.
April 2, 2013 157

PHA-Pro Chapter 7: Customizing Forms and Worksheets
CHAPTER 7: CUSTOMIZING FORMS AND

WORKSHEETS
The spreadsheets and forms in PHA-Pro are fully customizable. PHA-Pro allows
you to alter the look of your worksheets and reports by setting colors for fonts and
backgrounds, hiding and displaying columns and column headings, and
rearranging the order of the information.
Note: The layout and appearance of formatting changes may not always match
the on screen formatting of your file. They are visible in the print preview
feature, as well as when you print or export the file.

Customizing Headers and Data Fields on page 159.
Customizing Columns on page 172.
Customizing Column Headings on page 183.
Customizing Multiple Sheets or All Columns on a Single Sheet on page 188.
Customizing Individual Cells on page 192.
April 2, 2013 158

Customizing Headers and Data Fields

Headers are fields of information that appear at the top of a sheet or page. (
) You can select which fields appear in each sheet, and as well as the names,
fonts and colors for header fields.
Data fields are fields of information that appear in forms. PHA-Pro refers to the
names of the data fields as labels. You can select which fields appear in each
sheet, and as well as the names, fonts and colors for each data field.

Adding New Headers and Data Fields on page 160.
Hiding or Displaying Header and Data Fields Using the Right-Click Menu on
page 160.
Hiding or Displaying Header and Data Fields Using the Sheet Properties Dialog
Box on page 160.
Hiding or Displaying Headers and Data Fields Using Project Settings on
page 161.
Creating Drop-Down Lists for Data Fields on page 161.
Adding Check Boxes on page 162.
Editing Check Boxes on page 163.
Adding a Radio Button Group on page 163.
Editing a Radio Button Group on page 164.
Removing a Radio Button Group on page 164.
Renaming Headers and Data Field Labels on page 165.
Modifying Callouts for Data Field Labels on page 165.
Formatting Fonts for Headers and Data Fields on page 166.
Changing the Text Flow for Headers and Data Fields on page 167.
Formatting Colors for Headers and Data Fields on page 167.
Modifying the Placement of Headers on page 168.
Changing the Order of Headers and Data Fields on page 169.
Grouping Headers and Data Fields Under Main Headings on page 169.
Hiding Main Headings on page 170.
Setting Conditional Formatting for Data Fields on page 170.
Figure 7-1: In this example, the headers at the top of the Develop HAZOP sheet present
details about the Node and Deviation being analyzed.
April 2, 2013 159

Adding New Headers and To add a new header or data field to your form:
Data Fields
Step Action
1. Add the new field for the header or data field to the hierarchy.
For more information, see Adding Items to the Hierarchy on page 262.
2. Display the field as a header or data field.

For more information, see Hiding or Displaying Headers and Data Fields
Using Project Settings on page 161.
Hiding or Displaying Header You can display or hide headers and data fields using the right-click menu.
and Data Fields Using the
Right-Click Menu To hide or display data fields using the right-click menu:
Step Action
1. Right-click the header or data field you want to hide or the area
that you want to add a data field.
The right-click pop-up menu opens.
2. To hide the header or data field, click Hide <header or data field>.
The field disappears from your screen.
To display the data field:
1. Click Show.
A pop-up menu listing the names of the hidden data fields and headers
appears.
2. Click the name of the data field you want to display.
The data field is added.
Hiding or Displaying Header The options described above for hiding or displaying headers and data fields are
and Data Fields Using the
also available in the Sheet Properties dialog box.
Sheet Properties Dialog Box
To open the Sheet Properties dialog box:
Step Action
1. Right-click any cell in the page.

Or
Select Format from the menu.
2. On the pop-up menu, click Sheet Properties.

The Sheet Properties dialog box is displayed.
3. Click the Form Fields tab.

The Form Fields page opens.
4. Select (deselect) data fields by selecting (deselecting) the check

box next to their name.
Tip: The hierarchy tree shown in the box only shows the data fields from
the existing sheets. Other hierarchy information, for example Codes
and Categories, can be accessed by clicking the More Options.
5. Click OK.
April 2, 2013 160

Hiding or Displaying Headers This procedure lets you define which headers appear at the top of a sheet or page,
and Data Fields Using Project
or which data fields appear on a form.
Settings
To hide or display headers and data fields:
Step Action

2. Click Sheets.
The Sheets section opens.
3. In the left pane, click the sheet of interest.

Note: If you want a page that is part of a sheet or collection, open the
sheet or collection.
4. In the right pane, click the Form Fields tab. (Figure 7-2)
5. Select or deselect the data fields and headers that you want to
hide or display.
Tip: A check mark beside a header or data field means that it is
currently visible, and an empty check box beside a header or data
field means that it is hidden.
6. When you finish selecting and deselecting headers and data fields,
click any tab to continue working.
Figure 7-2: The Form Fields tab of Project Settings makes it easy to specify which
headers and data fields you want to display.
Creating Drop-Down Lists for You can create drop-down lists for the data fields on your forms. These lists can
Data Fields
be either editable or non-editable. A non-editable list means that the user must
select one of the options from the list, they cannot manually enter text. To create
the drop-down lists, you use PHA-Pro’s clipbook feature.
April 2, 2013 161

To create a drop-down list for a form field:
Step Action
1. Add a clipbook containing the list of options to the text field that
corresponds to the field on the form. For more information, see
Adding Clipbooks To Text Fields on page 284.
2. Open the form to which you want to add the drop-down list.
3. Right-click the form field.

4. Select Format.
Tip: If you clicked next to the form field, select Contents Format.


11. Click Ok.

12. Click OK.

Adding Check Boxes You can add check boxes to your forms. The check boxes are connected to items
in the hierarchy, and are automatically selected or de-selected depending on the
set up of the check box.
To add a check box to your form:
Step Action
1. Right-click the form where you want to add the check box.
The right-click pop-up menu appears.
2. Go to Show>New Check box.

The New Check Box window opens.
3. Enter name for the check box in the Name field.

Tip: This name appears next to the check box in the form.
4. In the linked data tree, select the information that you want the
check box to be linked to.
April 2, 2013 162

Step Action
5. If you want the box to be:

• Automatically checked at a certain value, enter the value in the
Checked Value field. (Optional)
• Automatically unchecked at a certain value, enter the value in the
Unchecked Value field. (Optional)
6. From the display other values drop-down list, select either:

• Unchecked.
• Checked.
7. Click OK.
The window closes and the check box is added to the form.
Editing Check Boxes To edit an existing check box in your form:
Step Action
1. Right-click the check box.

2. Click Check Box Properties.

The Check Box Properties window opens.
3. Enter a new name for the check box in the Name field. (Optional)
4. In the linked data tree, select the information that you want the
check box to be linked to. (Optional)
5. If you want the box to be:

• Automatically checked at a certain value, enter the value in the
Checked Value field. (Optional)
• Automatically unchecked at a certain value, enter the value in the
Unchecked Value field. (Optional)
6. From the display other values drop-down list, select either:

(Optional)
• Unchecked.
• Checked.
7. Click OK.
The window closes and the check box is added to the form.
Adding a Radio Button Group You can add a radio button group to your form as well as adding check boxes. You
must add a minimum of two radio buttons to a group.
To add a group of radio buttons:
Step Action
1. Right-click the form where you want to add the group.

2. Go to Show>New Radio Button Group.

The Radio Button Group Properties window opens.
April 2, 2013 163

Step Action
3. For each radio button in the group:

1. Click Add to add a radio button.
2. Enter the Label for the radio button.
3. Enter the checked value for the button.
Tip: This value appears in the field to which the group is linked.
4. Click OK.
4. In the linked data tree, select the hierarchy item that you want
the radio button group to be linked to.
Tip: The hierarchy item selected is the name of the group.
5. Click OK.
The window closes and the group is added to the form.
Editing a Radio Button Group When you edit a radio button group, you can delete radio buttons, add new ones or
edit the existing ones. You can also change the linked data for the group.
To edit a radio button group:
Step Action
1. Right-click the group.
2. Select Radio Button Group Properties from the pop-up menu.
3. To change the hierarchy data link of the group:

1. Select the new hierarchy item.
4. To edit an existing radio button:

1. Select the button.
2. Click Edit.
3. Make the required edits.
4. Click OK.
5. To add a button:
1. Click Add to add a radio button.
2. Enter the Label for the radio button.
3. Enter the checked value for the button.
4. Click OK.
6. To remove a radio button:

1. Select the button.
2. Click Select.
7. Click OK.
Removing a Radio Button To remove a radio button group:

Group
Step Action
1. Right click the group that you want to delete.
2. Select Remove Radio Button Group from the pop-up menu.

The group is removed.
April 2, 2013 164

Renaming Headers and Data You can rename headers or data field labels.
Field Labels
Note: This technique only changes the name on the current sheet. If you want to
change the hierarchical name of the header or data field, you must change
the hierarchy item name. For more information, see Renaming Hierarchy
Items on page 278.
To rename headers and data field labels:
Step Action

2. Click Sheets.

Note: If you want to access a page that is part of a sheet or collection,
open the sheet or collection.
4. In the right pane, click the Data Fields/Headers tab. (Figure 7-2)
5. Expand the list if necessary.

Note: A check mark beside a header or data field means that it is
currently visible, and an empty check box beside a header or data
field means that it is hidden.
6. Click the header or data field you want to rename.
7. Click the Name arrow to open a drop-down list of naming

conventions.
8. On the drop-down list, click the name you want to use.

Note: If you select Other: an additional field becomes active so you can
type a custom name.
Note: If you want to add a prefix to the name:
1. Click the Prefix arrow to open a drop-down list of
options.
2. Select the prefix you want from the drop-down list.
Tip: The options described above for renaming headers and data fields are also
available in the Sheet Properties dialog box.
To open this dialog box:
1. Right-click any cell in the sheet or page of interest.
Or
3. Click the Headers tab.
Modifying Callouts for Data Data field label callouts remind your team members what information should be
Field Labels
entered in the data field. When you move the cursor over a data field label, a call
out containing the item + full name + comments appears in a box. You can modify
- change, add or remove - the callout to meet your needs.
April 2, 2013 165

Figure 7-3: The Help Text page in the Heading Format dialog box allows you to
customize the data field label or headers callouts.
To modify a data field label callout:
Step Action
1. Right-click the name of the data field.

2. Select Label Format.
3. Click the Help Text tab.
4. Select one of the following options by clicking the appropriate

radio button:
• Automatically chosen text (usually name of containing item + full
name + comments).
• Comments for Hierarchy item (if any).
• Do not show any text.
• Other.
Note: If Other is chosen, enter the callout message in the text field.
5. Click OK.
Formatting Fonts for Headers To format fonts for headers and data fields:
and Data Fields
Step Action
1. Select Format from the menu.

Or
Right-click the header or data field whose colors you want to
format.
2. Click either:
• Label Format. This option allows you to format the data field name.
Tip: If using the Format drop-down menu, select Header Format.
• Contents Format. This option allows you to format the information
inside the data field.
Tip: If using the Format drop-down menu, select Column Format.
3. Click the Font tab.

The Font dialog box opens.
April 2, 2013 166

Step Action
4. Select your font from the list. (Optional)

5. Select your Font Size from the list. (Optional)

Note: The default font size is 8-point. To use a different size, select an
option from the list.
Italic.
7. Click OK.
Changing the Text Flow for You can enter data in either left to right or right to left order. The right to left order
Headers and Data Fields
allows you to use languages that read from right to left. When you change the data
entry, the justification automatically adjusts to the new style. The default
justification for left to right data entry is left justification; the default justification
for right to left data entry is right justified.
Note: The default text flow is left to right.
To change the text flow in a header or data field:
Step Action

Or
format.
2. Click either:
Note: If using the Format drop-down menu, select Header Format.
Note: If using the Format drop-down menu, select Column Format.
3. Click the Text Flow tab.
4. Select the direction of the text flow by selecting the appropriate

radio button:
• Left to Right.
• Right to Left.
5. Click OK.
Formatting Colors for Choosing the text and background colors for a header, or a data field, is a simple
task.
April 2, 2013 167

To format colors for headers and data fields:
Step Action

Or
format.
2. Click either:
Note: If using the Format drop-down menu, select Header Format.
Note: If using the Format drop-down menu, select Column Format.
4. Select your Text Color.

1. Click the arrow to display a pop-up palette.
5. Select your Background Color.

1. Click the arrow to open a pop-up palette.
6. Click OK.
Modifying the Placement of You can modify the placement of headers on your worksheets for printing. You
Headers
can use the placement options to reduce the amount of pages printed in your
report. Each header is modified independently of each other. PHA-Pro has three
options for modifying the placement of headers:
• Repeat on each page. When you select this check box, the same header
repeats on each page. If this box is deselected, the header appears only at the
top of each new table.
• Insert between column heading and content. This option moves the header
from above the column headings to the first row, inside the table, that is
between the heading and content.
• Omit if blank. This option removes a header from its table if there is no
information for that particular header.
To modify the placement of the headers:
Step Action
1. Right-click the header whose placement you want to modify.

The Right-click menu opens.
April 2, 2013 168

Step Action
2. From the menu, select either of the following:

• Label Format.
• Content Format.
Tip: Any changes you make to one, applies to the other.
3. Click the Print tab.
4. From the drop-down list, select the header on what you want the
header to repeat for.
5. Select or deselect the following check boxes as required:

• Repeat on each page.
• Insert between column heading and content.
• Omit if blank.
6. Click OK.
Changing the Order of You can quickly rearrange headers and data fields so that they appear in the order
you want.
To re-arrange the order of headers and data fields:
Step Action
1. Position your mouse pointer over the header or data field you
want to move.
2. Hold down the left mouse button.
3. Drag the header or data field to the new position.

A red line indicates the object’s new position.

The header or data field moves into its new position.
Grouping Headers and Data You may find it useful to group together the headers at the top of a sheet or page,
Fields Under Main Headings
or the data fields in a form. A main heading appears above grouped headers and
data fields, and a black rectangular outline runs around the grouped objects. The
grouping can help to show how information elements are related to each other.
To group headers and data fields under main headings:
Step Action
1. Right-click a header or data field.

2. Select Show Enclosing Group Box.
3. Click the option that lets you display the main heading you want.
The software displays the chosen heading and draws a rectangle around
all headers or data fields that pertain to the heading.
April 2, 2013 169

Hiding Main Headings If you no longer want to group a series of headers or data fields, you can hide the
main headings.
To hide the main headings:
Step Action
1. Right-click the main heading for a header or data field.

2. Click Hide Label for <Heading Name>.

The heading is hidden.
Setting Conditional You can set conditions that would trigger specialized formatting in a data field.
Formatting for Data Fields
This allows you to have the background color or the text color and formatting
modified if certain conditions are met.
To set conditional formatting for a data field:
Step Action
1. Select the data field and click Format on the menu.

Or
Right-click the data field.
2. Click Contents Format.

Tip: If you use Format on the menu, select Column Format.
The Contents Format dialog box opens.
3. Click the Conditional Format tab.
4. Click Add.
The conditional format window opens.
5. Select the Evaluation context from the drop-down list.
April 2, 2013 170

Step Action
6. Define your new formula in the workspace:

Selecting the Reference
1. Click to open the Insert Reference dialog box, which lets you
select a data element from your file.
2. Select the data element.
3. Click OK.
Note: You cannot type the name of a reference in the workspace, you
must use the insert reference button.
Selecting the Formula Function
1. Click to open a pop-up menu containing the following categories

of functions:
• Constants – Pi, E and logical operators.
• Statistical/Combining – functions for maximum,
minimum, sum, product, average, mean and total count.
• Math & Trig – mathematical and trigonometric functions,
including logarithms, exponents, square root, cube root,
sine, cosine and tangent.
• Text – commands to convert text from lower case to upper
case, or vice versa.
• Logical – Boolean operators: AND, OR, NOT, IF, THEN,
ENDIF, ELSE.
2. Select the formula.
3. Click OK.
Note: When you select an option on this menu, an additional menu
opens, allowing you to select a specific function, constant or
operator.
Note: Into this workspace you can only type:
• Numbers.
• Mathematical operators (+, -, *, /, >, < and =).
7. From the Apply format if formula result is drop-down list, select

either:
• True.
• False.
8. Apply the formatting by selecting the appropriate check boxes.

Tip: If you select either Text Color or Background, you must set the
color:
1. Click the Select drop-down list arrow.
2. Select the color from the palette.
9. Enter a description in the Description field.
10. Click OK.

The dialog box closes and the formatting is applied to the data field.
April 2, 2013 171

Customizing Columns
The columns in PHA-Pro are customizable. You can select the names, fonts and
colors for the columns.
Not all changes are visible when you view your worksheets through regular view.

Adding New Columns on page 172.
Alternative Method of Adding a Column on page 172.
Hiding or Displaying Columns Using the Right-Click Menu on page 173.
Hiding or Displaying Columns Using the Sheet Properties Dialog Box on
page 173.
Hiding or Displaying Columns Using the Project Settings on page 174.
Renaming Columns Using the Right-Click Menu on page 174.
Renaming Columns Using Project Settings on page 175.
Resizing Columns on page 176.
Repositioning Columns on page 176.
Numbering Data in a Column on page 176.
Formatting Fonts for Columns on page 177.
Changing the Text Flow for Columns on page 178.
Formatting Colors for Columns on page 178.
Aligning Data in Columns on page 179.
Formatting Grid Lines on page 179.
Making Columns Read-Only on page 180.
Setting Conditional Formatting for Columns on page 181.
Adding New Columns To add a new column to your worksheet:
Step Action
1. Add the new field to the hierarchy.

2. Display the field as a column.

For more information, see Hiding or Displaying Columns Using the Sheet
Properties Dialog Box on page 173.
Alternative Method of Adding An alternative method of adding a column is to:

a Column
Step Action
1. Go to Insert>Column.
Or
Right-click a column heading and go Show Column>New Column.
New Column dialog box opens.
2. Enter the name of the field in the Name field.
April 2, 2013 172

Step Action
3. Select the type of field in the drop-down Column Contains field.
4. If data is part of list, select the list from the Column data is part of
field.
5. If new column is a list, click the Create a new sub-list check box.
6. Click Ok.
Hiding or Displaying To hide or display a column using the right-click menu:

Columns Using the Right-
Click Menu Step Action
1. Right-click either the heading for the column that you want to
hide, or any column heading if you want to display a column.
The right-click pop-up menu opens.
2. To hide the column, click Hide This Column.

The column disappears from your screen.
To display the column:
1. Click Show Column.
A pop-up menu listing the names of the hidden columns appears.
2. Click the name of the column you want to display.
The column is added. You can move the column to where you want it on
the worksheet. For more information, see Repositioning Columns on
page 176.
Hiding or Displaying The options described above for hiding or displaying columns are also available in
Columns Using the Sheet
the Sheet Properties dialog box.
Properties Dialog Box
To hide or display a column using the Sheet Properties dialog box:
Step Action
1. Right-click any cell in the page.

Or

3. Click the Columns tab.

The Columns page opens.
4. Select (deselect) columns by selecting (deselecting) the check

box next to their name.
5. Click OK.
April 2, 2013 173

Hiding or Displaying To hide or display a column using Project Settings:

Columns Using the Project
Settings Step Action

Project Settings opens.
2. Click Sheets.
3. In the left pane, click the sheet or page of interest.

Note: If you want a page that is in a sheet or collection, open the sheet
or collection.
4. In the right pane, click the Columns tab. (Figure 7-4)

A list of column options appears.
5. Select and deselect check boxes as required.

Tip: If necessary, open an object to expand a list.
Tip: A check mark beside a column name means that it is currently
visible, and a check box beside a column means that it is hidden.
Figure 7-4: Selecting and deselecting check boxes in the Columns tab in Project Settings
lets you define which columns appear in a sheet.
Renaming Columns Using The names of columns are fully customizable.

the Right-Click Menu
change the hierarchical name of the column, you must change the hierarchy
item name. For more information, see Renaming Hierarchy Items on
page 278.
To rename columns using the right-click menu:
Step Action
1. Right-click the column heading.

April 2, 2013 174

Step Action
2. Select Name.
The right-click Name menu opens.
3. From the Name menu, click the name you want to use.
Tip: If you select Other: an additional field becomes available to the
right of the Name field, allowing you to type a custom name for the
column.
Tip: If you want add a prefix to the name:
options.
2. From the drop-down list, select the prefix you want to
use.
Renaming Columns Using To rename columns using Project Settings:

Project Settings
change the hierarchical name of the column, you must change the hierarchy
item name. For more information, see Renaming Hierarchy Items on
page 278.
Step Action

2. Click Sheets.

Note: If you want a page that is in a sheet or a collection, open the
sheet or collection.
4. In the right pane, click the Columns tab. (Figure 7-4)
5. In the Columns window, select the column name that you want to
change.
Note: Ensure that the Show label check box is checked.
6. From the Name drop-down list, click the name you want to use.
Tip: If you select Other: an additional field becomes available to the
right of the Name field, allowing you to type a custom name for the
column.
Tip: If you want add a prefix to the name:
options.
2. From the drop-down list, select the prefix you want to
use.
April 2, 2013 175

Tip: The options described above for renaming columns are also available in the
Sheet Properties dialog box.
To open this dialog box:
1. Right-click any cell in the sheet or page of interest.
Or
The Sheet Properties dialog box opens.
3. Click the Columns tab.
The Columns tab opens.
Resizing Columns You can easily change the width of a column to have it display more or less
information.
To resize columns:
Step Action
1. Position your mouse pointer over the right edge of the column
heading.
2. Hold the left mouse button down.
3. Drag the mouse either left or right until the column is the desired
width.
4. When column is desired width, release left mouse button.
Repositioning Columns You can quickly move a column to a different place on your screen so your data
appears in the order you want.
To reposition columns:
Step Action
1. Position your mouse pointer over the column heading.
2. Hold left button down.
3. Drag the heading to a new position.

A red vertical line indicates the column’s new position.

The column moves into its new position.
Numbering Data in a Column You can either turn on or off numbering of data in a column.
To number data in a column
Step Action
1. Select the column and click Format on the menu.

Or
Right-click either:
• Any cell within the column of interest.
• The heading of the column.
April 2, 2013 176

Step Action
2. Click Column Format.

The Column Format dialog box opens.

The Options tab is displayed.
Note: A check mark appears beside Show Item Number if the data in the
column is currently numbered.
4. Select the Show Item Number check box to turn numbering on.
or
Deselect the Show Item Number check box to turn numbering off.
Tip: The style of the numbers that the software displays can also be changed. By
following the procedure on Setting Numbering Options for Number Fields on
page 279, you can use one of the following styles:
• (None)
• 1, 2, 3, 4, …
• A, B, C, D, …
• a, b, c, d, …
• I, II, III, IV, …
• i, ii, iii, iv, …
• Extended Upper (1, 1A, 2, 3A, 3B.)
• Extended Upper (1, 1a, 2, 3a, 3b.)
• Custom (any text allowed)
Formatting Fonts for You can customize the appearance of data in any column by selecting the font and
Columns
size of the data.
To format the fonts in a column:
Step Action
1. Select Format on the menu.

Or
Right-click either:


The Font page opens.
4. Select your Font from the list. (Optional)

5. Select your Font Size from the list. (Optional)

Italic.
7. Click OK.
April 2, 2013 177

Changing the Text Flow for You can enter data in either left to right or right to left order. The right to left order
Columns
allows you to use languages that read from right to left. When you change the data
entry, the justification automatically adjusts to the new style. The default
To change the text flow in a column:
Step Action

Or
Right-click either:


radio button:
• Left to Right.
• Right to Left.
5. Click OK.
Formatting Colors for You can change the text and background colors for any column.
Columns
To format the text or background colors for a column:
Step Action

Or
Right-click either:


The Font page appears.

April 2, 2013 178

Step Action

6. Click OK.
Aligning Data in Columns The software automatically aligns data as you enter it into a cell. You can change
both the vertical and horizontal alignment of your data.
Note: Alignment modifications affect the entire column, not just the one selected
cell.
To align the data in a column:
Save Action

Or
Right-click either:

3. Click the Alignment tab.

The Alignment page opens.
4. To change the vertical placement of your data, click the arrow

under Vertical Alignment.
A drop-down list opens.
5. Click either Top, Center or Bottom.
6. To change the horizontal placement of your data, click the arrow

under Horizontal Alignment.
7. Click either Left, Center or Right.
8. Click OK.
All data in the column is now realigned.
Formatting Grid Lines Grid lines are fully customizable. You can set the appearance of the grid lines that
run along the left and right sides of a particular column. You can also adjust the
appearance of horizontal grid lines within the current sheet.
April 2, 2013 179

To format grid lines:
Step Action

Or
Right-click either:

3. Click the Grid Lines tab.
4. Under Left, click the Color arrow.

A pop-up color palette opens.
5. Click the color you want to use for the grid line that runs along the
left side of the column.
6. Click the Style arrow.

A drop-down list of line styles opens.
7. Click the style you want to use for the grid line that runs along the
left side of the column.
8. Click the Width arrow.

A drop-down list of line widths measured in points opens.
9. Click the width you want to use for the grid line that runs along
the left side of the column.
10. Under Right, repeat steps 4 to 9 for the grid line that runs along
the right side of the chosen column.
11. Under Between Rows, repeat steps 4 to 9 for the horizontal grid
lines that run between rows in the current sheet/report.
12. Click OK.
Making Columns Read-Only You can protect information in a column from accidently being changed by
making the column read-only. When you make an individual column read-only,
you can still edit data in other columns on the worksheet.
Note: When you make a column read-only in a worksheet that has multiple
tables, that column is read-only in all of the tables.
To make a column read-only:
Step Action

Or
Right-click either:
April 2, 2013 180

Step Action


The Options tab is displayed.
Note: A check mark appears beside Show Item Number if the data in the
column is currently numbered.
4. Select the Disable Editing (Read-Only) check box to make the

column read-only.
or
Deselect the Disable Editing (Read-Only) check box to turn the
editing back on.
Setting Conditional You can set conditions that would trigger specialized formatting in a column. This
Formatting for Columns
allows you to have the background color or the text color and formatting modified
if certain conditions are met. For example, you could set the cell background to
red for the recommendations with the high priority, yellow for recommendations
with medium priority and leave the rest of the recommendations with white cells.
Note: If you have several conditions for formatting a column, the conditions at the
top of the list override the conditions further down the list. You can change
the order of the conditions by selecting one condition and using the up and
down arrows to reposition it.
To set conditional formatting for a column:
Step Action

Or
Right-click either:

3. Click the Conditional Format tab.
4. Click Add.
The conditional format window opens.
Note: Click:
• Edit - to edit an exiting condition.
• Remove - to remove an existing condition.
5. Select the Evaluation context from the drop-down list.
April 2, 2013 181

Step Action

3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
7. From the Apply format if formula result is drop-down list, select

either:
• True.
• False.
8. Apply the formatting by selecting the appropriate check boxes.

Tip: If you select either Text Color or Background, you must set the
color:
1. Click the Select drop-down list arrow.
2. Select the color from the palette.
9. Enter a description in the Description field.
10. Click OK.

The dialog box closes and the formatting is applied to the column.
April 2, 2013 182

Customizing Column Headings

You can also format and modify the column headings. You can select the names,
fonts and colors for the headings, as well as create and customize help callouts for
them.

Hiding Column Headings on page 183.
Displaying Column Headings on page 183.
Modifying Callouts for Column Headings on page 183.
Formatting Fonts for Column Headings on page 184.
Changing the Text Flow for Column Headings on page 185.
Formatting Colors for Column Headings on page 185.
Aligning Column Headings on page 186.
Changing Column Heading Orientation on page 187.
Hiding Column Headings To hide a column heading:
Step Action
1. Right-click the column heading you want to hide.

2. Click Hide Heading.

The heading disappears from your screen, but the column remains visible.
Displaying Column Headings To display a hidden column heading:
Step Action
1. In the column that you want to redisplay the heading, right-click

either:
• The blank gray area at the top of the column.
• A cell within the column.
2. Select Show Heading.

The column headings appear.
3. Click the column heading you want to display.

The heading reappears on your screen.
Tip: You can also use the above three steps to display a main heading above other
column headings. The software displays a gray rectangle that runs across the
sheet above the other column headings, and the name you chose appears
inside the gray area.
Modifying Callouts for Heading callouts remind your team members what information should be entered
Column Headings
in the column. When you move the cursor over a column heading, a call out
containing the item + full name + comments appears in a box. You can modify -
change, add or remove - the callout to meet your needs.
April 2, 2013 183

Figure 7-5: The Help Text page in the Heading Format dialog box allows you to
customize the heading callouts.
To modify a column heading callout:
Step Action
1. In the column that you want to change the callout, right-click the
column heading.
A pop-up menu open.
2. Select Heading Format.
3. Click the Help Text tab.

Note: If you have selected cells from multiple columns, the Help Text
tab does not appear.
4. Select one of the following options by clicking the appropriate

radio button:
• Automatically chosen text (usually name of containing item + full
name + comments)
• Comments for Hierarchy item (if any)
• Do not show any text.
• Other
Note: If Other is chosen, enter the callout message in the text field.
5. Click OK.
Formatting Fonts for Column To format the font for a column heading:
Headings
Step Action

Or
Right-click either:
2. Click Heading Format.

The Heading Format dialog box opens.

April 2, 2013 184

Step Action
4. Select your font from the Font list. (Optional)

5. Select your font size from the Size list. (Optional)

Italic.
Note: Click both boxes if you wish to both bold and italicize the text.
7. Click OK.
Changing the Text Flow for You can enter data in a left to right or right to left order. The right to left order
Column Headings
allows you to enter languages that read from right to left. When you change the
data entry, the justification automatically adjusts to the new style. The default
To change the text flow in a column heading:
Step Action

Or
Right-click either:


radio button:
• Left to Right.
• Right to Left.
5. Click OK.
Formatting Colors for To select text and background colors for a column heading:
Column Headings
Note: The text and background color option for column headings affects the print
or export output only. It does not change the on-screen appearance.
April 2, 2013 185

Step Action

Or
Right-click either:




6. Click OK.
Aligning Column Headings Headings are centered, both vertically and horizontally, by default.
To change the alignment for any column heading:
Step Action

Or
Right-click either:


4. To change the vertical placement, click the arrow under Vertical

Alignment.
5. Click one of the following:

• Top.
• Center.
• Bottom.
6. To change the horizontal placement, click the arrow under

Horizontal Alignment.
April 2, 2013 186

Step Action
7. Click one of the following:

• Left.
• Center.
• Right.
8. Click OK.
Changing Column Heading There are four types of orientation that you can have for the text in the column
Orientation
heading:
• Horizontal.
• Vertical (Up).
• Vertical (Down).
• Vertical (Stacked Letters).
To change the orientation for any column heading:
Step Action

Or
Right-click either:


4. To change the text orientation, click the arrow next to Orientation.

5. Select one of the following:

• Horizontal.
• Vertical (Up).
• Vertical (Down).
• Vertical (Stacked Letters).
6. Click OK.
April 2, 2013 187

Customizing Multiple Sheets or All Columns on a

Single Sheet
Multiple Format allows you to apply a single format for your fonts, text and
background color, and cell alignment for multiple sheets or for all the columns in
one sheet.
Note: Format Multiple may remove formatting of individual columns, depending
on the options selected. For example, a colored background in a particular
column is retained as long as you do not set the background color in the
Format Multiple options. If you use Format Multiple to set the background
color for all columns, or all columns in a sheet, then the color in that one
column will be overridden.
Note: The Multiple Format function does not work with charts, diagrams or
imported third party software pages.

Selecting Features for Multiple Formatting on page 188.
Formatting Fonts in Multiple Features on page 189.
Changing the Text Flow in Multiple Features on page 189.
Formatting Colors in Multiple Features on page 190.
Aligning Data in Columns on page 190.
Figure 7-6: Formatting sheets/reports is easy by using the Format Multiple dialog box.
Selecting Features for The table below gives the combinations you need for formatting the various
Multiple Formatting
features:
To format: Select these check boxes:
Worksheet Header Labels Worksheet Headers & Labels
Worksheet Header Content Worksheet Header & Contents
Worksheet Column Heading Worksheet Columns & Labels
Worksheet Column Content Worksheet Columns & Contents
Form Labels Form Field & Labels
Form Contents Form Field & Contents
April 2, 2013 188

Tip: You can create different settings for headers, label and content, and for
columns, headings and content, by repeating the procedure for the same
pages a number times. Each time you repeat the procedure, you select the
different features.
Formatting Fonts in Multiple To format the font:

Features
Step Action
1. Go to Format>Format Multiple.
The Format Multiple dialog box opens.
2. Click the check box beside the sheet you want to include.
Note: If you only want to include some, but not all, of the sheets of a
collection, open the collection containing the sheets that you want
to include.
3. Repeat step 2 until you have specified all of the sheets you want
formatted.
4. Select the feature that you want to be formatted by selecting the

appropriate check box(es).
For more information, see Selecting Features for Multiple Formatting on
page 188.
5. Click the Font/Color tab.

6. Select the new font from the Font list.

7. Select the new font size from the Font Size list.
8. Select the Bold check box if you want to bold the text (Optional).
9. Select the Italic check box if you want to italicize the text
(Optional).
10. Click OK.
Changing the Text Flow in To change the text flow in multiple features:
Multiple Features
Step Action
to include.
formatted.

appropriate check box(es).
page 188.
April 2, 2013 189

Step Action
6. Deselect the Use Default check box.

Note: Default text flow is left to right.

radio button:
• Left to Right.
• Right to Left.
8. Click OK.
Formatting Colors in Multiple To change the text and background colors:

Features
Step Action
to include.
formatted.

appropriate check box.
page 188.
5. Click the Font/Color tab.


8. Click OK.
Aligning Data in Columns To align the data:
Save Action
to include.
formatted.
April 2, 2013 190

Save Action

appropriate check box.
page 188.

6. To change the vertical placement of your data, click the arrow

under Vertical Alignment.
7. Click either Top, Center or Bottom.
8. To change the horizontal placement of your data, click the arrow

under Horizontal Alignment.
9. Click either Left, Center or Right.
10. Click OK.

All data in the worksheet(s) is now realigned.
April 2, 2013 191

Customizing Individual Cells

Cell Format allows you to apply special formatting to one cell. You can select a
different font, character size, text color and background color for a cell of interest.
These formatting changes affect the appearance of data both on your screen and in
your reports. As well, the appearance of the chosen data element changes in all
places that it is used throughout your file, not just in the current sheet.
This feature allows you to highlight any information that you consider to be
important. Applying special formatting to cells highlights and draws attention to
the contents of such cells.

Formatting Fonts in an Individual Cell on page 192.
Changing Text Flow in an Individual Cell on page 193.
Short Cuts for Changing Text Flow in Cells on page 193.
Formatting Colors in an Individual Cell on page 194.
Applying Cell Formatting to Multiple Cells on page 194.
Formatting Fonts in an To change the font and size of data in an individual cell:
Individual Cell
Step Action
1. Select the cell and click Format on the menu.

Or
Right-click the cell of interest.
2. Click Cell Format.

The Cell Format dialog box opens.

4. Change the font (optional):

2. Select the new font from the Font list.
5. Change the font size (optional):

2. Select the new font size from the Font Size list.
6. Bold the text (Optional):

1. Under Weight, deselect the Use Default check box.
2. Click the Bold radio button.
7. Italicize the text (Optional):

1. Under Style, deselect the Use Default check box.
2. Click the Italic radio button.
April 2, 2013 192

Step Action
8. Click OK.
Tip: You can also apply bold, italic, and underline formatting to a selected cell or
selected text by clicking , , and , respectively, on the tool bar.
Tip: You can also superscript or subscript selected text by clicking or ,

respectively on the tool bar.
Changing Text Flow in an To change the text flow in a cell:

Individual Cell
Step Action

Or


Note: Default text flow is left to right.

radio button:
• Left to Right.
• Right to Left.
6. Click OK.
Short Cuts for Changing Text There are two short cuts that you can use to change the data entry text flow in an
Flow in Cells
individual cell.
To change the text flow in a cell using the short cuts:
Step Action
1. Select the cell.

Tip: These short cuts work for multiple cells as well.
To select multiple cells:
1. Hold down the Ctrl key on your keyboard.
2. Click each cell, one at a time.
or, if the cells are next to each other, either horizontally or
vertically:
1. Click the first cell.
2. Shift+click the last cell.
April 2, 2013 193

Step Action
2. Either
On the tool bar, click:
• for left to right data entry.
• for right to left data entry.

or
On the keyboard, click:
• The Ctrl+Shift key on the left side of the keyboard for left to right
data entry.
• The Ctrl+Shift key on the right side of the keyboard for right to left
data entry.
Formatting Colors in an To change the text and background colors for an individual cell:
Individual Cell
Step Action

Or

3. Click the Color tab.


6. Click OK.
Applying Cell Formatting to You can also apply the same cell formatting to multiple cells in a row, or a number
Multiple Cells
of rows.
Note: When you highlight cells for formatting in a number of rows, the cells from
the same columns are highlighted in each row selected.
To apply cell formatting to multiple cells:
Step Action
1. Select the cells you want to format by holding down the control
key and clicking each cell that you want to format.
April 2, 2013 194

Step Action
2. Select Format on the menu.

Or
Right-click one of the cells of interest.

5. Change the font formatting as you would for a single cell.

For more information, see Formatting Fonts in an Individual Cell on
page 192.
6. Click the Color tab.
7. Change the color formatting as you would for a single cell.

For more information, see Formatting Colors in an Individual Cell on
page 194.
9. Change the data entry flow as you would for a single cell.
For more information, see Changing Text Flow in an Individual Cell on
page 193.
10. Click OK.
April 2, 2013 195

PHA-Pro Chapter 8: Printing and Exporting
CHAPTER 8: PRINTING AND EXPORTING

When your team finishes performing its workplace risk assessment, you need to
distribute your study to other members of your organization, and possibly to
regulating authorities. PHA-Pro makes it easy to print and export data from one
sheet at a time or from multiple sheets at the same time.
This chapter shows you how to format the reports you want to print and preview
them in advance. It also teaches you how to export your data in a variety of file
formats, including HTML, Microsoft® Word, comma- or tab-delimited text,
database (DBF) and Portable Document Format (PDF).

Generating Reports on page 197.
Printing Reports on page 205.
Exporting Data on page 211.
April 2, 2013 196

Generating Reports
As discussed in Chapter 7: Customizing Forms and Worksheets on page 158,
your on screen sheets and your reports are coordinated so that when you
customize the content and layout of your on screen file, you are automatically
define the content and layout of your reports. The software is designed in this way
to simplify documentation and report generation.
Note: The layout and appearance of some export file formats may not necessarily
match the on screen formatting of your file.

Printing or Exporting a Single Sheet on page 197.
Printing or Exporting Multiple Sheets on page 198.
Creating Collections of Data on page 199.
Selecting Items to Print on page 200.
Adding Print Filters on page 201.
Editing Print Filters on page 203.
Removing Print Filters on page 203.
Printing or Exporting a Single To print or export the data contained in one sheet of your PHA-Pro file:
Sheet
Step Action
1.
Or
Go to File>Print.
2. On the drop-down menu, click the name of the sheet or data page
of interest.
The Print dialog box opens.
3. Click the Output Type tab in the Print dialog box. (Figure 8-1)
4. At the top of the tab, select the type of output you want to
produce:
• Print – Click this option to generate a hard copy on paper. For more
information on printing reports, see Printing Reports on page 205.
• HTML – Click this option to export your data as an HTML file. For
more information, see Exporting as HTML Files on page 211.
• Word Document – Click this option to export your data as a Word
document. For more information, see Exporting as Microsoft Word
Files on page 211.
• Text Export (comma or tab-delimited file) – Click this option to
export your data as a comma- or tab-delimited text file. For more
information, see Exporting as Comma- or Tab-Delimited Text Files on
page 212.
• DBF Export (database file) – Click this option to export your data
as a database file. For more information, see Exporting as Database
Files on page 213.
April 2, 2013 197

Tip: To display the Print dialog box for a single sheet, you can also:
1. Right-click the tab at the top of the sheet.
Or
Right-click the name of the data page.
Pop-up menu opens.
2. On the pop-up menu, click Print.
Figure 8-1: PHA-Pro is printing the Recommendations sheet.
Printing or Exporting Multiple PHA-Pro allows you to print or export the contents of all sheets of your PHA-Pro
Sheets
file, or all pages within a particular sheet, at the same time.
To print or export multiple sheets:
Step Action
1.
2. Select one of the following options for printing or exporting

multiple sheets:
• To print or export all pages of a Collection, select the collection and
select Print All from the drop-down menu.
• Print All – Click this option to print or export all sheets in the study.
• Create New Report Collection – Click this option to open a dialog
box to specify the multiple sheets that you want to print or export.
For more information, see Creating Collections of Data on page 199.
4. At the top of the tab, select the type of output you want to
produce:
• Print – Click this option to generate a hard copy on paper. For more
information on printing reports, see Printing Reports on page 205.
• HTML – Click this option to export your data as an HTML file. For
more information, see Exporting as HTML Files on page 211.
• Word Document – Click this option to export your data as a Word
document. For more information, see Exporting as Microsoft Word
Files on page 211.
April 2, 2013 198

Tip: To display the Print dialog box so you can print or export all pages within a
particular sheet, you can also open the File menu, select Print, select the
name of the sheet, and then click Print All.
Tip: Print Active Sheet and Create New Report Collection are also available
on the File menu.
Creating Collections of Data If you want to print or export more than one sheet from your PHA-Pro file - but
not all sheets - you must first group together the desired sheets into a collection.
You can then print or export all data contained within the collection. For example,
you might want to generate a report containing only data from the Worksheet and
Recommendations sheets.
To create a collection of data:
Step Action
1.
2. Click Create New Report Collection.

The New Sheet Collection dialog box opens, displaying options that allow
you to choose a name for your collection of data. (Figure 8-2)
3. Create a custom label by clicking Use the following name, and

then typing the name in the available field.
Or
Use the name of an object from your project hierarchy, by clicking
the second option and then choosing the appropriate object from
the list.
Tip: You can further customize this label by clicking Singular, Plural or
Abbreviation below the list. You can also add a suffix to the end of
the name by typing one in the Suffix field.
4. Click Next.
The New Sheet Collection - Contents page opens. (Figure 8-3)
5. Review the list of sheets contained in your file and click each one
that you want to include in the new collection.
6. Click Finish.
PHA-Pro displays the new collection on your screen. You can now follow
the procedures described in this chapter to print or export data from this
collection.
April 2, 2013 199

Figure 8-2: The first step of completing the New Sheet Collection dialog box choosing a
name for your collection of data.
Figure 8-3: PHA-Pro makes it easy to specify which sheets you want to include in your
collection of data.
Selecting Items to Print You can easily specify which data elements within a particular sheet you want to
include in your report.
To select items to print:
Step Action
1. Select your option for printing the report by clicking the

appropriate icon in the Print dialog box.
2. Click the Items tab. (Figure 8-4)
3. Select one of the two data selection options:

• Print all items - Click this option if you want your report to include
all data elements from the sheet. Go to step 6.
• Print selected items - Click this option if you want your report to
include only some of the data elements from the sheet. Go to step 4.
4. Click the check box beside each data element you want to include
in your report.
Tip: If necessary, open an object to expand the list of data elements
until you find the information you want to select.
April 2, 2013 200

Step Action
5. When you are finished selecting the items, click:

• Print - to print the report.
• Preview - to open the print preview screen.
• Close - to save the selection for that page and close the dialog box.
Tip: A warning dialog box opens, informing you that only the selected
items will be printed or exported. To disable this warning, uncheck
the warn when printing/exporting selected items check box.
6. If the warning dialog box appears, click OK.

The report is printed or exported.
Figure 8-4: The Items tab of the Print dialog box allows you to specify which data
elements you want to include in your report.
Adding Print Filters PHA-Pro allows you to create filters to show data that meets specific criteria. You
can filter which data, within a particular sheet, that you want to include in your
printed or exported report. You can also use this feature to filter the information
that you see on-screen, which is useful when you have a workplace risk
assessment of hundreds of lines of information. You can filter the information
using values, markers or words.
Tip: When you create multiple filters, PHA-Pro applies the filters to the page in the
order that they were created. After the first filter has been applied and filtered
the information, the second filter is applied to the remainder of the
information on the page.
To add a print filter:
Step Action

2. Click the Filter tab.

The Print <page name> page opens.
3. Click Add.
The Add Filter dialog box opens.
April 2, 2013 201

Step Action
4. From the Filter drop-down list, select your filter.

The Filter drop-down list contains all of the list hierarchy items found on
the page. The By field shows all of the hierarchy items that fall under the
filter for the page you are on.
5. In the tree in the By field, click the data element you want to
include in your report.
Tip: If necessary, in the By field, open an object to expand the list of
data elements until you find the information you want to select.
6. If you want to use a formula to filter the printing:

1. Click Formula.
3. Click OK.
Tip: If you want to reference a marker in a data element:
1. In the Insert Reference dialog box, right-click the data
element that you want the formula to check for the
marker.
2. Select the marker from the drop-down list.
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
7. Click OK.
The Filter Properties dialog box opens.
8. From the drop-down list, select the properties of the filter by:
1. Selecting the case from the drop-down box.
2. Selecting the check boxes of all the variables you want to use.
or
3. Entering the appropriate information in the text field.
April 2, 2013 202

Step Action
9. Click OK.
10. The Filter Properties dialog box closes and the filters are listed in
the Print <page name> page.
11. If you wish to add more than filter to the sheet, repeat steps 3 to
9 for each filter.
12. From the Apply Filters to drop-down list select one of the
following:
• Print/exported report only.
• Print/exported report and on-screen view.
13. Click:
• Close - to save the filter for that page and close the dialog box.
Tip: If you are printing or exporting the file, a warning dialog box opens
informing you that only the output will be filtered. To disable this
warning, uncheck the warn when printing/exporting filtered
data check box.
Editing Print Filters To edit a print filter:
Step Action


3. Select the filter that you want to edit.
4. Click Properties.
The Filter Properties window opens.
5. Make the required changes to the filter.
6. Click OK.
7. Click:
• Close - saves the filter for that page and closes the print dialog box.
Tip: If you want to apply the filter to the on-screen view, click Close.
Tip: If you are printing or exporting the file, a warning dialog box opens
informing you that only the output will be filtered. To disable this
warning, uncheck the warn when printing/exporting filtered
data check box.
Removing Print Filters To remove a print filter:
Step Action

April 2, 2013 203

Step Action

3. Select the filter that you want to remove.
4. Click Remove.
The filter is removed.
5. Click:
• Close - to close the dialog box.
April 2, 2013 204

Printing Reports
PHA-Pro allows you to customize your report before printing it. You can change
the orientation of the report, adjust the margin, specify colors as well as adding
your corporate logo. These customizations allow you to produce professional
looking reports.

Setting the Paper Orientation on page 205.
Setting the Paper Size on page 205.
Adjusting Margins on page 206.
Specifying Color Printing on page 206.
Defining Headers and Footers on page 206.
Adding a Corporate Logo on page 208.
Previewing Your Report Before Printing on page 209.
Printing Your Report on page 210.
Setting the Paper Orientation PHA-Pro allows you to change the orientation of data on your printed pages. By
default, the software uses landscape orientation, but you can easily change to
portrait orientation.
To set the orientation of paper for a report:
Step Action
2. Click the Print icon.
3. Under Paper Orientation, select either Portrait or Landscape.

By default, reports are printed in Landscape format.
Setting the Paper Size PHA-Pro allows you to change the size of your printed pages. By default, the
software uses letter size, but you can easily change the size to meet your
requirements.
To set the paper size for a report:
Step Action
3. Click the Paper tab.
4. From the Paper Size drop-down list, select the size you want.
Tip: If you select Custom, you can set both the width and height of the
paper to meet your requirements. To change these settings,
double-click the number in displayed in the appropriate field and
then enter the new number.
April 2, 2013 205

Adjusting Margins The widths of the margins in your printed reports are fully customizable, allowing
you to precisely set the size of your top, bottom, left and right margins. By default,
all four margins are three-quarters of an inch wide.
To adjust one or more of the margins for your printed reports:
Step Action
3. Under Margins (Inches), for each margin you want to change,

double-click the number currently displayed in the corresponding
field and then type a new value.
Note: Margin sizes are measured in inches.
Specifying Color Printing The Print dialog box also lets you define whether your reports are printed in color
or in black and white. If you have formatted your file to display various colors but
are not using a color printer, you may still find it beneficial to select the color
option. In this case, your black-and-white printer uses shades of gray to represent
the various colors, thereby increasing the attractiveness of your printouts. You
may prefer to print in black and white even if you have a color printer to save on
printing costs.
To specify ink colors for your printed reports:
Step Action
3. Under Color, select:

• Print Colors (or shades of gray if color not available) if you
want the software to print in color.
• Print In Black and White Only if you want to print in black and
white.
Defining Headers and To define headers and footers for each printed page of your report:
Footers
Step Action
3. Click the Headers/Footers tab. (Figure 8-5)
4. Under Page Header, the software displays three fields so you can
define a header for the left side, center and right side of each
page.
Tip: You can print one or more types of information in any of these
positions, or you can choose to have nothing appear in a particular
position. Click inside the appropriate field.
April 2, 2013 206

Step Action
5. Set the justification for the section by clicking the appropriate

justification icon. (Optional)
Note: The default justifications are:
• Left field - align left.
• Center field - align center.
• Right Field - align left, shift right.
6. Type the text for your header, or click a button on the tool bar at
the top of the dialog box to quickly enter information from your
file:
Page Number.
Number of Pages.
Report Title.
Report Section – This identifies the section of your file, such as

“Product Information”.
File Name.
File Name with Path.
Date.
Time.
File Checksum – This option prints your file’s checksum. For more
information, see Viewing the Checksum on page 323.
Revision/Approval – This option indicates whether your file is a
draft, a revision or an approved version. For more information, see
Using Release Management on page 313.
Image - This option allows you to add a logo or image to your
report. For information on adding your corporate logo, see Adding a
Corporate Logo on page 208.
Other Fields – Click this button to open a drop-down list that lets
you choose from these options:
• Company.
• Location.
• Unit.
• Project Name.
• Contact Title.
• Contact Name.
• Start Date.
• End Date.
• Type.
• Objective.
• Scope.
Tip: To use the Other Fields button:
1. Click .
2. A drop-down menu appears with your options.
3. Select the field that you want to add to your header/
footer.
The field information is added to the header/footer.
7. Repeat steps 4 to 6 to define additional header elements.
April 2, 2013 207

Step Action
8. Under Page Footer, repeat steps 4 to 6 to define one or more

footers for each printed page.
9. Change the font of the header and footer: (Optional)

1. Click Font.
2. Select the font from the Font list.
3. Enter the new size of the font by:
• Entering the new font size in the field.
• Selecting from the Font Size list.
4. Select the Bold or Italic check boxes if you want the page number in
Bold or Italics.
5. Click OK.
Note: This formatting applies to all text in the header and footer.
10. If you choose to print page numbers, use the field titled Start page
numbering at to indicate the number to appear on the first page,
with the remaining pages being numbered.
Tip: This feature is handy if you plan to insert your printout into a larger
report. Leave this start page to begin numbering your pages from
“1”.
Adding a Corporate Logo PHA-Pro allows you to add your corporate logo to each page in either the heater
or the footer. Before adding your logo, ensure that it is saved as a image file
(*.jpg, *.gif, *.tif, etc.) and that you know where the file has been saved.
To add your corporate logo to your report:
Step Action
3. Click the Headers/Footers tab. (Figure 8-5)
4. Click inside the header or footer field that you want to place your
corporate logo.
5. Set the justification for the section by clicking the appropriate

justification icon. (Optional)
Note: The default justifications are:
• Left field - align left.
• Center field - align center.
• Right Field - align left, shift right.
6.
Click on the tool bar at the top of the dialog box.
The Insert Image dialog box opens.
7. Click Load.
The Load Image box opens.
If you have already used your logo, it is listed in the Available Image field.
Go to step 9.
8. Navigate to the folder that contains your logo.
9. Select the image file.
April 2, 2013 208

Step Action
10. Click Open.

The Image dialog box opens, and the file is highlighted.
11. If necessary, adjust the print size by double-clicking the height

field and entering the new height.
12. Click OK.

The Header/Footer page re-appears.
Tip: You should ensure that the height is not greater than half an inch or
you may lose too much space on the reports to your logo. When
adjusting the height of the logo, ensure that the Keep proportions
same as original size is checked to ensure that the logo has the
proper proportions.
13. Click Preview to preview the report with your logo.
14. After previewing the report, click:

• Close to return to the Header/Footer page.
• Print to print the report.
Tip: If the logo is the wrong size, click Close. The Header/Footer page
re-appears. Highlight and delete the logo and repeat steps 4 to 13,
adjusting the logo size at step 11.
Tip: If you have to crop the image, crop the image using your image
application. You must re-load the cropped image back into PHA-Pro
in step 7.
Figure 8-5: The Headers/Footers tab of the Print dialog box makes it easy to define
headers and footers for your printed report.
Previewing Your Report The Print Preview feature of PHA-Pro allows you to check on screen the format
Before Printing
of your finished report. Previewing your report saves time and printing costs by
helping to identify problems prior to printing.
To preview your report:
Step Action
2. At the top of the tab, click the Print icon.
April 2, 2013 209

Step Action
3. At the bottom of the dialog box, click Preview.

The Print Preview window appears, displaying your report.
4. Use the controls in the window to zoom in and out, and scroll
through the pages.
5. After previewing your report, click Close.
Tip: If the Print dialog box is not open, you can click on the tool bar to
preview whichever sheet or page is currently active on your screen.
Tip: To display the Print Preview window, you can also right-click the tab at the top
of the sheet, or right-click the name of the Administration page, that you want
to preview. On the pop-up menu, click Print Preview.
Printing Your Report When you finish formatting your report, and you are satisfied with the way the
report looks in Print Preview, you can generate a hard copy.
To print your report:
Step Action
2. At the top of the tab, click the Print icon.
3. If you are printing data from a single sheet, you can print the title
on the pages of your report. Click the Title arrow to open a drop-
down list, and then choose an option:
• Don’t Print Title.
• Print Title on First Page Only.
• Print Title on Every Page.
If you are printing data from multiple sheets, you can have the
title of each section appear on your printout. Click the Section
Headings arrow to open a drop-down list, and then choose an
option:
• None.
• On First Page of Section.
• On Every Page.
Tip: If you are printing data from multiple sheets of your file, you can
add a page containing the table of contents at the start of your
printed report. To add a table of contents, select the check box
titled Include Table of Contents.
4. At the bottom of the dialog box, click Print.

An additional Print dialog box opens, allowing you to specify which printer
to use, the number of copies to print, etc.
5. Click OK.
April 2, 2013 210

Exporting Data
PHA-Pro allows you to export your reports in several different formats including
HTML, Microsoft Word, text files, database files and PDF format.

Exporting as HTML Files on page 211.
Exporting as Microsoft Word Files on page 211.
Exporting as Comma- or Tab-Delimited Text Files on page 212.
Exporting as Database Files on page 213.
Generating PDF Files on page 213.
Exporting as HTML Files You can export your reports as Hypertext Markup Language (HTML) files. This
ability greatly enhances the usefulness of the software as a report generation tool.
HTML is rapidly becoming a standard file format within many companies
because of its ease of distribution. You can publish HTML versions of your
reports on the World Wide Web or on your company’s intranet.
To export your data as an HTML file:
Step Action
2. Click the HTML icon.

If you are exporting data from multiple sheets of your study, you can add
a table of contents at the top of your HTML file.
Each entry in the table of contents is a link that can be clicked to jump
directly to the corresponding section of the HTML file. To use this feature,
select the check box titled Include Table of Contents.
Note: If you are exporting a single sheet, this feature is not available.
3. Select the check box titled Include Index if you want to insert an
index at the beginning of each long section of the HTML file.
Each section is a separate page in the sheet. Each index entry is a link
that can be clicked to jump directly to the corresponding data. This
feature helps you to navigate through long HTML files.
4. At the bottom of the dialog box, click Export.

The Export to HTML File dialog box opens.
5. In the File name field, enter a name for your HTML file.
6. In the Save in field, specify where you want to save your HTML
file.
7. Click Save.
PHA-Pro saves the file.
Note: If you have a web browser installed on your computer, PHA-Pro
launches the browser and opens the HTML file.
Exporting as Microsoft Word PHA-Pro also lets you export your data as a Microsoft Word file.
Files
April 2, 2013 211

To export your data as a Word file:
Step Action
2. Click the Word Document icon.
3. Under Paper Orientation, select either Portrait or Landscape.

By default, your reports are printed in Landscape format.
4. Set the Margins, which are three-quarters (.75) of an inch wide by

default.
For more information, see Adjusting Margins on page 206.
5. Specify the Color.

For more information, see Specifying Color Printing on page 206.
6. From the Title drop-down list, select how you want to print your
title.
7. If you want to include the information in your notes, select the

Include text for note check box.
8. If you want to allow rows to break over pages, select the Allow
text to break across pages check box.

The Export to Word Document dialog box opens.
10. In the File name field, enter a name for your Word file.
11. In Save in field, specify where you want to save your Word file.
12. Click Save.

PHA-Pro saves your file.
Note: If you have Word installed on your computer system, PHA-Pro
launches Word and opens the Word file.
Exporting as Comma- or Tab- To export data from a single sheet as a comma- or tab-delimited text file:
Delimited Text Files
Step Action
2. Click the Text Export (comma or tab-delimited file) icon.
3. Under Data Layout, click:

• Spreadsheet if you want a spreadsheet layout.
• Database if you want a database layout.
4. Under Column Headings, click:

• Print column headings as first row if you want the first row of
your export file to contain your column headings.
• Don’t include column headings if you do not want the first row of
your export file to contain your column headings.

The Export to Text File dialog box opens.
6. In the File name field, type a name for your export file.
April 2, 2013 212

Step Action
7. From the Save as type drop-down list, select either:

• Comma-Delimited.
• Tab-Delimited.
8. In the Save in field, specify where you want to save your export
file.
9. Click Save.
Note: If you have spreadsheet software on your computer, and you
chose Comma-Delimited in step 7, PHA-Pro launches the
spreadsheet and opens the export file.
Exporting as Database Files To export data from a single sheet as a database file:
Step Action
2. Click the DBF Export (database file) icon.

The Export to DBF File dialog box opens.
4. In the File name field, type a name for your export file.
5. Select one of the following database file formats from the Save as
type drop-down list:
• dBase III.
• dBase IV.
• dBase 5.
• FoxPro 3.0.
6. Use the Save in field to specify where you want to save your
export file.
7. Click Save.
Generating PDF Files The Adobe® Portable Document Format (PDF) is a popular file format. It ensures
a consistent document layout and appearance regardless of the computer system
or platform recipients are using to open PDF files.
PHA-Pro does not contain the Adobe PDF printer drivers. You must install an
appropriate PDF printer driver, such as Adobe Acrobat® PDF Writer or Adobe
Acrobat® Distiller, before you can perform the following procedure. Once a driver
is installed on your computer system, you can easily create a report containing
your data in the PDF format.
April 2, 2013 213

To generate a PDF file:
Step Action
1. If you want to export a single sheet, perform steps 1 to 4 in

Printing or Exporting a Single Sheet on page 197. In step 4, click
Print.
If you want to export more than one sheet, perform steps 1 to 4 in
Printing or Exporting Multiple Sheets on page 198. In step 4, click
Print.
2. Customize your report by:

• Setting the paper orientation.
• Adjusting the margins.
• Specifying the colors.
• Defining headers and footers.
You can also preview the report before exporting it as a PDF file.
Note: For more information on these topics, see Printing Reports on
page 205.
3. Perform steps 3 to 6 in Printing Your Report on page 210.

In step 5, select an appropriate printer that is capable of
generating a PDF file.
4. Click Properties and adjust any settings for your PDF.

Tip: If you want to view your PDF file immediately after creating it,
select the check box called View PDF Results.
5. After making any adjustments to the settings, click OK.

6. Click OK.
The Save PDF File As dialog box opens.
7. In the File name field, type a name for your PDF file.
8. In the Save in field, specify where you want to save your PDF file.
9. Click Save.
Note: If you selected View PDF File in step 4, and you have Adobe
Acrobat or Reader installed on your computer, PHA-Pro launches
the program and opens the PDF file.
April 2, 2013 214

PHA-Pro Chapter 9: Revalidating Your Data
CHAPTER 9: REVALIDATING YOUR DATA

The Occupational Safety and Health Administration’s (OSHA) process safety
management regulation, 29 CFR 1910.119, requires companies to update or
revalidate the PHA’s at least every five years. You can easily complete this task in
PHA-Pro® by using the revalidation features. In this chapter, you will learn a
suggested procedure for conducting a revalidation study. The chapter also presents
checklists of factors that your team may consider during the revalidation.

Suggested Revalidation Process on page 216.
Tracking a Revalidation Study on page 217.
Using Revalidation Markers on page 219.
PHA Revalidation Checklists on page 220.
April 2, 2013 215

Suggested Revalidation Process

The following steps represent a suggested procedure for conducting a revalidation
study:
Step Action
1. Confirm the scope of your revalidation study.
2. Select a team leader to conduct the revalidation.
3. Select a revalidation team.
4. Assemble relevant documents including:

• Previous data.
• Updated drawings and blueprints.
• Updated equipment data.
• Summary of safety incidents since the previous assessment.
• Management of Change data.
• Revised operating procedures.
For more information, see PHA Revalidation Checklists on page 220.
5. As a team, study available data for concerns, assumptions, level of

detail, documentation, responsibilities and schedule.
6. The team leader should prepare the basis for the updated outline
for the assessment.
7. Conduct and record team sessions to perform the revalidated

assessment.
8. Review and issue the revalidated PHA.
April 2, 2013 216

Tracking a Revalidation Study

PHA-Pro has a feature that helps you track the progress of you revalidation study.
It provides a Progress Summary table, as well as allowing you to carry out batch
revalidations for all specific items at once.

Starting a Revalidation Study on page 217.
Checking the Progress of a Revalidation on page 217.
Carrying Out a Batch Revalidation on page 217.
Finishing a Revalidation Study on page 218.
Starting a Revalidation Study To start a revalidation study:
Step Action
1. Go to Tools>Revalidations>Start.
The Revalidation Information dialog box opens.
2. Enter the date in the Started On field.

For more information, see Using Symbols on page 111.
3. Enter any comments in the Comments field. (Optional)
4. Click OK.
The dialog box closes and the date is entered in the Revalidation History
page in the Administration collection.
Checking the Progress of a PHA-Pro allows you to quickly monitor your revalidation study. In the Validation
Revalidation
Summary dialog box, you find the following fields:
• Items - These are the items that need to be revalidated.
• Revalidated - The number of revalidations out of the total number of
revalidations for that item.
• Percentage - The percentage of revalidations out of the total number of
revalidations for that item.
To access the Validation Summary dialog box:
Step Action
1. Go to Tools>Revalidations>Progress Summary.
The Revalidation Summary dialog box opens.
2. Review the table.
3. Click Close.
Carrying Out a Batch PHA-Pro allows you to carry out batch revalidations. This allows you team to
Revalidation
quickly and efficiently mark all the revalidated fields at the end of the study
session.
April 2, 2013 217

To carry out a batch revalidation:
Step Action
1. Go to Tools>Revalidations>Mark as Revalidated.
The Mark as Revalidated dialog box opens.
2. Select the item that you want marked as revalidated by selecting

the appropriate check box.
3. Click OK.
The dialog box closes. All data fields for the item are marked as
revalidated.
Finishing a Revalidation When you have completed your revalidation study, you can easily close out the
Study
study in PHA-Pro.
To finish a revalidation study:
Step Action
1. Go to Tools>Revalidations>End.
The Revalidation Information dialog box opens.
2. Enter the date in the Finished On field.

For more information, see Using Symbols on page 111.
3. Enter any comments in the Comments field. (Optional)
4. Click OK.
The dialog box closes and the date is entered in the Revalidation History
page in the Administration collection.
April 2, 2013 218

Using Revalidation Markers

As your team reviews the information in the study, you will want to indicate
which information has been confirmed to be valid, accurate and up-to-date. If you
mark a cell as being revalidated and then later change your mind about the cell’s
revalidated status, you can remove the mark from the cell. Every time you mark or
remove a revalidation mark, the change is tracked in the Progress Summary table.

Marking Data as Revalidated on page 219.
Removing Revalidation Markers on page 219.
Marking Data as Revalidated To indicate that data has been confirmed to be valid, accurate and up-to-date:
Step Action
1. Click the cell containing the data that has been revalidated.
2.
If the Marker button on the tool bar displays the , click this
button. If not, click the beside the Marker button to open a

drop-down list, and then click Revalidated.
The software displays a red check mark in the cell, allowing you to tell at
a glance which data on your screen has been revalidated.
Tip: You can switch to a different symbol if you do not want to use the red check
mark to flag revalidated data. For more information, see Customizing
Markers on page 256.
Tip: You can further increase the usefulness of your revalidation marker by adding
one or more data fields to it. For instance, you might insert a date field so that
you can use the software’s built-in pop-up calendar to indicate the date on
which you last revalidated each cell. To add fields to your revalidation marker,
see Adding Data Fields to a Marker on page 255. In step 1, click Markers and
then click Revalidated.
Removing Revalidation To remove revalidation markers:

Markers
Step Action
1. Click the revalidation check mark you want to delete.
2.
Or
Go to Edit>Remove.
Or
The check mark is removed from the cell.
April 2, 2013 219

PHA Revalidation Checklists

When revalidating your PHA, there are several areas of the previous that you
should consider. The checklists in the section provide a basis for the types of
information that you should consider during your validation study.

Quality of Initial PHA on page 220.
Management of Change (MOC) Issues on page 221.
Process Safety Information (PSI) Package on page 221.
Quality of Initial PHA The following table provides a basis for the type of information you should
consider when reviewing the quality of the initial PHA:
Question Response
Was the scope of the previous PHA adequate with all critical
items and activities covered?
Did the previous team have the correct range of expertise, for
example, process design, instrumentation & control, operations,
maintenance and so on?
Did the previous team have a person knowledgeable in the PHA

method that was used?
Did the previous team have a person knowledgeable in the

process that was assessed?
Considering the nature of the process, the potential failure

modes that exist, the actual operating experience and the type
of design, was the correct PHA methodology used?
Was sufficient time spent on the previous PHA so that all the
hazardous issues were addressed?
Were issues addressed in sufficient detail?
Were the actions or recommendations that were developed the

logical conclusions of a thorough analysis?
Was the previous PHA well documented and could it be easily

understood?
Were all items resolved during the previous PHA?
Were all concerns that were identified, and for which no actions
or recommendations were deemed necessary, adequately
safeguarded?
Were all action items or recommendations that were developed

during the PHA addressed and satisfactorily resolved?
April 2, 2013 220

Management of Change The following table provides a basis for the type of information you should
(MOC) Issues
consider when reviewing MOC issues:
Question Response
Are you familiar with all the MOCs that have been issued since
the previous PHA?
Do you have a procedure for identifying which MOC issues need

PHA?
Have there been process or design changes since the previous

PHA and have PHA reviews been augmented through the MOC
system?
Is the MOC documentation adequate? Is the updated PHA

documentation adequate?
Is there an PHA update available for every applicable MOC?
Did the PHA team assessing the MOC have adequate knowledge
and expertise?
Process Safety Information The following table provides a basis for the type of information you should
(PSI) Package
consider when reviewing the PSI package:
Question Response
Have any new substances been introduced into the

manufacturing process with potential for failure effects?
Has any new equipment been introduced into the process with
potential for failure effects?
Have any new procedures been introduced into the process with
potential for failure effects?
Have changes to the process been included on the drawings or

blueprints?
Are the drawings or blueprints up-to-date?
Have changes to the process or design been included on

equipment specification and data sheets?
Have changes to the process instrumentation and control

systems been included on appropriate documents, such as
drawings or blueprints, instrument data sheets and so forth?
Have changes to the process been included in the operating

procedures, where required?
Have changes to the process been included in the instrument

alarm lists, where required?
Have changes to the process been included in the training

manuals, where required?
Have changes to the process been included in the contractor

orientation materials, where required?
April 2, 2013 221

PHA-Pro Chapter 10: Managing Charts
CHAPTER 10: MANAGING CHARTS

PHA-Pro provides a powerful array of data analysis tools to help you gain insight
about high-risk areas of your products. This chapter shows you how to create and
format two-dimensional line and bar charts, three-dimensional bar charts, Pareto
Charts, and criticality matrices.

Adding Charts to your Template on page 223.
Formatting Charts on page 229.
April 2, 2013 222

Adding Charts to your Template

PHA-Pro makes it easy to create charts to help you analyze your data. Viewing a
visual representation of data often provides quicker insight than can be achieved
through studying lengthy columns of numbers in a worksheet. The software helps
you to quickly plot two-dimensional line charts, two- and three-dimensional bar
charts as well as Pareto charts and critically matrices. shows an
example of a 3-D bar chart that has been inserted into the Analysis collection.

Inserting a 2-D Line Chart, 2-D Bar Chart, or Pareto Graph in your Study on
page 223.
Inserting a 3-D Bar Chart in your Study on page 224.
Inserting a 2-D Scatter Plot in your Study on page 226.
Inserting a 2-D Line Chart, 2- To insert a 2-D line chart, 2-D bar chart, or pareto graph in your study:
D Bar Chart, or Pareto Graph
in your Study Step Action
1. IN Project Settings by carrying out one of the following:

2. In Project Settings, click Sheets.

3. In the left pane, click a spot to indicate where you want to insert
the new chart.
4. Click Add on the Sheets bar.

Or
Right-click your mouse and select Add from the drop-down menu.
The New Sheet dialog box opens, displaying a list of objects you can add
to your file.
5. Click Chart.
6. Click Next.
The New Sheet - Name dialog box opens.
7. Name the Chart by:

• Creating a custom label:
1. Click Use the following name.
2. Type the name in the available field.
• Using the name of an object from your project hierarchy:
1. Click Use the name of the following hierarchy item.
2. Select the appropriate object from the list.
8. Click Next.
The New Sheet - Chart Types dialog box opens. (Figure 10-1)
9. Click the type of chart you want to create.
April 2, 2013 223

Step Action
10. Click Next.

The New Sheet - X Axis dialog box opens.
11. Click the appropriate radio button to specify the type of data you
want to plot along the X axis of your new chart.
12. Click Next.

The New Sheet - Formula dialog box opens. (Figure 10-2)
select a data element from your template. When you have selected
the data element, click OK.
Note: For most 2-D charts and Pareto graphs, you do not have to enter a
formula, you just have to select the Y-Axis field.
Note: You cannot type the name of a reference field in the workspace,
you must use the insert reference button.
14. Click Finish.
To modify your chart’s size or appearance, see Formatting Charts on page 229.
Inserting a 3-D Bar Chart in To add a 3-D Bar chart to your study:
your Study
Step Action

2. Click Sheets.
3. In the left pane, click a spot to indicate where you want to insert
the new chart.

Or
to your file.
5. Click Chart.
6. Click Next.

April 2, 2013 224

Step Action
8. Click Next.
The New Sheet - Chart Type dialog box opens. (Figure 10-1)
9. Select 3-D Bar Chart.
10. Click Next.

The New Sheet - X Axis dialog box opens.
want to plot along the X axis of your new chart.
12. Click Next.

The New Sheet - Y Axis dialog box opens.
13. Click the appropriate radio button next to the type of data you
want to plot along the Y axis.
14. Click Next.

The New Sheet - Formula dialog box opens. (Figure 10-2)
15. Define your new formula in the blank workspace by selecting the
references and formula:
3. Click OK.
marker.
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
April 2, 2013 225

Step Action
16. Click Finish.
Inserting a 2-D Scatter Plot in The 2-D Scatter Plot provides a means of identifying and comparing each failure
your Study
mode to all other failure modes with respect to severity. The scatter plot is
constructed by inserting the item or failure mode identification numbers in matrix
locations representing the severity categories, and then inserting either the
probability of occurrence level or the criticality number (Cr) for the item’s failure
modes.
To add a new 2-D Scatter Plot to your study:
Step Action

2. Click Sheets.
3. In the left pane, click a spot to indicate where you want to insert a
new sheet.

Or
to your file.
5. Click Chart.
6. Click Next.

8. Click Next.
The New Sheet - Chart Type dialog box opens. (Figure 10-1)
9. Select 2-D Scatter Plot.
10. Click Next.

The New Sheet Scatter-Plot Items dialog box opens.
April 2, 2013 226

Step Action
want to plotted as scatter-plots.
This information should be a potential cause.
12. Click Next.

The New Sheet - Horizontal Axis Items dialog box opens.
13. Click the appropriate radio button next to the type of data you
want to plot as horizontal axis items.
This should be one of your risk ranking criteria - for example, either
severity, occurrence or detection.
14. Click Next.

The New Sheet - Horizontal Formula dialog box opens. (Figure 10-2)
15. Enter the data element:
Note: This should be same data element as you chose for the horizontal
(x) axis.
3. Click OK.
This should be same data element as you chose for the horizontal (x)
axis.
16. Click Next.

The New Sheet - Vertical Formula dialog box opens. (Figure 10-2)
17. Enter the Risk Ranking data element:
2. Select the Risk Ranking reference hierarchy item.
3. Click OK.
18. Click Finish.
To modify your chart’s size or appearance, see Formatting Charts on page 229.
April 2, 2013 227

Figure 10-1: The Chart Type page of the New Sheet dialog box allows you to select from
several different types of charts.
Figure 10-2: Using the buttons and menus to insert references and functions in the New
Sheet dialog box makes it easy to define a formula for your new chart.
Figure 10-3: This simple 3-D bar chart plots the Severity and Likelihood.
April 2, 2013 228

Formatting Charts
PHA-Pro gives you total control over the size, content and appearance of your
charts. The formatting features contained within the Chart Options dialog box are
divided into two sections. The left pane of the dialog box allows you to specify
which aspect of your chart you want to format, such as the X-axis, Y-axis or
legend, and the right pane provides a series of tabs containing options you can
adjust.

Accessing the Chart Options Dialog Box on page 229
Defining the Title and Size of Your Chart on page 230.
Selecting Background and Text Colors on page 230.
Changing the Font for Chart Labels on page 230.
Rotating a 3-D Bar Chart on page 231.
Modifying the Title and Labels for the X-Axis on page 231.
Changing Which Data the X-Axis Plots on page 232.
Modifying the Title and Data Labels of the Y-Axis on page 232.
Defining the Scale of the Y-Axis or Z-Axis on page 232.
Editing the Formula for the Z-Axis on page 232.
Formatting Data Sets for Pareto Charts on page 233.
Hiding, Displaying or Repositioning the Legend on page 235.
Figure 10-4: The Chart Options dialog box provides an extensive set of formatting
controls.
Accessing the Chart Options The Chart Options dialog box provides all of the formatting controls that you
Dialog Box
require for formatting the size, content and appearance of your charts.
To access the Chart Options dialog box:
Step Action
 Display the Chart Options dialog box by carrying out one of the
following:
• Double-clicking the chart.
• Right-clicking the chart and clicking Properties on the pop-up menu.
The Chart Options dialog box opens.
April 2, 2013 229

Defining the Title and Size of The Chart Options dialog box makes it easy to display a main title above your
Your Chart
chart to clarify the meaning of the data it displays. You can also quickly adjust the
width and height of your chart as well as the thickness of its axis lines. You can
even change the positioning of the X- and Y-axes.
To modify your chart:
Step Action
1. In the left pane of the Chart Options dialog box, click Chart.
2. In the right pane, click the Chart tab.
3. To display a title above your chart, type it in the Chart Title field.
4. Specify the desired size of your chart by entering the size in the
Width and Height fields.
Note: All values are measured in inches.
5. Change the thickness of the lines used to plot the axes by typing
the appropriate value in the Line Thickness field.
Note: This number is measured in points.
Note: This option is not available for 3-D Bar Charts.
6. Select Swap X and Y axes to switch the positions of the X- and Y-

axes of your chart.
7. Click OK.
Selecting Background and To change the background color of your chart, and the colors of the axis lines and
Text Colors
labels:
Step Action
1. In the left pane of the dialog box, click Chart.
2. In the right pane, click the Color tab.
3. Select your Chart Background Color.

1. Click the Chart Background Color arrow to open a pop-up palette.
4. Select your the color of your axis labels.

1. Click the Text Color arrow to display a pop-up palette.
5. Click OK.
Changing the Font for Chart To modify the fonts of your chart title, axis labels and legend:
Labels
Note: If you are going to be using Japanese or Chinese, use MS P Gothic font
rather than Arial Unicode MS. If you do not use MS P Gothic, you may
encounter difficulties when trying to rotate the charts.
April 2, 2013 230

Step Action
1. In the left pane of the dialog box, click Chart.
2. In the right pane, click the Font tab.

The Font tab appears.
3. Under Font, click the font you want to use.

Note: The options that appear in this list depend upon which fonts are
installed on your computer.
4. If you wish to bold or italicize the text, select Bold, Italic or both.
5. Click OK.
Rotating a 3-D Bar Chart You can rotate your 3-D bar charts in order to get the best effect for the data.
To rotate your 3-D bar charts:
Step Action
1. Position your mouse pointer on the chart.
2. Hold the left mouse button down.
3. Drag the mouse to rotate the chart.
4. When chart has been rotated to the correct position, release left
mouse button.
Modifying the Title and To modify the title and labels for your chart’s X-axis:
Labels for the X-Axis
Step Action
1. In the left pane of the dialog box, click X-Axis.
2. In the right pane, click the Label tab.
3. Enter the title of the axis in the Axis Title field.
4. Set the orientation of data labels along the X-axis:

1. Click the Label Rotation arrow to open a drop-down list.
2. Select one of the available options.
5. Set the display format of labels by using the Label Text drop-down
list and selecting one of:
• Item Text to display both the number and name of each data
element.
• Item Number to display only the numbers.
6. Set the length of the x-axis labels by entering the field length in
the Max Characters field. (Optional)
This field only appears if you select Item Text in step 6.
Tip: Any label that exceeds the maximum value you specify is truncated.
This field is set by default to 30 characters, but you can modify this
value to suit your needs.
7. Click OK.
April 2, 2013 231

Changing Which Data the X- To change which data element from your file is plotted along the X-axis:
Axis Plots
Step Action
1. In the left pane of the dialog box, click X-Axis.
2. In the right pane, click the Items tab.
3. If necessary, open an object to expand the list.
4. Click the radio button next to the object that you want to plot.
5. Click OK.
Modifying the Title and Data To modify your chart’s Y-axis title and data labels:
Labels of the Y-Axis
Step Action
1. In the left pane of the dialog box, click Y-Axis.
2. In the right pane, click the Label tab.
3. Enter the title of the axis in the Axis Title field.
4. Set the orientation of data labels along the Y-axis:

1. Click the Label Rotation arrow to open the drop-down list.
2. Select one of the available options.
5. Click OK.
Defining the Scale of the Y- To modify the scale for the data plotted along the Y-axis or Z-axis:
Axis or Z-Axis
Step Action
1. In the left pane of the dialog box, click either:

• Y-Axis.
• Z-Axis.
2. In the right pane, click the Scale tab.

Under Range, the Use Default feature is selected by default, meaning that
the software automatically sets the Minimum Value and Maximum Value
to limits that are appropriate for the data being plotted.
3. Change the minimum and maximum values plotted:

1. Deselect Use Default.
2. Enter the desired number in the Minimum Value field.
3. Enter the desired number in Maximum Value field.
Note: For 2-D Line Charts, you can plot the Y-axis values as logarithms
by selecting Use Logarithmic Scale.
4. Click OK.
Editing the Formula for the Z- You can edit the formula of the Z-axis of your 3-D Bar Chart to show the results
Axis
of a different calculation.
To edit the Z-Axis formula:
Step Action
1. In the left pane of the dialog box, click Value 1.
April 2, 2013 232

Step Action
2. In the right pane, click the Formula tab.

The tab displays the formula that the software is currently using to
calculate the data for the Z-axis of your 3-D Bar Chart. (Figure 10-2)

3. Click OK.
marker.
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
Formatting Data Sets for You can also create Pareto charts, which combine a bar graph with a cumulative
Pareto Charts
line graph. The bars are arranged in descending order, while the line graph shows
the percent contribution of all preceding bars. Pareto charts help to show where
effort should be focused for maximum benefit by helping you answer the
following questions:
• What are the largest issues facing our team or business?
• What 20% of sources are causing 80% of the problems? (This is known as the
80/20 rule).
• Where should we focus our efforts to achieve the greatest improvements.
April 2, 2013 233

PHA-Pro provides a series of options that let you customize the appearance of the
Pareto chart’s bars, markers and line, as well as modify the formula of the data set.
To format data sets for a Pareto chart:
Step Action
1. In the left pane of the dialog box, click a Pareto Analysis Data Set
(for example: Value (Item Value)).
2. In the right pane, click the General tab.

Note: The Show feature allows you to control whether the data set is
plotted as part of the chart or it is hidden. This feature is selected
by default, meaning that the software plots the data. If you want
to hide it, click this feature to remove the check mark.
3. Modify the way the software labels the data set in the legend by
typing the desired label in the Legend field.
4. Click the Formula tab in the right pane of the dialog box.
The tab displays the formula that the software is currently using to
calculate the data set. (Figure 10-2)
5. Define your new formula in the blank workspace:

3. Click OK.
marker.
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
April 2, 2013 234

Step Action
6. Format the line graph portion of your Pareto Chart:

1. Click the Line Style tab in the right pane of the dialog box.
2. To select a pattern for the line graph, Click the Pattern arrow and
then select a pattern from the drop-down list.
3. Type the desired width in the Width field.
Note: The default line width is 1.00 point.
4. Change the color of the line graph:
1. Click the Color arrow to open a pop-up palette.
2. Select the desired color.
7. Format the markers used to plot data points along the line.
1. Click the Symbol Style tab.
2. Click the Shape arrow and then select a shape option from the drop-
down list.
3. Change the size of the markers by entering a different point value in
the Size field.
Note: The default marker size is 5.00 points
4. Change the color of the markers:
8. Format the bar graph portion of your Pareto Chart:

1. Click the Bar Fill Style tab in the right pane of the dialog box.
2. Click the Pattern arrow and then select a fill pattern from the drop-
down list.
3. Change the color of the bars:
9. Repeat steps 1 to 8 for each data set.
10. When you finish formatting the Pareto Chart, click OK
Hiding, Displaying or To display the chart’s legend:

Repositioning the Legend
Step Action
1. In the left pane of the dialog box, click Legend.

On the Legend tab in the right pane, the Show Legend feature controls
whether or not your chart includes a legend.
2. To display or hide the legend, select or deselect the Show Legend

check box.
3. Specify where you want the Legend to appear:

1. Click the Location arrow.
2. Choose an option from the drop-down list
4. Click OK.
April 2, 2013 235

PHA-Pro Chapter 11: Customizing Your Templates
CHAPTER 11: CUSTOMIZING YOUR TEMPLATES

Project Settings contains two of the most powerful features of PHA-Pro - Project
Settings and Hierarchy. In this chapter you will learn to use these features to
modify the templates to suit the needs of your organization. You will also learn to
manage your risk systems and codes and categories in existing ones.

Project Settings on page 237.
Risk Systems on page 240.
Customizing the Risk Systems on page 241.
Creating, Importing and Exporting a Risk Matrix on page 245.
Codes and Categories on page 248.
The Hierarchy on page 259.
Limitations When Working With Hierarchy Items on page 261
Adding Items to the Hierarchy on page 262.
Customizing the Hierarchy on page 277.
Sheets on page 294.
Adding New Sheets on page 295.
Customizing Sheets on page 305.
April 2, 2013 236

Project Settings
Project Settings allows users to access to the database management settings of
PHA-Pro. It provides the setting for template administrators to customize their
templates or to create a new template from scratch.
Project Settings is broken into two panes. The left pane is the Project Settings
menu and is broken into five sections, while the right hand pane provides a series
of tabs containing customization options for the individual page or sheet. When
you click on one of the menu bars, the section opens and becomes active. An Add
and Remove button appear on the menu bar. These buttons allow you to add or
remove pages or sheets to that section.
Note: There some mandatory files and sheets in the Hierarchy and Sheets
sections that cannot be removed. The Remove button is inactive when
these items are selected.
Figure 11-1: Project Settings contains 2 panes. The left hand pane is a menu that allows
you access to the various sections. The right hand pane provides information on the
individual field, page or sheet in the section.

Project Settings Menu Items on page 237.
Accessing Project Settings on page 238.
Accessing a Section in Project Settings on page 238.
Expanding the Tree on page 238.
Collapsing the Tree on page 239.
Project Settings Menu Items The items in the Project Settings menu are:
• Risk Systems. Risk Systems provides industry standard risk systems. It also
allows you to customize the risk systems to suit your needs. For more
information, see Risk Systems on page 240.
• Codes and Categories. These are the drop-down lists of codes for the
categories that have been created for the study. You can add codes for use of
April 2, 2013 237

the predefined data in conjunction with the reference data type. For more
information, see Codes and Categories on page 248.
• Markers. This section lists the markers that have been created for study. Using
this section you can create or modify existing markers for your study. For
more information, see Markers on page 253.
• Hierarchy. This section defines the hierarchical relationships between the
different types of data in your file. It contains all of the options you need to
customize your project hierarchy. For more information, see The
Hierarchy on page 259.
• Sheets. This section allows you to create sheets or pages that manage how
data is being displayed. For more information, see Sheets on page 294.
To customize the structure of your report or create your own template, you use the
Hierarchy and Sheets sections.
Accessing Project Settings To access Project Settings:
Step Action
 Access Project Settings by carrying out one of the following:

• Go View>Project Settings.
Accessing a Section in To access a section in project settings:

Project Settings
Step Action
 Click the bar containing the name of the section that you want to
access.
Expanding the Tree When you want to expand a tree or sub tree in Project Settings, you can either
open the whole tree, or sub tree, including all of its children or open up the tree or
sub tree but leave its children collapsed.
To expand the tree but leave the children collapsed:
Step Action
 Click the plus sign next to the name of the element of the tree that
you want to expand.
To expand the tree, or sub tree, including its children:
Step Action
1. Right-click the element whose area you want to expand.
2. Select Expand from the drop-down menu.
April 2, 2013 238

Collapsing the Tree To collapse the tree or sub tree:
Step Action
 Click the minus sign next to the name of the top element of the
tree or sub tree that you want to collapse.
To collapse a tree or sub tree using the right-click menu:
Step Action
1. Right-click the name of the top element of the area that you want
to collapse.
2. Select Collapse from the drop-down menu.
April 2, 2013 239

Risk Systems
A risk matrix is a semi-quantitative methodology that is often used with hazards
identification. it permits a first order of magnitude identification of risk by
addressing both frequency and consequence. The Risk Matrix can be viewed in
Risk Systems, which is found in Project Settings.
Figure 11-2: The above example is the Risk Matrix found in the HAZOP template.
April 2, 2013 240

Customizing the Risk Systems

IHS compiled the severity and likelihood scales and created the corresponding
Risk Matrices after an extensive assessment of the needs of our clients. The scales
and the Risk Matrices are fully customizable, however, allowing you to modify
them to meet the unique risk assessment requirements of your organization.

Changing the Name of the Risk System on page 241.
Changing the Name of the Axis Labels on page 241.
Editing Codes on page 241.
Adding a Code on page 242.
Deleting Codes on page 242.
Re-Ranking Codes on page 243.
Changing the Name of the To change the name of the Risk System:
Risk System
Step Action
1. In Project Settings, click Risk Systems.

The Risk Systems section opens.
2. Click the risk system you want to modify.

This tab lets you define naming conventions for the risk system.
4. Click the field entitled Risk Matrix Name.
5. To change the axis labels for the Risk Matrix, edit the text
displayed under Naming Conventions.
6. Edit the data.
Changing the Name of the To change the name of the axis labels:
Axis Labels
Step Action


This tab lets you define naming conventions for the risk system.
4. Click either the Value 1 or the Value 2 field.
5. Edit the data.
Editing Codes Although the risk ranking scales in PHA-Pro are industry standard, you can
modify them by editing, adding and deleting codes.
April 2, 2013 241

To edit Severity, Likelihood and Risk Ranking levels:
Step Action

3. In the right pane, click the Severity, Likelihood or Risk Ranking

tab. (Figure 11-3)
PHA-Pro displays the entire ranking scale.
4.
Click the cell of interest and then click on the tool bar.
Or
Double-click the cell.
5. Edit the data.
Adding a Code To add a code:
Step Action


tab. (Figure 11-3)
4. Click the cell in the ranking column where you want to enter the
new code level.
5.
A new row appears below the cell you selected.
6. Type a number that accurately represents the new code’s relative

position within the list.
7. Press the Tab key on your keyboard.
8. Type a description for the new code that serves as a reminder of

the code’s meaning.
Deleting Codes To delete a code:
Step Action


tab. (Figure 11-3)
April 2, 2013 242

Step Action
4. Click the appropriate cell and then either:

• Press the Delete key on your keyboard.
If the code is referenced elsewhere in the study, a dialog box opens. It
tells you that the code is referenced elsewhere, and asks you if you want
to delete the code.
Click:
• Yes to delete the code.
• No to keep the code.
Re-Ranking Codes To re-rank the codes:
Step Action


tab. (Figure 11-3)
4. Select a code you want to move.
5.
Click or on the tool bar to move the code into the correct
position.
Figure 11-3: Modifying the risk ranking scale for severity, likelihood or risk ranking is
easy in Project Settings.
Customizing the Risk Matrix Besides customizing the risk ranking scales, you can further customize your Risk
Matrix by switching the risk ranking codes that appear in its cells. When you do
so, you change the definition of risk within your study. For example, you might
decide that a Severity of 2 versus a Likelihood of 4 should no longer be defined as
April 2, 2013 243

Not Desirable and that from henceforth it should be defined as Unacceptable. You
can easily switch codes in the appropriate cell of the Risk Matrix.
Editing a Code in a Risk To edit a code in a Risk Matrix cell:

Matrix Cell
Step Action

2. Click the risk system that contains the risk matrix you want to
modify.
3. In the right pane, click the Matrix tab.

The Risk Matrix is displayed.

A pop-up window appears displaying the risk ranking codes contained in
your file.
5. Click the code you want to enter in the cell.

The code in the cell is changed.
Changing the Color of Cells To change the text or background colors in a Risk Matrix:
in a Risk Matrix
Step Action

2. Click the risk system containing the risk matrix you want to
modify.
3. In the right pane, click the Matrix tab.

The Risk Matrix is displayed.
4. Click the cell whose color you want to format.
5. Click Color in the upper-right corner of the Matrix tab.

The Cell Format dialog box appears.


8. Click OK.
All cells of the risk matrix that contain the same risk ranking code now
display the new color coding.
April 2, 2013 244

Creating, Importing and Exporting a Risk Matrix

As well as allowing you to customize the existing risk matrix, PHA-Pro allows
you to create or import a new matrix. It also allows you to remove matrices that
are no longer being used.

Creating a Risk Matrix on page 245.
Exporting a Risk Matrix on page 246.
Importing a Risk Matrix on page 246.
Creating a Risk Matrix To create a risk matrix:
Step Action

2. Click Add on the Risk Systems bar.
3. Select 2D Risk Matrix.
4. Click Next.
The New Risk System dialog box opens.
5. Enter a new name in the Risk Matrix Name field.
6. Add a description of the matrix in the Description field. (Optional)
7. Modify any of the following fields: (Optional)

• Value Name.
• Abbr.
• Number of Values.
• Result Name.
• Abbr.
• Number of Values.
8. Click Finish.
9. Edit the Severity, Likelihood and Risk Ranking codes.

For more information, see Editing Codes on page 241.
10. Edit the Risk Matrix.

For more information, see Customizing the Risk Matrix on page 243.
11. Click the Usage tab.
12. Click Add.

The Add/Edit Risk Matrix Usage dialog box opens.
13. Select the item that you want to link to the matrix from the Linked
Item drop-down list.
14. In the name section of the dialog box, deselect the Default check
box.
15. Enter a name in the description field.

Note: Carrying out steps 14 and 15 groups your matrix in the Hierarchy
in their own group.
April 2, 2013 245

Step Action
16. Go to the sheet displaying the field that is linked to the matrix.
17. Display the columns in the sheet.

Exporting a Risk Matrix To export a risk matrix:
Step Action

2. Right-click the matrix you want to export.

A pop-up box opens.
3. Click Export.
The Export Risk System dialog box opens.
4. Using the Save in field, navigate to the folder to which you want to
save the matrix.
Tip: If you want to rename the matrix, change the name in the File
Name field.
5. Click Save.
The matrix is exported.
Importing a Risk Matrix To import a risk matrix:
Step Action

2. Right-click the left pane.

3. Select Import.
The Import Risk System dialog box opens.
4. Using the Look in field, navigate to the folder containing the study
or template whose matrix you want to import.
5. Select the study or template.
6. Click Open.
7. Click the check box of the matrix that you want to import.
8. Click OK.
9. Edit the Severity, Likelihood and Risk Ranking codes. (Optional)

For more information, see Editing Codes on page 241.
10. Customize the Risk Matrix. (Optional)

For more information, see Customizing the Risk Matrix on page 243.
11. Click the Usage tab.
April 2, 2013 246

Step Action
12. Click Add.

The Add/Edit Risk Matrix Usage dialog box opens.
13. Select the item that you want to link to the matrix from the Linked
Item drop-down list.
14. In the name section of the dialog box, deselect the Default check
box.
15. Enter a name in the description field.
16. Go to the sheet displaying the field that is linked to the matrix.
17. Display the columns in the sheet.

April 2, 2013 247

Codes and Categories

Categories are groups of codes that you can assign to various types of data. Using
categories can help to make data more meaningful by indicating the relationships
between different ideas in your file. For instance, you might want to insert a code
next to each consequence to indicate whether it is a health, safety or regulatory
concern.

Adding Categories on page 248.
Adding Codes on page 249.
Editing Codes on page 249.
Deleting Codes on page 249.
Rearranging Codes on page 250.
Deleting Categories on page 250.
Exporting Categories on page 250.
Importing Categories on page 251.
Linking Categories to Worksheets on page 251.
Changing the Default Column for a Category on page 252.
Changing the Column Accessed on page 252.
Adding Categories To add categories to your file:
Step Action
1. In Project Settings, click Codes and Categories.

The codes and categories in your file are displayed.
2. Click Add on the Codes and Categories.
3. In the right pane, click the Naming Convention tab.

For more information on setting names, see Renaming Hierarchy Items on
page 278.
4. In the right pane, click the Values tab. (Figure 11-4)

This tab lists the various categories that already exist for the data element
you chose in step 3.
5. In the Code column, enter the name for the code
6. In the Description column, enter a description for the new

category.
7. To add another code, click the Enter key.

A new row appears.
8. Repeat Steps 5 to 7 for each new code.
April 2, 2013 248

Adding Codes To add codes:
Step Action

2. Select the category that you want to edit.

This tab lists the various codes that already exist for the data element you
chose in step 2.
4. Place the cursor in the row above we you want to place the new
code and hit Enter.
A new row appears.
5. In the Code column, enter the new code.
6. In the Description column, enter a description for the new code.
7. Repeat steps 4 to 6 for each new code.
Editing Codes To edit codes:
Step Action


chose in step 2.
4.
Click the cell of interest and then click on the tool bar.
or
Double-click the cell.
5. Edit the information in the cell.
6. Click outside the cell.
Deleting Codes To delete codes:
Step Action


chose in step 2.
4. Select the code you want to delete.
April 2, 2013 249

Step Action
5. Delete the code, by either:
• Clicking the Code cell and then click on the tool bar.
• Pressing the Delete key on your keyboard.
Rearranging Codes To rearrange codes:
Step Action


chose in step 2.
4. Select the code you want to move.
5.
Click or on the tool bar until the code is in the proper
position.
6. Repeat steps 4 and 5 for each code that you want to rearrange.
Deleting Categories To remove unused categories from a file:
Step Action

2. Click the category that you want to remove.
3. Either:
• Click Remove on the Codes and Categories bar.
• Right-click the category and select Delete from the pop-up list.
A dialog box opens asking you if you want to remove the category/code.
4. Click Yes.
The category/code is removed.
Exporting Categories To export categories:
Step Action

The Codes and Categories page opens.
2. Right-click the category that you want to export.

A pop-up box opens.
3. Click Export.
The Export Code/Category List dialog box opens.
April 2, 2013 250

Step Action
4. Using the Save in field, navigate to the folder to which you want to
save the system.
Tip: If you want to rename the category, change the name in the File
Name field.
5. Click Save.
The category is exported.
Importing Categories To import a category:
Step Action

The Codes and Categories page opens.
2. Right click the field.

3. Select Import.
The Import Code/Category List dialog box opens.
4. Select the study or template that contains the category you want
to import.
5. Click Open.
6. Click the check box of the category that you want to import.
7. Click OK.
The category is imported into your study.
Figure 11-4: The Values tab lets you add, edit, delete, rearrange and print categories for
a specific type of data.
Linking Categories to Once you have created your categories, you link them to your forms and
Worksheets
worksheets.
Note: When you link a category to the column in a worksheet, PHA-Pro
automatically creates the link to the uppermost data field in the category’s
hierarchy.
April 2, 2013 251

To link a category to a worksheet:
Step Action
1. Link the category to the worksheet.

For further information, see Defining Data Linkages on page 285.
2. In the appropriate category column of the Worksheet, double-

click the cell corresponding to the data element of interest.
A pop-up window appears, displaying the various categories.
3. Click the appropriate category.
Changing the Default Column You can change the default column of the information that a category enters when
for a Category
a code is selected.
To change the default column:
Step Action
1. In Project Settings, click Hierarchy.
2. Open the Category.
3. Drag and drop the data field to the top.
Changing the Column As well as changing the default column, you can link a specific column in the
Accessed
Category to a specific sheet.
To change the column accessed for a specific sheet:
Step Action
2. Select the sheet.
3. Click the Columns tab in the right hand pane.
4. Open the Category.
5. Click the check box of the data field that you want to use.
April 2, 2013 252

Markers
In Markers under Project Settings, you can create new markers for marking your
data. You can specify which symbol you want for a custom marker and then use it
to quickly mark data in your file.

Creating New Markers on page 253.
Creating New Markers in Project Settings on page 254.
Adding Data Fields to a Marker on page 255.
An Alternate Method of Adding a Field on page 256
Customizing Markers on page 256.
Deleting a Marker from the File on page 257.
Creating New Markers To create a new marker:
Step Action
1.
A drop-down list of markers and marker options appear.
2. Click New Marker.

The Add Marker dialog box appears. (Figure 11-5)
3. Enter a name for the new marker in both the Singular and Plural
fields.
4. Type a short form for the marker name in the Abbreviation field.
(Optional)
5. Enter a label in the Keyword field. (Optional)

Tip: Typing a label in the Keyword field helps the software to identify
this new data element when you copy data between files or from a
library.
6. Click Next.
The symbol selection options page opens. (Figure 11-6)
Tip: If you are creating a new marker from Project Settings, click the
Symbol tab.
7. To select a character for the new marker, click Choose Symbol.

The Symbol dialog box opens.
8. Click the symbol you want to use.

Tip: Use the Font field at the top of the dialog box to change to a
different font set if you do not see the character of interest.
9. In the Symbol dialog box, click OK.

The Preview area of the Add Marker dialog box lets you see the results of
all your formatting decisions as you make them.
10. Under Size, click the arrow.

A drop-down list of point sizes opens.
11. Click the size you want the symbol to be.
April 2, 2013 253

Step Action
12. To define the size, click one of the following:

• Font Size
• Character Height.
13. To further customize the symbol, select one or more of the

following:
• Bold.
• Italic.
• Darken.
14. To change the color of the symbol’s outer border:

• Click the Outline Color arrow to open the pop-up color palette.
• Click the color you want to use.
15. To change the color that appears inside the symbol:

• Click the Fill Color arrow to open the pop-up color palette.
Note: For some symbols, there is no fill color.
16. Click Finish.
Creating New Markers in To create a new marker:

Project Settings
Step Action
1. In Project Settings, click Markers.
2. Click Add.
The new marker appears at the bottom of the list.
3. Click the Name tab in the right hand pane.
4. Enter a name for the new marker in both the Singular and Plural
fields.
5. Type a short form for the marker name in the Abbreviation field.
(Optional)
6. Click the Symbol tab.

The symbol page opens. (Figure 11-5)




April 2, 2013 254

Step Action
12. To define the size, click one of the following:

• Font Size
13. To further customize the symbol, select one or more of the check
boxes called Bold, Italic and Darken.


Figure 11-5: The first step of completing the Add Marker dialog box is to enter a name
for the custom marker you are creating.
Figure 11-6: You can select whatever symbol you want for the new marker and then
format its appearance.
Adding Data Fields to a You can increase the usefulness of your new marker by adding one or more data
Marker
fields to it. You can add any type of field to a marker by adding a hierarchy item to
the marker.
April 2, 2013 255

To add fields to a marker:
Step Action

The Hierarchy opens.
2. Open Markers.
The markers are listed.
3. Click the marker into which you want to insert the new object.
4. Add the hierarchy item.

An Alternate Method of To add a field without using the hierarchy:

Adding a Field
Step Action
1. Click the Marker to which you want to add the field.
2. Click List of Marked Items Tab.
3. Right-click the header.
4. Go to Show Column>New Column.

New Column dialog box opens.
5. Enter the name of the field in the Name field.
6. Select the type of field in the drop-down Column Contains field.
7. Click Ok.
Tip: An alternate method of getting to the New Column dialog box is:
1. On the worksheet to which you want a column, Go to
Insert>Column.
Customizing Markers To customize a marker:
Step Action
1.
A drop-down list of marker options appears.
2. Click Customize Markers.

Project Settings appears. Under Markers in the left pane of Project
Settings, the software displays a list of all the markers in your file.
3. Click the marker you want to modify.
4. In the right pane, click the Name tab.
5. Edit the Singular, Plural, and Abbrev. fields to modify the naming
conventions for the marker.
6. Enter additional information about the marker in the Comments

field. (Optional)
7. In the right pane, click the Symbol tab.
April 2, 2013 256

Step Action




13. To further define the size, click one of the following:

• Font Size.
14. To customize the appearance of the symbol, select one or more of

the check boxes called Bold, Italic and Darken.


17. Click Finish.
Tip: You can also modify a marker by:

2. Click the marker you want to modify.
3. Carry out steps 4 to 17 in Customizing Markers on page 256.
Deleting a Marker from the You may have created markers in previous studies, which you no longer have any
File
use for, and want to delete from the file.
Tip: Before deleting a marker, you should check if the marker is being used in the
file. You can quickly do this by:
2. Click the marker you want to delete.
3. Click the List of Marked Items tab.
April 2, 2013 257

To delete a marker from the file:
Step Action
1. In Project Settings:
1. Click Markers in the left hand pane.
Or
1. Click Hierarchy.
2. Open the Markers folder.
The markers are displayed.
2. Select the marker you want to delete.
3. Click Remove on the Markers or Hierarchy bar.

or
Right-click and select Delete from the drop-down menu.
The marker is moved from the file.
Tip: If the marker is being used in the file, a dialog box opens asking
you if you want to continue and warning you that data may be lost.
Click Yes to remove the marker, No to keep the marker, or Cancel
to cancel the procedure.
April 2, 2013 258

The Hierarchy
The Hierarchy defines the interrelationships of your data in the report. Using this
feature and the Sheets feature, you can create your own customized template for
your studies.
If you look at the Hierarchy you will notice that Risk Systems, Codes and
Categories, and Markers are the first three folders found in the Hierarchy. The
information in these folders and in the appropriate sections are the same. The
information in these three sections can be updated in either their own section or
the Hierarchy.
Data Field Icons used in the There are 12 data types as shown below. The first three types are used for
Hierarchy
inputting data; the rest are used to manage the input data. The data fields are
represented by a number of icons:
Icon Definition
Text Field - used for entering text and all symbols in the field.
Date Field - used for entering dates in the field using the pop-up calendar
only.
Number Field - used for entering numbers that can be used in Formulas or
Calculations in the field .
List - used for creating rows in a worksheet.
Structure List - used to depict a variable breakdown of systems or

processes, rather than having fixed levels of parent-child tree as one
would with the regular List item.
Reference - used for creating a one to one correspondence between

tables.
List of References - used for creating a many to one correspondence

between tables.
Dependency Matrix - used to compare two or more lists.
Lookup in Matrix - used to help you to locate the intersection of x and y

points, for example severity and likelihood, in a 2D matrix.
Simple Calculation - used for calculating the sum or product of two or

three number fields.
Formula - used for creating formulas to help analyze your data. These
formulas can include statistical, math and trig, and logical functions.
Group - has basically the same function as List, but you can only create
one instance of a group on a page.
Furthermore, data in PHA-Pro is organized and displayed in a parent and children

relationship. The data is either a one-to-one or a one-to-many relationship. In the
example shown below, Nodes is the parent, and Node, Equipment ID, Revision #,
April 2, 2013 259

etc. are the children of Nodes. Node, Equipment ID, Revision # are one-to-one
relationship. One Node can have many Deviations, which form one-to-many
relationship.
Figure 11-7: The Hierarchy feature defines the hierarchical relationships between the
different types of data in your file.
April 2, 2013 260

Limitations When Working With Hierarchy Items

When you add, move or rename hierarchy items, you must ensure that the item’s
name is unique for that list. In other words, you cannot have two fields with the
same name under the same parent at the same level. You can, however, have fields
with the same name as children of different list fields.
If you have hierarchy items with the same name in the same list, you encouter
problems when using the update template or compare documents functions.
April 2, 2013 261

Adding Items to the Hierarchy

You can add new data fields, or other items to the Hierarchy. Once you have
added new fields to your hierarchy, you can display them as headers, data fields or
columns in your templates.
Note: When you add children - sub-lists and data fields - to a list, all names for
that list must be unique. In other words, you cannot have two fields with
the same name under the same parent at the same level. You can,
however, have fields with the same name as children of different list fields.

Adding Text Fields, Date Fields, or Groups on page 262.
Adding a Number Field on page 263.
Adding References or List of References on page 263
Adding a List Field on page 264.
Adding a Structure List Field on page 265.
Adding a Lookup in Matrix Field on page 266.
Adding a Dependency Matrix on page 267.
Adding a Simple Calculation Field on page 271.
Adding a Formula Field on page 272.
Importing Hierarchy Items from Another Template on page 275.
Adding Text Fields, Date To add a text field, date field or group to the hierarchy:
Fields, or Groups
Step Action

2. Click the level of your hierarchy into which you want to insert the
new object.
3. Click Add on the Hierarchy bar.

The New Hierarchy Item dialog box opens, displaying a list of objects you
can add to your hierarchy. (Figure 11-8)
4. Select one of:

• Text Field.
• Date Field.
• Group.
5. Click Next to advance to the naming convention options. (Figure

11-9)
6. Type a name for the new object in the Full Name filed.
7. To specify a short form of the name, type it in the Abbrev. field.

(Optional)
8. If you want to record additional information about the new object,

enter these details in the Comments field.
April 2, 2013 262

Step Action
9. Click Finish.
The new object appears in Project Settings.
Adding a Number Field To add a number field to the hierarchy:
Step Action

new object.

4. Select Number field.

11-9)
6. Type a name for the new object in the Full Name field.

(Optional)

9. Click Next.
The New Hierarchy - Number Format dialog box opens.
10. To use scientific notation for your number, select the Scientific
Notation check box.
11. Select the number of digits that you want the software to display
after the decimal point in the chosen number field from the Digits
after decimal point drop down list.
Tip: If you chose any number other than 0, PHA-Pro displays a check
box titled Trim trailing zeros after decimal point. Click the box if you
would like the software to discard any zeros after the decimal point.
12. Add a Prefix or a Suffix to the numbering by entering the

information in the appropriate field. (Optional)
13. Click Finish.
Adding References or List of To add a reference or a list of references to the hierarchy:

References
Step Action

new object.

April 2, 2013 263

Step Action
4. Select either:
• Reference.
• List of References.

11-9)
6. Type a name for the new object in the Full Name or Singular field.
Tip: Instead of entering a name, you can select the check box titled Use
name of linked item. This option instructs the software to use the
same name as the data element to which this new object will be
linked. If you select the check box, the name fields become dimmed
and cannot be modified.
Tip: For some objects, you can also complete an additional field Plural.

(Optional)

9. Click Next.
The software displays a list of data elements to which you can establish a
link.
10. If necessary, open a folder to display its contents.
11. Click the radio button beside the appropriate type of data.
Note: You can select only one option from the list.
12. Click Finish.

The new link or list of links appears in the left pane.
Adding a List Field A list allows you to create sub lists and items so you can further breakdown your
study.
To add a list field:
Step Action

new object.

4. Select List.
5. Click Next.
The New Hierarchy Item - Name dialog box opens. (Figure 11-9)
6. Enter a name for the list in the Singular field.
7. To specify a plural form of the name, enter it in the Plural field.

(Optional)
April 2, 2013 264

Step Action
8. To specify a short form of the name, enter it in the Abbrev. field.

(Optional)

10. Click Next.

The New Hierarchy Item - Numbering Style dialog box opens.
11. Select the number style from the Number Style drop-down list.
12. If you want to change the separator from a period, you can
change it in the Separator field.
13. Select the Cascaded Numbering check box if you want to be able
to use a cascaded structure for numbers in the list, such as the
following:
1.
1.1.
1.1.1.
14. If you turned on cascaded numbering, click the Levels arrow.

A drop-down list of numbers opens.
15. Click the number of cascaded levels that you want to be able to
use.
16. Use the Separator field to specify the type of character that
appears between cascaded numbers.
17. To allow gaps in the numbers, select the Allow gaps in numbering
check box. (Optional)
18. To use place holders for removed items:

1. Select the Keep placeholder for removed item check box.
2. Enter the place holding text in the text field.
19. Click Finish.
Adding a Structure List Field The Structure List item allows users to depict a variable breakdown of systems or
processes, rather than having fixed levels of parent-child tree as one would with
the regular List item. For example, a system may have multiple sub-systems, but
each sub-system may have varying levels of breakdown - Sub-System A is further
divided to a Component level and then Item/Part level, while Sub-System B does
not require further breakdown. The Structure List provides this flexibility.
Note: The Structure List field can only be used at the Top level of the hierarchy. In
other words, it can only be located in the root folder “Study”.
Note: You cannot use a List of References as the first level of the list.
There are several formulas that you can add to a structured list. For more
information, see Adding Formulas to Structure Lists on page 281.
April 2, 2013 265

To add a structure list field:
Step Action

2. Click the Study folder.

can add to your hierarchy.
4. Select Structure List.
5. Click Next.
6. Enter a name for the list in the Singular field.
7. To specify a plural form of the name, enter it in the Plural field.

(Optional)
8. To specify a short form of the name, enter it in the Abbrev. field.

(Optional)
9. To record additional information about the new object, enter

these details in the Comments field. (Optional)
10. Click Finish.
Adding a Lookup in Matrix To add a lookup in matrix field to the hierarchy:

Field
Step Action

look up in matrix field

4. Click Lookup in Matrix.
5. Click Next.
6. Enter a name for the look up in matrix in the Full Name field.

(Optional)

9. Click Next.
The New Hierarchy Item - Matrix to use for look up dialog box opens.
April 2, 2013 266

Step Action
11. Click the radio button beside the matrix you want to use.
12. Click Next.

The New Hierarchy Item - Input 1 dialog box opens.
13. Click the radio button beside the first input you want to use.
Tip: To expand the list of options for the input value, select the Show
More options check box.
14. Click Next.

The New Hierarchy Item - Input 2 dialog box opens.
15. Click the radio button beside the second input you want to use.
Tip: To expand the list of options for the input value, select the Show
More options check box.
16. Click Finish.
Adding a Dependency Matrix Frequently decision making in risk assessments is based on two or more
conditions being met. The dependency matrix helps you to compare two or more
lists. When you have 2 lists, one list is represented by a row across the top of the
sheet and the other a column at the left of a sheet. The intersection of the row and
column is the matrix selection that correlates adjoining X and Y values. When
used in conjunction with conditional data mirroring, Stature can automatically
enter data elsewhere in the study, depending on the entry in the matrix.
Note: Currently, conditional data mirroring is only supported for dependency
matrices.
You would find the dependency matrices and conditional data mirroring useful in
the following circumstances:
• In a HAZOP, based on the severity ranking, the associated cause and
consequence pair are qualified for LOPA analysis.
• The QFD I/II/III process of APQP methodology would be easier if qualified
data automatically cascaded from QFD I to II and then to III.
• In a regular Process-FMEA, it would be useful to have data automatically
generated and sent to the Control Plan.
• It would be easier to join the FMEAs and other quality specifications to the
Requirements Matrix if data was automatically qualified and mirrored based
on weighted scores and importance of the requirements.
To add a dependency matrix:
Step Action

2. Select the Study folder.
April 2, 2013 267

Step Action

4. Select Dependency Matrix.
5. Click Next.
6. Type a name for the new object in the Full Name field.

(Optional)
8. To record additional information about the new object, enter

these details in the Comments field. (Optional)
9. Click Next.
10. Select the X-axis from the hierarchy.

This must be a List field, and can be from any level in the hierarchy tree.
11. Click Next.
12. Select the Y-axis from the hierarchy.

This must be a List field, and can be from any level in the hierarchy tree.
Tip: You can set the y-axis to the same List field as the x-axis if you
want to determine interfaces at the component level.
13. Click Next.
14. Select the reference field for the matrix selection.

Note: This selection must be an existing reference table, such as from
Codes and Categories or another List.
15. Click Next.
April 2, 2013 268

Step Action
16. Enter the formulas for both the X- and Y- axes. (optional)
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
17. Click Next .
18. If you want to mirror data based on the matrix results, select the
Mirroring Data check box.
19. Select the destination list field.

Note: The list field must already exist in the Hierarchy.
20. Set the Data Mirroring options between the matrix selection and
the destination list. Data Mirroring can be one of the following:
• Conditional. If you set conditional data mirroring, the destination list
can only be a Top-level list.
• Manual. If you set data mirroring manually, the data can also be sent
to a Non-Top level list, in which case the existing data mirroring
functionality would be used. For more information, see Data
Mirroring on page 287.
Note: The destination list needs to be an existing List in the Hierarchy.
April 2, 2013 269

Step Action
21. If you are using conditional data mirroring, enter the formula:
1. Enter the reference to the data field of the matrix.
2. Then enter the formula function.
For example, the formula should look like:
User Field 2 Category - Category = "TRUE"
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
22. Click Next.
April 2, 2013 270

Step Action
23. If you are using data mirroring, create the formula to enter the
text you want in the destination list:
1. From the Text formula menu, enter COMBINETEXT
2. Enter the reference to the data field(s) that you want to copy in.
COMBINETEXT(<TextField 1>,<TextField 2> or "TEXT",
"joining text")
For example TextField 1 is your X- Axis data field, Field 2 is your Y-Axis
data field, and "joining text" is " The Priority is ".
If you just want to insert information from one field, you must enter two
sets of "" otherwise, you will get an error message. In this case, the
formula should look like:
COMBINETEXT(<TextField 1>,"","")
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
24. Click Finish.

The dependency matrix is completed. You must create a worksheet in the
Sheets section to display the matrix. For more information, see Adding a
New Sheet - Dependency Matrix on page 298.
Adding a Simple Calculation To add a simple calculation field:

Field
Step Action

April 2, 2013 271

Step Action
new object.

4. Select Simple Calculation.
5. Click Next.
The New Hierarchy Item - Calculation Type dialog box opens.
6. Select the type of operation by selecting either

• Multiply.
• Add.
7. Select the number of inputs by selecting either:

• 2.
• 3.
8. To use scientific notation for your number, select the Scientific

Notation check box.
after the decimal point in the chosen number field from the Digits
after decimal point drop down list.
10. Add a Prefix or a Suffix to the numbering by entering the

information in the appropriate field. (Optional)
11. Click Next.

The Input Value 1 dialog box opens.
13. Click the radio button beside the appropriate type of data.
14. Repeat steps 11 to 13 for each additional input value.
15. Click Finish.
Adding a Formula Field PHA-Pro’s formula creation tools make it easy to define new formulas.
Tip: You can use the formula field to calculate the number of days between dates
or adding or subtracting a set number of days from a date to give a new date.
For example, if you wanted to automatically calculate the number of days
difference between the estimated and actual end date, you could create a
formula that subtracts the estimated date from the actual date. The result of
this calculation would be the number of days that the actual date was after
the estimated end date.
When you are creating your formulas, you can reference not only data in your
study but also markers and notes, as well as the information in the markers and
notes. For example, if you are revalidating a study, you can select only the data
that has not been revalidated by creating a formula that references the validation
April 2, 2013 272

markers. Another use of markers would be to mark information that you want to
import into your libraries. You could then select only flagged data, and then
import the data into your library.
Tip: The formula for selecting data that is marked with a marker is:
IF COUNT( Marker ) > 0 THEN TRUE ELSE FALSE ENDIF.
• The first section of the formula, IF COUNT( Marker ) > 0, checks to see if
the marker is present in the data field.
• The next section, THEN TRUE, sets the logical condition if the conditions
are met.
• The third section, ELSE FALSE, sets the logical condition if the conditions
are not met, i.e. the marker is not present.
• The last section, ENDIF, closes the formula.
To add a formula field to the hierarchy:
Step Action

2. Click the spot in your project hierarchy where you want to insert a
new formula.

The New Hierarchy Item dialog box opens.
4. Click Formula.
5. Click Next
6. In the Full Name field, type a name for the new formula.

(Optional)

9. Click Finish.
The name of the new formula appears in the left pane. Make sure it is
highlighted.
10. In the right pane, click the Naming Convention tab. (Optional)
11. Complete the Keywords field. (Optional)

Tip: Completing the Keywords field helps the software to identify this
new formula when you copy data between files and from libraries.

The Formula page opens. (Figure 11-10)
April 2, 2013 273

Step Action
3. Click OK.
marker.
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
14. When you finish specifying all of the variables and functions,
review the bottom of the Formula tab to check the status of your
new formula
• If the message No errors appears, the software will be able to
successfully execute the formula.
• If the software displays an error message, such Something is missing,
it is not able to properly calculate a result, and you must edit the
formula until No errors appears.
• If #ERROR! appears in a data field or cell containing a formula, the
formula has not been properly defined or the values that the formula
is using to produce the result are invalid. To resolve the error, repeat
the above steps to modify the formula, or edit the invalid data, until
the message “No errors” appears at the bottom of the Formula tab.
15. Display the formula in your study.

For more information, see Hiding or Displaying Header and Data Fields
Using the Right-Click Menu on page 160, Hiding or Displaying Header and
Data Fields Using the Sheet Properties Dialog Box on page 160 or Hiding
or Displaying Headers and Data Fields Using Project Settings on
page 161.
April 2, 2013 274

Importing Hierarchy Items You can import hierarchical items from other templates into your current one.
from Another Template
When you import an item, its children are automatically imported with it unless
you deselect them. On the item is imported, no data is imported.
To import hierarchy items from another template:
Step Action

2. Right-click the List or Group item of your hierarchy into which you
want to import the hierarchy items.
3. Select Import.
The Import Hierarchy Items dialog box opens.
Note: If you have not chosen a List or Group item, the Import function is
not in the right-click menu.
4. Select the template from which you want to import the hierarchy
items.
5. Click Open.
6. Select the item(s) that you want to import by selecting the

appropriate check boxes.
Tip: When you select an item, all of that item’s children are
automatically selected as well. If you do not want all of the children
imported, you can deselect the individual items.
7. Click OK.
The items are imported into PHA-Pro as children of the List or Group
selected.
8. Display the items in your study.

For more information, see For more information, see Hiding or Displaying
Header and Data Fields Using the Right-Click Menu on page 160, Hiding or
Displaying Header and Data Fields Using the Sheet Properties Dialog
Box on page 160 or Hiding or Displaying Headers and Data Fields Using
Project Settings on page 161.
April 2, 2013 275

Figure 11-8: The first step of completing the New Hierarchy Item dialog box is to specify
what you want to add to your project hierarchy.
Figure 11-9: You can create any name for the new hierarchy object.
Figure 11-10: Using the buttons and menus to insert references and functions makes it
easy to define a formula for your new chart.
April 2, 2013 276

Customizing the Hierarchy

PHA-Pro allows you to modify your templates by customizing the hierarchy. As
well as adding hierarchy items, you can remove items, restructure the hierarchy
and redefine the interrelationships in the file.

Deleting Hierarchy Items on page 277.
Splitting the Hierarchy on page 277.
Renaming Hierarchy Items on page 278.
Moving Hierarchy Items on page 279.
Setting Numbering Options for Number Fields on page 279.
Setting Numbering Options for Lists on page 280.
Adding Formulas to Structure Lists on page 281.
Sample Structured List Formulas on page 283.
Adding Clipbooks To Text Fields on page 284.
Adding Global Names on page 284.
Adding Keywords on page 284.
Defining Data Linkages on page 285.
Replacing Text Fields with List Fields on page 286.
Data Mirroring on page 287.
Adding Data Mirroring to Different Hierarchy Levels on page 289.
Creating a Disable Remove or Disable Edit Dialog Box on page 291.
Adding Hyperlinks to Mirrored Text Fields on page 292.
Setting Hyperlink Options on page 292.
Removing Data Mirroring from a Field on page 293.
Deleting Hierarchy Items You can delete items from the hierarchy.
To delete an item from the hierarchy:
Step Action

2. In the left pane, select the object you want to delete.
3. Click Remove on the Hierarchy bar.
4. In the confirmation dialog box, click Yes.

The chosen object disappears from your hierarchy.
Splitting the Hierarchy Splitting allows you to copy your hierarchy from one part of the study to another,
and set up parallel hierarchy items. You can use the data mirroring function and
April 2, 2013 277

global names when splitting. For more information, see Data Mirroring on
page 287 and Adding Keywords on page 284.
To split a list, field, link or folder in the hierarchy:
Step Action

2. In the left pane, right-click the object you want to split.

3. Select Split.
The Split Hierarchy Item - name dialog box opens.
4. Enter the new name of the item in the Name for new copy of
hierarchy item field.
5. If you want to mirror data, select the Enable data mirroring check
box.
For more information, see Data Mirroring on page 287.
6. Click Next.
The Split Hierarchy Item - References dialog box opens.
7. Select an action for each additional item that contains the item:
1. Click <Click here to select an action>.
2. Select an action from the drop-down list.
8. Click Next.
The Split Hierarchy Item - Sheets dialog box opens.
9. Select an action for each sheet that contains the item:

1. Click <Click here to select an action>.
2. Select an action from the drop-down list.
10. Click Finish.

The item is split.
Renaming Hierarchy Items To rename an item in the hierarchy:

Note: When you rename a hierarchy item you must ensure that its name is unique
in the new position.
Step Action

2. In the left pane, select the list, field, link or folder you want to
rename.
4. Edit the information contained in the various name fields.
April 2, 2013 278

Note: For a reference or list of references , the software provides the

check box titled Use name of linked item. This option instructs the
software to use the name of the data element to which this object is linked.
If this check box is selected, the name fields cannot be modified.
Note: The fields that are available depend on the object you are renaming.
Providing an abbreviation for the name is optional.
Tip: Completing the Keywords field helps PHA-Pro to identify the object you are
renaming when you copy data between files and from libraries.
Tip: Use the Comments field if you want to record additional details about the
object you are renaming.
Moving Hierarchy Items You can drag and drop items from one place in the hierarchy to other places.
When you move a hierarchy item, all of its children are moved with it.
Note: When you move a hierarchy item you must ensure that its name is unique
in the new position.
To move hierarchy items:
Step Action

2. In the left pane, click the hierarchy item that you want to move.
3. Holding the left mouse button down, drag the selected object to a
new position in the hierarchy.
A thick line indicates where the object appears after you release your
mouse button.
Setting Numbering Options To define the number of digits that appear after the decimal point in number
for Number Fields
fields:
Step Action

2. In the left pane, click the number field for which you want to set
the numbering options.
3. In the right pane, click the Number Format tab. (Figure 11-11)
The Number Format tab opens.
4. Click the Digits after decimal point arrow.

A drop-down list of numbers, ranging from 0 to 12 opens.
after the decimal point in the chosen number field.
April 2, 2013 279

Figure 11-11: You can control the way a number field works by using the Number
Format tab.
Setting Numbering Options PHA-Pro lets you specify numbering styles, separators and cascading options for
for Lists
lists of data. The style of the numbers that the software displays can also be
changed. You can use one of the following styles:
• (None).
• 1, 2, 3, 4, …
• A, B, C, D, …
• a, b, c, d, …
• I, II, III, IV, …
• i, ii, iii, iv, …
• Extended Upper (1, 1A, 2, 3A, 3B...).
• Extended Upper (1, 1a, 2, 3a, 3b...).
• Custom (any text allowed).
Tip: If you use the extended or custom options, you can change the numbering in
an individual cell. For more information, see Changing the Numbering of a List
Cell on page 105.
To set the numbering options for lists:
Step Action

2. Click the list for which you want to set the numbering options.
3. In the right pane, click the Numbering tab. (Figure 11-12)
4. Click the Number Style arrow.

A drop-down list of numbering styles opens.
5. Click the numbering style you want to use.
April 2, 2013 280

Step Action
6. Use the Separator field under Format to specify the type of

character that appears between numbers and your data.
By default, the software uses a period, but you can enter a different
character in this field.
Additional Steps for Cascading Numbering
7. Select the Cascaded Numbering check box if you want to be able

to use a cascaded structure for numbers in the list, such as the
following:
1.
1.1.
1.1.1.
8. If you turned on cascaded numbering, click the Levels arrow.

A drop-down list of numbers opens.
9. Click the number of cascaded levels that you want to be able to

use.
10. Use the Separator field to specify the type of character that
appears between cascaded numbers.
Figure 11-12: The Numbering tab in Project Settings allows you to select a number style
and turn on cascaded numbering for lists of data.
Adding Formulas to There are several formulas that you can add to a structured list that would provide
Structure Lists
added value to your study. You add formula fields as children of your structure
list. (Figure 11-13) When you create a worksheet for your structure list, these
formulas are added as columns.
The available formulas are:

• STRUCTURELEVEL - This is a constant variable that provides the level of
the list item in the list. This formula is found in the Text menu.
• ISSTRUCTURELEAF - This formula separates list items that have children
(not a leaf) from those that do not have children (leaf). This formula is found
in the Logical menu
April 2, 2013 281

• STRUCTUREMAXCHILDLEVEL - This is a constant variable. It returns the

maximum child level that belongs to list item. This formula is found in the
Text menu.
• GETCHILDREN - This formula menu item gets the information for all of the
children of list item. This formula is found in the Statistical/Combining menu.
Figure 11-13: You attach the formula field as a child to the structured list as you would
attach any field to the hierarchy. When you create your worksheet, the formula(s) are
selected as columns.
To add a formula to a structure list:

1. Click the Structured List to which you want to add a formula.
The Hierarchy section opens.

The New Hierarchy Item dialog box opens.
3. Add the Formula field.

For more information, see Adding a Formula Field on page 272.
4. In the right pane, click the Naming Convention tab. (Optional)
5. Complete the Keywords field. (Optional)

Tip: Completing the Keywords field helps the software to identify this
new formula when you copy data between files and from libraries.

The Formula page opens.

references and formula.
8. Display the formula in your study.

For more information, see Hiding or Displaying Columns Using the Right-
Click Menu on page 173, Hiding or Displaying Columns Using the Sheet
Properties Dialog Box on page 173 or Hiding or Displaying Columns Using
the Project Settings on page 174.
April 2, 2013 282

Sample Structured List The following table provides the syntax of the formula fields shown in
Formulas
:
Formula Field Description and Syntax
This returns the level of the list item.

StructureLevel Syntax:
STRUCTURELEVEL
This returns which list items that have children (not a

leaf) and which list items do not have children (leaf).
IsStructureLeaf Syntax:
IF ISSTRUCTURELEAF THEN "LEAF" ELSE "Not a leaf"
ENDIF
This returns the maximum child level that belongs to

each list item
Max Child Level
Syntax:
STRUCTUREMAXCHILDLEVEL
This returns the cost of all children that belong to a list

item.
Cost of All Children
Syntax:
SUM(GETCHILDREN(Cost))
This returns the cost of all children that are leaves that
belong to a list item.
Cost of All Leaves
Syntax:
SUM(GETCHILDREN(Cost where ISSTRUCTURELEAF))
This returns the sum of all the children that are at the
maximum level.
Syntax:
Cost of max child levels LET MAXLEVEL =
STRUCTUREMAXCHILDLEVEL;SUM(GETCHILDREN(Cost
where ISSTRUCTURELEAF and
STRUCTURELEVEL=MAXLEVEL))
This returns the sum of all child folders.

Syntax:
Cost of Child Folders
SUM(GETCHILDREN(Cost where NOT
ISSTRUCTURELEAF))
This returns the sum of all level 3 children.

Cost of items at level 3 Syntax:
SUM(GETCHILDREN(Cost where STRUCTURELEVEL=3))
This return the sum of all level 2 and 3 children.

Cost of items bet levels 2 Syntax:
and 3 SUM(GETCHILDREN(Cost where STRUCTURELEVEL>1
and STRUCTURELEVEL<4))
April 2, 2013 283

Adding Clipbooks To Text A clipbook is a localized list that is attached to a specific hierarchy text field.
Fields
When you select the local clipbook option in AutoType or CopyFrom, the
information from the clipbook is displayed.
Tip: We suggest that you add your clipbooks to your template files rather than
individual studies. This allows all subsequent studies, that use the template,
to access the clipbook.
To add a clipbook:
Step Action

2. In the left hand pane, select the Text Field to which you want to
add the clipbook.
3. On the right hand pane, click Clipbook.
4. In the first empty row, enter the first item of the list.
5. Click the Enter key on the keyboard.

A new row is added.
6. Repeat steps 4 and 5 until all information is listed.
Adding Global Names Global Names are an optional alternate name for a hierarchy item that is used
primarily in conjunction with data mirroring or split function. For more
information, see Splitting the Hierarchy on page 277 and Data Mirroring on
page 287. This name describes the item fully within the study. This name is used
on menus for Send To command of the data mirroring or split functions (if the
template is set up to use this command). There may be different messages and
prompts in the software where Global Name is used to identify an item.
To add a global name:
Step Action

2. In the left pane, click the hierarchy item for which you want to
add keywords.

The Naming Convention tab opens.
4. Enter the keyword(s) in the Global Name field.
Adding Keywords Keywords are used in conjunction with Copy From and AutoType filters. You can
use data in Copy From or AutoType from different columns in the worksheet by
using the same Keyword in the hierarchy. Completing the Keywords field helps the
software to identify the hierarchy item when you copy data between files and from
libraries.
April 2, 2013 284

To add keywords:
Step Action

2. In the left pane, click the hierarchy item for which you want to
add keywords.

The Naming Convention tab opens.
4. Enter the keyword(s) in the Keywords field.
Defining Data Linkages A chain link ( or ) beside a data element in the left pane of Project
Settings indicates that the data is linked to other information in your file. There are
two different types of data linkages:
• Reference, , links a field to a single data field.
• List of References, , links a field to a data field and all of its sub-fields.
To define data linkages:
Step Action

2.
Click the or of interest.
3. In the right pane, click the Link or Link to... tab.

Note: The name of this tab depends on the object you selected in step 1.
4. Review the tab to find out what type of information the chosen
data is linked to.
The linked data element has a selected radio button. (Figure 11-14)
5. To modify this linkage, click the radio button beside a different

type of data.
6. If a confirmation dialog box opens, click Yes to modify the linkage.
April 2, 2013 285

Figure 11-14: You can easily modify data linkages by using the Link or Link to... tab in
Project Settings.
Replacing Text Fields with As you work on your study, you may find that you need to have a list field instead
List Fields
of a text field. You can create a list field with the same name as your text field, and
then dragging the existing text field into the list field. The text field is now a list
field and no data has been lost.
To change a data field into a list or sub-list:
Step Action

2. Select the data field you want to replace with a list field.
3. Click Add on the Hierarchy Bar.

Or
Right-click the field and select Add from the drop down-menu.
The New Hierarchy Item - Type dialog box opens.
4. Select List.
5. Click Next.
The New Hierarchy Item - Name dialog box opens.
6. In the Name field, enter the same name as the data field.
7. Click Next.
The New Hierarchy Item - Numbering Style dialog box opens.
8. Set the Numbering Style.

For more information, see Setting Numbering Options for Lists on
page 280.
9. Click Finish.
The list field is added below the text field.
10. Click on the data field and drag it onto the list field.
April 2, 2013 286

Step Action

The data field is now a subset of the list field.
Note: The column has been added to the worksheet, but it is hidden. For
information on displaying and formatting the column, see
Customizing Columns on page 172.
12. Highlight and delete the Description field.
Data Mirroring Data mirroring allows you to dynamically link different worksheets to avoid
selectively and ensures that your studies are updated when changes are made in
the future. It is ideal for linking independent worksheets in your study. For
example you might want to link the following sets of worksheets:
• HAZOP with LOPA.
When you add data mirroring to your study, you mirror one list field to another,
and PHA-Pro automatically mirrors the data fields under the list. For example if
you have three fields under each list, all three will be mirrored. If you have two
fields under one list and three under the other, only the first two fields listed are
mirrored.
Note: In order to mirror data fields, you must first mirror the lists that the data
fields belong to.
To help you to link the data selectively, you set the copy options. You can
automatically add the data, have PHA-Pro ask for permission to copy the data, or
not copy the data at all in a certain field. Fields can be mirrored to several other
fields with different options for each field.
To add data mirroring:
Step Action

2. Select the hierarchy list field whose data that you want to mirror.
3. In the right pane, click the Mirroring tab.

The Mirroring page opens. (Figure 11-17)
4. Click Add.
The Add Mirroring dialog box opens.
5. Select the list field to which you want to mirror the data.
Note: If you are modifying the data mirroring for a different hierarchy
item that is a child of the list field chosen in step 2, match the
item type.
April 2, 2013 287

Step Action
6. Click OK.
The Add Mirroring dialog box closes, and the mirror data field(s) appear in
the field(s) to mirror field.
7. From the drop-down lists in the Options section, set the copy
options.
If the object in the hierarchy has children, you have four drop-down lists -
one Add and one Remove for each of the two fields. Select the appropriate
option for each list.
Note: When you set your options, PHA-Pro automatically sets the
options in the mirrored field to match.
For the two Add lists, your options are:
• Always Add - When data is entered in the other mirrored field, it is
automatically added to this field.
• Don’t Add - When data is entered in the other mirrored field, it is
never added to this field.
• Prompt - When data is entered in the other mirrored field, you must
approve the addition of the data in this field.
For the two Remove fields, your options are:
• Always Remove - When data is removed in one mirrored field, it is
automatically removed from the other field.
• Don’t Remove - When data is removed in one mirrored field, it is
never removed from the other field.
• Disable Remove - Data can be modified, but not removed from the
field.
• Prompt - When data is removed in the mirrored field, you must
approve the removal of the data in this field.
Note: The Disable Remove option only affects data that is mirrored. It
does not affect un-mirrored data (rows with no corresponding row
in the other list).
If the object in the hierarchy does not have children, i.e. a data field and
not a list field, you have two drop-down lists, one for each of the fields.
Select the appropriate option for each field.
Your options are:
• Always Modify - When data is modified in the mirrored field, it is
automatically modified to this field.
• Don’t Modify - When data is modified in the mirrored field, it is
never modified to this field.
• Disable Editing - Makes the text in that field read-only.
• Prompt - When data is modified in the mirrored field, you must
approve the modifications of the data in this field.
Note: You can set different options in one end of the mirroring
relationship and not the other, i.e. you can require prompts in one
field and not the other.
Note: The Disable Editing option only affects data that is mirrored. It
in the other list). It does not make the entire column read-only.
Tip: If you select either the Disable Remove or Disable Editing, you can
create a dialog box that informs the user that mirrored data in the
column cannot be removed or edited, respectively. For more
information, see Creating a Disable Remove or Disable Edit Dialog
Box on page 291.
8. Select the other options by checking the appropriate check box.
April 2, 2013 288

Step Action
9. If you are want to use conditional data mirroring:

Note: You can only apply conditional data mirroring at the list field and
not the data field level.
1. Click More Options.
2. Enter the reference to the data field of the matrix.
User Field 2 Category - Category = "TRUE"
3. Click OK.

of functions:
ENDIF, ELSE.
3. Click OK.
Tip: When you select an option on this menu, an additional menu opens,
allowing you to select a specific function, constant or operator.
Tip: Into this workspace you can only type:
• Numbers.
10. Repeat steps 3 to 8 for each hierarchy item under the list field
chosen in step 2 that you want to set mirroring conditions for.
Adding Data Mirroring to You can mirror data between lists that are at different levels of the hierarchy.
Different Hierarchy Levels
When you set up the mirroring, there is a second set of options that you need to
set.
Note: You cannot add mirrored data from one list to a list whose parent if empty.
There must be data in the parent before you can add data to the child.
To mirror data between different levels of the hierarchy:
Step Action

April 2, 2013 289

Step Action
2. Select the hierarchy list field whose data that you want to mirror.

The Mirroring page opens.
4. Click Add.
5. Select the list field to which you want to mirror the data.
Note: If you are modifying the data mirroring for a different hierarchy
item that is a child of the list field chosen in step 2, match the
item type.
6. Click OK.
the field(s) to mirror field.
7. From the drop-down lists in the Options section, set the copy
options.
If the object in the hierarchy has children, you have four drop-down lists -
one Add and one Remove for each of the two fields. Select the appropriate
option for each list.
Note: When you set your options, PHA-Pro automatically sets the
options in the mirrored field to match.
For the two Add lists, your options are:
• Always Add - When data is entered in the other mirrored field, it is
automatically added to this field.
• Don’t Add - When data is entered in the other mirrored field, it is
never added to this field.
• Prompt - When data is entered in the other mirrored field, you must
approve the addition of the data in this field.
For the two Remove fields, your options are:
• Always Remove - When data is removed in one mirrored field, it is
automatically removed from the other field.
• Don’t Remove - When data is removed in one mirrored field, it is
never removed from the other field.
• Disable Remove - Data can be modified, but not removed from the
field.
• Prompt - When data is removed in the mirrored field, you must
approve the removal of the data in this field.
Note: The Disable Remove option only affects data that is mirrored. It
in the other list).
Note: You can set different options in one end of the mirroring
relationship and not the other, i.e. you can require prompts in one
field and not the other.
Tip: If you select either the Disable Remove or Disable Editing, you can
create a dialog box that informs the user that mirrored data in the
column cannot be removed or edited, respectively. For more
information, see Creating a Disable Remove or Disable Edit Dialog
Box on page 291.
8. Select the other options by checking the appropriate check box.
9. Click More Options.

The Mirroring Options window opens.
10. Select the list to which the child list belongs.
April 2, 2013 290

Step Action
11. Select the appropriate option from the Options drop-down menu.
• Send to existing items only. This option only mirrors data if data
exists in the parent list.
• Send to existing items or create new item. This option allows you to
add data to the parent item if no data exists, subsequent mirroring is
added data as sub-rows of the parent row.
• Always create new item. This option always adds data to the parent
list.
• Show menu. If you can mirror data to more than one cell, this option
allows you to use "Send to" to select the cell to which you send the
data.
• Show menu or create new item. If you can mirror data to more than
one cell, this option allows you to use "Send to" to select the cell to
which you send the data. It also can also have a New option that
allows you to create a new parent list item.
Tip: If you select either of the two menu options, you have three check
boxes that you can select:
• Show "New..." option on menu. If you do not select this
option, you can only add data for a parent item if no data
exists, subsequent mirroring only allows you to choose
between existing parent items.
• Prompt for text of new item. A text box appears allowing you
to add new data for the parent.
• Hide menu if only one item. Menu does not appear if there is
only one parent item.
12. Select the Prompt for text of new item check box, if you want to
be able to add the data to the parent list when you mirror the
data.
If you do not select the check box, an empty place holder cell is entered in
the parent list.
13. Click:
• OK to save the options.
• Cancel to close the window without saving the options.
14. Repeat steps 3 to 13 for each hierarchy item under the list field
chosen in step 2 for which you want to set mirroring conditions.
Creating a Disable Remove When you select the Disable Remove or Disable Editing option in data mirroring,
or Disable Edit Dialog Box
you can create a dialog box that informs the user that the data in the cell is
mirrored and cannot be removed (edited).
To create a Disable Remove or Disable Edit dialog box:
Step Action
1. After selecting the Disable Remove or Disable Edit option, click the
More Options button on the Mirroring page.
The Mirroring Options dialog box opens.
2. In the Message text field, enter the message you want to appear
in the dialog box.
April 2, 2013 291

Step Action
3. Select the Provide OK/Cancel buttons and go to the other item if

user clicks OK check box. (Optional)
Tip: If you select this option, when the dialog box opens, it contains the
message and two buttons.
If you click:
• OK - the dialog box closes and PHA-Pro jumps to the mirrored
cell.
• Cancel - the dialog box closes and PHA-Pro remains in the
current cell.
4. Click OK.
Adding Hyperlinks to You can insert hyperlinks between the linked text fields. This allows you to move
Mirrored Text Fields
from the text field on one page to its linked data on another without having to use
To add hyperlinks between mirrored text fields:
Step Action
1. In Project Settings, click Hierarchy
2. Select the mirrored text field to which you want to add the
hyperlink.
3. In the right hand pane, click the Mirroring tab.

The Mirroring page for that hierarchical item opens.
4. Select the Show hyperlink in cell check box.
5. Set hyperlink options. (Optional)

For more information, see Setting Hyperlink Options on page 292.
Setting Hyperlink Options When you are creating your data mirroring hyperlinks, you can set several options
for the hyperlinks. You can go back and change these options at a later time.
To set hyperlink options:
Step Action
1. On the Mirroring page, click Link Options.

The Link Options dialog box opens.
2. Select or deselect the following check boxes for the hyperlink

text:
• Use default.
• Include item number.
Tip: If you deselect the Use default option, you must provide the text for
the hyperlink in the text field.
3. Select the Include in printed/exported output check box if you

want to export the hyperlink when you export the file.
4. Click OK.
April 2, 2013 292

Removing Data Mirroring To remove data mirroring:

from a Field
Step Action

2. Select the hierarchy item whose data that you want to mirror.
4. Click the mirroring field you want to remove.
5. Click Remove.
Figure 11-15: The Mirroring page allows you to create data mirroring in the study and
set the various options.
April 2, 2013 293

Sheets
Sheets are independent of the hierarchy. They are used to display the hierarchy.
Column Headings and Headers are displayed in worksheets; Groups, Headings
and Label are displayed in forms.
You can create any one of a number of types of sheets - charts, worksheets,
pictures, forms, third party applications - in your file and place them in the
appropriate place by dragging and dropping them. The right pane for each of the
sheets allows you to modify the sheet with respect to hiding or displaying
hierarchy items.
Figure 11-16: When Sheets is selected in Project Settings, the left pane identifies your
sheets and data pages, and the right pane provides a series of tabs containing
customization options.
April 2, 2013 294

Adding New Sheets

You can customize your template to meet your documentation and reporting needs
by defining new sheets. When you perform the following steps, a new tab
displaying the name of the new sheet appears near the top of your screen, or a new
data page appears within an existing sheet.
This section describes the following topics:

Adding a New Sheet - Worksheet on page 295.
Adding a New Sheet - Form on page 297.
Adding a New Sheet - Chart on page 298.
Adding a New Sheet - Dependency Matrix on page 298.
Adding a New Sheet - Objects from Other Applications on page 299.
Adding a New Sheet - Microsoft Visio Drawing or Other Object on page 300.
Adding a Blank Sheet for use with Another Application in PHA-Pro on page 301
Adding a New Sheet - Picture (from file) on page 301.
Adding a New Sheet - Linked Diagram on page 302.
Adding a New Sheet - Collection on page 303.
Adding a New Sheet - To add a new worksheet:
Worksheet
Step Action

2. Click a spot to indicate where you want to insert a new sheet.

Or
Right-click and select Add from the drop-down menu.
The New Sheet dialog box opens.
4. Click Worksheet.
5. Click Next.
The New Sheet - Name dialog box opens. (Figure 11-17)
6. Name the Worksheet by:

7. Click Next.
The New Sheet - Columns dialog box opens.
April 2, 2013 295

Step Action
8. Click the check box beside the column you want to include.
Tip: If necessary, you can open the object containing the columns that
you want to include.
9. Repeat step 8 until you have specified all of the columns you want
to include in the new worksheet.
10. Change the name of any column you are including. (optional):
1. Highlight its current name by clicking it.
2. Click the Name button.
3. From the Name drop-down list, select the naming option.
Tip: If you click Other: on the drop-down list, you can enter a custom
name in the field to the right of the list.
4. Add a prefix to the name from the Prefix drop-down list. (Optional)
5. Click OK.
11. Click Next.

The New Sheet - Headers dialog box opens.
Tip: Headers are fields of information that appear at the top of a sheet.
12. Click the check box beside the header you want.
13. Repeat step 12 until you have specified all of the headers you
want to include in the new worksheet.
14. Change the name of any header you are including. (optional):
5. Click OK.
15. Click Next.

The New Sheet - Breakdown dialog box opens.
16. If you want to change how the worksheet is broken down on the
printed page or screen:
1. Deselect Automatically determine this setting.
2. Click the appropriate radio button to select the column at which you
want to break the page/screen.
3. Select the page break from the Page break drop-down list.
17. Click Finish.
Tip: To display the New Sheet dialog box:

1. Go to Insert>New Sheet.
Or
1. Right-click a tab at the top of a sheet.
Or
Right-click the name of a page in the sheet.
2. Click New Sheet.
April 2, 2013 296

Figure 11-17: You can name the new sheet after part of your hierarchy or enter a
custom name.
Adding a New Sheet - Form To add a new form:
Step Action


Or
4. Click Form.
5. Click Next.
6. Name the Form by:

7. Click Next.
The New Sheet - Data Fields dialog box opens.
8. Click the check box beside the data field that you want.
9. Repeat steps 8 until you have specified all of the data fields that
you want to include in the new form.
April 2, 2013 297

Step Action
10. Change the name of any data field you are including. (optional):
5. Click OK.
11. Click Next.

12. If you want to change how the form is broken down on the printed
page or screen:
13. Click Finish.
Adding a New Sheet - Chart This follows the same procedure as creating a chart for your Analysis collection.
For more information, see Adding Charts to your Template on page 223.
Adding a New Sheet - Dependency Matrices have their own sheet.

Dependency Matrix
To add a dependency matrix sheet:
Step Action


Or
The New Sheet dialog box opens, displaying a list of items you can add to
your file.
4. Click Dependency Matrix.
5. Click Next.
April 2, 2013 298

Step Action
6. Name the Dependency Matrix by:

7. Click Next.
The New Sheet - Dependency Matrix dialog box opens.
8. Select the Dependency Matrix that you want to place on the sheet,
by clicking the appropriate radio button.
9. Click Next.
10. If you want to change how the form is broken down on the printed
page or screen:
11. Click Finish.
Adding a New Sheet - Objects PHA-Pro integrates with Microsoft® Office, allowing you to embed a variety of
from Other Applications
drawings, charts, images and multimedia from many of the most popular
Microsoft products directly into your study. This integration includes Microsoft
Visio® empowering you to use its sophisticated tools.
PHA-Pro integrates with any software installed on your computer that supports
embedding. Please note that not all software supports embedding, so some
programs may not integrate with PHA-Pro. Others may embed more than one
kind of object. The list of objects you can embed into PHA-Pro includes, but is not
limited to, the following:
• Bitmap Image.
• Microsoft Excel® Chart.
• Microsoft Excel Worksheet.
• Microsoft Map.
• Microsoft PowerPoint® Slide.
• Microsoft Visio Drawing.
• Microsoft Word® Document.
• MS Organization Chart® 2.0.
• Video Clip.
April 2, 2013 299

Integration allows you to create, view and edit objects directly inside PHA-Pro
without having to switch to the other application. The PHA-Pro interface adapts
itself to include the tool bar buttons and menu commands you need to work with
the chosen type of object. For example, Microsoft Visio stencils, tool bars and
menus appear within the PHA-Pro interface to enable a user to edit a linked
diagram. When the user finishes editing and switches to a different sheet, the
Visio tools are be hidden and the regular PHA-Pro interface reappears.
For guidance on using the programs from which you are embedding objects,
consult that program’s printed documentation.
Adding a New Sheet - To add a Microsoft Visio drawing or other object:

Microsoft Visio Drawing or
Other Object Step Action


Or
4. Click Object from another application.
5. Click Next.
6. Name the Object by:

7. Click Next.
The New Sheet - Object Type dialog box opens.
8. Select Create from a file.
9. Enter the file name and path in the Field name field.
1. Click Browse.
The Insert File dialog box opens.
2. Navigate to the folder where the file is.
3. Highlight the file.
4. Click Open.
10. Click Finish.

The new sheet or data page appears in the left pane.
April 2, 2013 300

Note: When you embed an existing object, the object appears on your screen.
Adding a Blank Sheet for use To add a blank sheet for use with another application:
with Another Application in
PHA-Pro Step Action


Or
4. Click Object from another application.
5. Click Next.
6. Name the Object by:

7. Click Next.
The New Sheet - Object Type dialog box opens.
8. Select Create a new object.
9. Click the object that you want to create from the Object Type list.
10. Click Finish.

The new sheet or data page appears in the left pane.
Note: When you create and embed a new object, the new sheet or data page is
blank awaiting the creation of the object. Click anywhere on the sheet or
page to instantly integrate with the corresponding software. For more
information on using the additional tools that now appear on your screen,
consult the documentation provided with the corresponding software.
Adding a New Sheet - Picture To add a picture:

(from file)
Step Action

April 2, 2013 301

Step Action

Or
4. Click New Picture (from file).
5. Click Next.
6. Name the Picture by:

7. Click Next.
The New Sheet - Insert Pictures and Load Image dialog boxes opens.
8. Using the Look In field in the Load Image dialog box navigate to
the folder where the picture is located.
9. Select the picture file.
10. Click Open.

or
Double-click the file.
The Load Image dialog box closes and the picture is uploaded to the New
Sheet - Insert Picture sheet.
11. Adjust the size of the picture by adjusting the size in the Width or
Height fields.
Tip: We strongly suggest that you leave the Keep proportions same as
original image check box selected to prevent the picture from
becoming distorted when you re-size it.
12. Click Finish.
Adding a New Sheet - Linked Linked diagrams can be useful for working out the functionality of a batch
Diagram
process.
To create a linked diagram:
Step Action

April 2, 2013 302

Step Action

Or
4. Click Linked Diagram.
5. Click Next.
6. Name the Diagram by:

7. Click Next.
The New Sheet - Linked Diagram Items dialog box opens.
8. Click the check box beside the item you want.

Tip: If necessary, you can open objects containing study items until you
find one of interest.
9. Repeat step 8 until you have included all the study items you want
to display in the linked diagram.
10. Click Finish.

PHA-Pro creates a new sheet.
Note: When you create a linked diagram sheet, the study items are listed in the
palette and the drawing space is blank. You must create the diagram by
dragging and dropping the study items onto the drawing space. For more
information, see Entering Data Using Data Mirroring on page 95.
Adding a New Sheet - You may find it helpful to group your sheets into collections. This reduces the
Collection
number of tabs across the top of the program, and helps you to rationalize your
workflow by grouping related worksheets together.
To add a new collection:
Step Action


Or
April 2, 2013 303

Step Action
4. Click Collection.
5. Click Next.
The New Sheets - Name dialog box opens. (Figure 11-17)
6. Name the Collection by:

7. Click Next.
The New Sheets - Contents dialog box opens.
8. Click each sheet that you want to add to the new collection.
(Optional)
Tip: If you select sheets to add to the collection, you add short cuts to
the original sheets in your study. To add original sheets and not
shortcuts:
1. Without adding any sheets, click Finish.
2. Drag and drop the sheets that you want to add into the
collection.
9. Click Finish.
The Collection sheet is added.
April 2, 2013 304

Customizing Sheets
You can customize the template’s sheet structure. As well as adding sheets and
pages, you can remove or hide sheets, and re-order the sheets in your templates.
Tip: To customize the layouts of the sheets and pages, see Chapter 7: Customizing
Forms and Worksheets on page 158.

Accessing the Sheet Properties Dialog Box on page 305.
Inserting Copies of Sheets on page 305.
Renaming Sheets on page 305.
Hiding Sheets or Pages on page 306.
Displaying Hidden Sheets or Pages on page 306.
Removing Sheets on page 307.
Changing the Order of Sheets on page 307.
Customizing Tabs and Page Icons on page 308.
Keyword Driven Icons on page 309.
Accessing the Sheet The Sheet Properties dialog box allows you to customize the sheet structure in the
Properties Dialog Box
same manner as Sheets in Project Settings.
To access the Sheet Properties dialog box:
Step Action
1. Right-click any cell on the page or the page tab.


Inserting Copies of Sheets You can create an identical copy of a sheet, or a page of a collection, along with
all the data it contains.
To insert an identical copy of a sheet:
Step Action
1. Right-click the tab at the top of the sheet.

or
Right-click the name of the page in the collection.
2. Click Insert Copy.

The name at the top of the new tab or below the new icon is followed by a
number to distinguish it from the original.
Renaming Sheets You can change the name of any sheet, as well as the name of any page within a
collection.
April 2, 2013 305

To rename a sheet:
Step Action

2. Click the sheet or page that you want to rename.

The Name tab opens.
4. Rename the sheet:

• To use a custom name:
1. Click the option called Use the following name.
2. Type the custom name in the available space.
• To use a default name:
1. Click the option called Use the name of the following
hierarchy item.
2. Click the name you want to use.
Tip: Click Singular, Plural or Abbreviation to further define the name.
Tip: If you want to add more text to the end of the name you chose, you
can add it in the Suffix field.
Tip: The options described above for renaming sheets and pages are also available
in the Sheet Properties dialog box. To open this dialog box, right-click any cell
in the sheet or Administration page of interest. On the pop-up menu, click
Sheet Properties. In the Sheet Properties dialog box, click the Name tab.
Hiding Sheets or Pages You can easily hide a sheet.
To hide a sheet:
Step Action

2. Click the sheet or page that you want to hide.

The Name tab opens.
4. Deselect the Show on screen check box.

The sheet is hidden.
Tip: An alternate way to hide a sheet or page is to:

1. Right-click the tab of the sheet, or the icon of the page that you
want hidden.
A pop-up box opens.
2. Click Hide.
The sheet or page is hidden.
Displaying Hidden Sheets or To display a hidden sheet or page:

Pages
Note: If you are trying to display a page that is part of a group that is hidden, you
must display the entire group.
April 2, 2013 306

Step Action

2. Click the hidden sheet or page that you want to display.

The Name tab opens.
4. Select the Show on screen check box.

The sheet is displayed.
Tip: An alternative way to display a sheet or page is to:

1. Right-click a tab to the left of where you want the new sheet to
appear, or the icon of the page below which you want the page
to appear.
A pop-up box opens.
2. Click Show.
The sheet or page is displayed.
Removing Sheets You can permanently remove a sheet, or data page from a collection.
To remove a sheet:
Step Action

2. Click the sheet or page that you want to remove.
3. Click Remove on the Sheets bar.

The chosen object disappears from Project Settings.
Tip: You can also use this shortcut to remove a sheet or a page:
1. Right-click the appropriate tab or the icon for the page.
2. Click Delete.
A confirmation dialog box opens.
3. Click Yes.
Changing the Order of Dragging and dropping objects in Project Settings allows you to rearrange the
Sheets
order of the tabs that appear on your screen, or the order of the data pages within
the sheet.
To change the order of a sheet:
Step Action

2. Click and hold down the left mouse button on the sheet or page
you want to move.
This also moves all pages in a collection.
April 2, 2013 307

Step Action
3. Drag the selected object to a new position in the list.

The software shows the new order of your sheets on your screen.

The object is moved.
5. Repeat steps 2 to 4 to continue rearranging your sheets.
Customizing Tabs and Page You can customize the both the tabs across the top of your template and the icons
Icons
for the pages of a collection, which are found on the left hand side of the page.
This is useful if you have a template with a large number of tabs.
To customize a tab:
Step Action
1. Right-click the tab that you want to customize.

A drop-down menu appears.

3. Click the Format in the dialog box.

The Format Tab opens.
4. To change the color of the tab:

1. Click the Tab Color drop-down arrow.
The color palette opens.
2. Select the color for the tab.
The color palette closes.
Tip: Color coding your tabs helps you to identify key sheets in your
template.
5. To change the tab text color:

1. Click the Tab Text Color drop-down arrow.
The color palette opens.
2. Select the color for the tab.
The color palette closes.
6. To display (or hide) the tab icon:

1. Click the Tab Image drop-down arrow.
2. Select the image.
Tip: Removing the icon from the tab means that the tab takes up less
space. This is useful if the template has a large number of tabs.
7. Click OK.
The Sheet Properties dialog box closes and the tab is customized.
April 2, 2013 308

Keyword Driven Icons PHA-Pro has six Keyword driven icons. When you enter the keyword in the
Keywords field in the naming convention tab, the appropriate icon appears on the
corresponding sheet’s tab or page icon:
Keyword Associated Icon
Generalinfo
Team
Sessions
Drawings
Medical
Attendance
Note: The keyword must be entered in the Keywords field of the highest List item
in the Hierarchy that used for the sheet, i.e. the first column of the
worksheet.
April 2, 2013 309

PHA-Pro Chapter 12: Managing Studies, Revisions and Baselines
CHAPTER 12: MANAGING STUDIES, REVISIONS

AND BASELINES
This chapter describes how to create and manage studies, revisions and baselines
using Release Management.

Studies, Revisions, and Baselines on page 311.
Using Release Management on page 313.
Tracking Changes in A Revision on page 318.
Tracking the Revision History of a Study on page 321.
Viewing the Checksum on page 323.
Checking Your Data on page 324.
Using Document Comparison on page 327.
April 2, 2013 310

Studies, Revisions, and Baselines

You can break your studies into revisions and baselines. The revisions and
baselines allow you to track the changes that you make as you carry out your
workplace risk assessments.
Definition of Studies Studies contain the data entered into PHA-Pro. When you create or import a study,
you must attach it to a template. The template provides the structure to the study
and its data. All studies can have multiple revisions and baselines.
Definition of Revisions Revisions are the working versions of a study. When you create your study, you
give it a revision name.
Note: Only the latest revision of a study is editable.
Definition of Baselines Baselines are read-only snapshots of a study taken at a certain point in time. They
allow you to compare major versions of your study. When you create a baseline,
the baseline is saved as a new file, with the file name being StudyName-
BaselineName.pha.
Study, Revision and Baseline When you create a study, you save it with the following name format:
Names
StudyName
Note: The study name is not the file name.
PHA-Pro has a few naming conventions that are followed when revisions are
created:
• All names can only consist of alphabetical characters or numbers.
• The StudyName can only be changed if you have approved the draft, or initial
revision, and have not created a new revision or version of the study and
• The RevisionName can be anything. You can change the RevisionName of the
latest revision only. When the Revision name is created, it is added to the end
of the StudyName after an underscore:
StudyName_RevisionName
• You can also add a Version Number to the revision name.
StudyName_RevisionName.VersionNumber
Note: Version numbers must be between 0 and 99.
• When the Baseline is created, the baseline name is added to the end of the
study name after a hyphen:
StudyName-BaselineName
Note: When you create and save the baseline, PHA-Pro creates a new file with the
StudyName-BaselineName becoming the file name.
Let us look at the following example:

AURORA.NORTHLANDS
AURORA.NORTHLANDS_A.0
April 2, 2013 311

AURORA.NORTHLANDS_A.1
AURORA.NORTHLANDS-BASELINE_19-03-2008.PHA
In the above example, the StudyName is AURORA.NORTHLANDS. When we
created the study, we added A as the RevisionName and PHA-Pro automatically
adds 0 as the version number. We changed the version number to 1. When we
created the baseline, we added baseline name Baseline_19-03-2008, and PHA-Pro
saves the baseline as a file called AURORA.NORTHLANDS-BASELINE_19-03-
2008.PHA
April 2, 2013 312

Using Release Management

As your team begins to record data in a new document, it is considered to be a
draft version until it is approved. Until approval is given by an authorized member
of your organization, the status bar at the bottom of your screen displays the word
Draft.
When you finish the first version of your document, you can approve it. In the
status bar, the software displays Revision name.Version number (Approved).
Over time, you may need to modify the information in the file. As you edit your
data, the status bar indicates that a revision is in progress, such as Revision of
Revision name.Version number. You can then approve the revision and number it
as a major revision, such as Revision A.0, or a minor revision, such as Revision
A.1.
Re-Login Security Feature on page 313.
Approving a Draft on page 314.
Creating a Revision (Version) on page 314.
Modifying a Revision on page 315.
Renaming a Study on page 316.
Renaming a Revision on page 316.
Creating a Baseline on page 317.
Re-Login Security Feature When you set up user access, you have the option of setting additional security
features for Release Management. When you apply Access Rights with either the
Password Protection or the Windows User/Group option, PHA-Pro, by default,
requires that the user must re-enter their password before carrying out one of the
following activities:
Note: If the role is Password protected, the user must enter the role’s password; if
the role is Window User/Group protected, the user must enter his Windows
password.
• Approving a Draft.
• Modifying an Approved Document (Begin Revision).
• Creating Revisions/Versions.
• Changing the Study ID.
• Creating a Baseline.
• Rolling back Changes.
To turn off this feature, you must de-select the password options when setting
access rights. For more information, see Protecting Studies with Access Rights on
page 334.
April 2, 2013 313

Approving a Draft When you approve a draft, you automatically save the file. You can also discard
the Undo and Redo lists so that previous editing changes cannot be cancelled nor
repeated.
To approve a draft version of your study:
Step Action
1. Go to File>Release Management.
2. If you are working with a draft of a file, click Approve This Draft.
The Create Initial Revision dialog box appears.
Note: Depending on the Access Rights for the study, you may have to
re-login:
• If access rights are based on Windows Users/Groups, enter
your Windows password and click OK.
• If access rights are based on a password, enter the access
rights password and click OK.
3. Enter your name in the Approved By text field.
4. Under Comments, type any other information you want to add to

the version history for this study.
The software automatically records the current date and time as part of
this history, so there is no need to enter these details in this space.
5. Select the Revision Type by selecting the appropriate radio

button:
• Revision.
• Version.
Note: If you select Revision, you can change the revision name from the
default of A. If you select Version, the revision name becomes
blank and the version number is 1.
6. To view what changes have been made, click View Changes.

The Change Log dialog box opens. For more information, see Reviewing
the Change Log for the Current Revision on page 318. PHA-Pro
automatically generates the New Version Number based on what you
specified for Revision Type.
7. If you want to clear the change log, select the Clear Change Log
Note: You must have the necessary access rights to clear the change
log. Users may have permission to create a revision, but may not
have permission to clear the change log.
8. Click OK.
A dialog box opens, reminding you that the software saves all changes
made to your file since you last saved it. For a draft, all editing changes
contained in the Undo and Redo features is discarded.
9. Click Yes.
The status bar at the bottom of your screen displays the
Revision Name.Version Number. (Approved)
Creating a Revision (Version) You can create major revisions of a study as well as minor versions of a revision.
You can also discard the Undo and Redo lists so that previous editing changes
April 2, 2013 314

cannot be cancelled nor repeated. When you create a new revision or version, the
file containing the study is saved.
To create a new revision or version of your study:
Step Action
2. If you are working with a draft of a file, click Approve This Draft.
The Create Revision/Version dialog box appears.
re-login to approve the draft:
• If access rights are based on Windows Users/Groups, enter
• If access rights are based on a password, enter the access
rights password and click OK.
3. Enter your name in the Approved By text field.
4. Under Comments, type any other information you want to add to

the version history for this study.
The software automatically records the current date and time as part of
this history, so there is no need to enter these details in this space.
5. Select the Revision Type by selecting the appropriate radio

button:
• Revision.
• Version.
Note: If you select Revision, you can change the revision name from the
current Revision name. If you select Version, the revision name
remains the same and the version number is increased by one.
6. To view what changes have been made, click View Changes.

The Change Log dialog box opens. For more information, see Reviewing
the Change Log for the Current Revision on page 318. PHA-Pro
automatically generates the New Version Number based on what you
specified for Revision Type.
7. If you want to clear the change log, select the Clear Change Log
Note: You must have the necessary access rights to clear the change
log. Users may have permission to create a revision, but may not
have permission to clear the change log.
8. Click OK.
A dialog box opens, reminding you that the software saves all changes
made to your file since you last saved it. For a draft, all editing changes
contained in the Undo and Redo features is discarded.
9. Click Yes.
The status bar at the bottom of your screen displays the
Revision Name.Version Number (Approved)
Modifying a Revision The Modify Revision/Version command changes an approved revision/version to

an active revision under undergoing modification.
April 2, 2013 315

To change an approved revision to an active revision:
Step Action
2. Click Modify Revision/Version.

On the status bar, Revision Name.Version Number (Approved) changes to
Revision of Revision Name.Version Number.
re-login:
• If Access Rights are based on Windows Users/Groups, enter
• If Access Rights are based on a Password, enter the Access
Rights password and click OK.
Renaming a Study You can only rename a study after the initial draft or revision has been approved,
but before a second revision has been made.
To rename a study:
Step Action
2. Select Rename Study ID from the drop-down menu.

3. Select Study Name from the drop-down menu.

re-login:
4. Enter the new study name in the New Study Name (ID) field
5. Click OK.
re-login:
Renaming a Revision You can rename a revision. You can only rename a revision after the initial draft or
revision has been approved. When you rename the revision, the study name
remains the same.
To rename a revision:
Step Action
April 2, 2013 316

Step Action
2. Select Rename Study ID from the drop-down menu.

3. Select Revision Name from the drop-down menu.

re-login:
4. Enter the new revision name in the New Revision Name field.
5. Click OK.
re-login:
Creating a Baseline To create a baseline:
Step Action
2. Select Baseline Study from the drop-down menu.

re-login:
3. Enter the baseline name in the Baseline Study Name field.
4. Click OK.
re-login:
5. Click Yes.
Save as dialog box opens.
6. Save the file:

2. Click the Save in drop-down arrow to select where you want to store
your file.
3. Click Save.
April 2, 2013 317

Tracking Changes in A Revision

The Change Log allows you to track changes made to a revision. It lists all
modifications made since your file was last approved. The log describes the action
that was performed, as well as the date and time of the change.
The change log allows you to verify that all modifications required by
management have been made. You can also view it to confirm that no additional,
unauthorized changes have occurred.

Reviewing the Change Log for the Current Revision on page 318.
Undoing Changes in the Change Log on page 318.
Clearing the Change Log on page 319.
Saving the Change Log on page 319.
Printing the Change Log on page 319.
Reviewing the Change Log To review the change log:
for the Current Revision
Step Action
The Release Management drop-down menu opens.
or
Go to Tools>Track Changes.
Track Changes drop-down menu opens.
2. Click View Change Log.

The Change Log window appears.
3. Review the four columns of information:

• Event type – the type of change that was made to your file, such as
“Add Document.”
• Name – the name of the user who made the change.
• Role– the name of the user who made the change.
• Date – the date on which the change was made.
• Time – the time at which the change was made.
• Worksheet - the worksheet on which the change was made.
• Field - the data field or column in which the change was made.
• Initial Value - the data that was in the field before the change was
made.
• New Value - the data that is in the field after the change was made.
4. When finished, click Close.

You can print or save the Change Log before closing, For more
information, see Printing the Change Log on page 319 and Saving the
Change Log on page 319.
Undoing Changes in the You can undo all of the changes or selected changes in the change log. You can
Change Log
also redo all of the changes that have been undo in the change log.
April 2, 2013 318

To undo changes in the change log:
Step Action
 To undo:
• One of the changes listed, select it and then click Undo Selected
Change.
• All of the changes, click Undo All Changes.
The software displays the beside every action that you undo.
Note: This procedure may require the user to relogin to carry out these
changes.
Note: You can instantly restore every modification you have undone, by
clicking Redo All Changes.
Clearing the Change Log The change log can be cleared when a new version or revision of the study is
created. Users must be assigned the permissions to clear the change log when their
user access is being set up. Very few users should be assigned this permission, and
strict guidelines on when the change log can be cleared should be created. These
guidelines should conform to the applicable regulations and standards
To clear the change log, you must ensure that the Clear Change Log check box is
selected in the Create Initial Revision or Create Revision/Version dialog boxes
when you are creating a new revision or version. For more information, see
Approving a Draft on page 314 and Creating a Revision (Version) on page 314.
Tip: For your records, we suggest that you either print or save a copy of the
Change Log before clearing it.
Saving the Change Log You can save the change log in one of the following formats:
• Microsoft Word.
• Comma-delimited.
• Tab-delimited.
• HTML.
• XML.
To save your change log:
Step Action
1. In the Change Log window, click Save As.
3. Select the file type from the Save as type drop down list.

store your file.
5. Click Save.
Printing the Change Log You can print or export the change log as you would any PHA-Pro file. Rather
than clicking the Print icon on the tool bar, you click the print button in the
Change Log window.
April 2, 2013 319

To print the change log:
Step Action
1. In the Change Log window, click the Print button.

2. Format and print or export the change log as you would any PHA-
Pro file.
For more information, see Chapter 8: Printing and Exporting on page 196.
April 2, 2013 320

Tracking the Revision History of a Study

Process Hazard Analysis is a continuous procedure that is conducted throughout
the lifetime of your facilities. As a result, your organization will have several
versions of your studies due to updates and revalidations that occur over time.
The software maintains a record of when each version was approved, who
approved it, as well as any additional comments. The Revision Chain window
allows you to quickly view the revision history of your study.

Viewing the Revision History of a Study on page 321.
Rolling Back a Study to an Earlier Revision on page 321.
Saving the Revision History on page 322.
Printing the Revision History on page 322.
Viewing the Revision History To view the revision history of your study:
of a Study
Step Action
2. Select View Version Chain.

The Revision Chain window appears.
3. Review the columns of information for each version of your study:

• Revision/Version – the revision/version.
• Approved By – the name of the person who approved the revision/
version.
• Role - the role of the person who approved the revision/version.
• Comments – additional information recorded at the time the revision/
version was approved.
• Date – the date on which the revision/version was approved.
• Time – the time at which the revision/version was approved.
4. When you finish reviewing the Revision Chain, click Close.
Rolling Back a Study to an You can roll back a study to an earlier revision or version.
Earlier Revision
Note: You cannot undo a roll back.
To roll back a study to an earlier revision:
Step Action
1. In the Revision Chain window, select the Revision/Version to

which you want to roll the study back.
2. Click Rollback to selected revision/version.

The study is rolled back to the version you selected. All later versions and
revisions are deleted.
April 2, 2013 321

Saving the Revision History You can save the revision history in one of the following formats:
• Microsoft Word.
• Comma-delimited.
• Tab-delimited.
• HTML.
• XML.
To save the revision history:
Step Action
1. In the Revision Chain window, click Save As.
3. Select the file type from the Save as type drop down list.

store your file.
5. Click Save.
Printing the Revision History You can print or export the revision history as you would any PHA-Pro file.
Rather than clicking the Print icon on the tool bar, you click the print button in the
Revision Chain window.
To print the revision history:
Step Action
1. In the Revision Chain window, click the Print button.

2. Format and print or export the change log as you would any PHA-
Pro file.
For more information, see Chapter 8: Printing and Exporting on page 196.
April 2, 2013 322

Viewing the Checksum

The Checksum is a 128-bit code security feature that indicates if your document
has been modified and then resaved. It consists of a string of 32 numeric and
upper case letter characters but no spaces. It provides a secure “fingerprint” for
your file.
PHA-Pro automatically generates a checksum each time your document is saved.

If you are concerned that the contents of your file may have been altered, you can
perform the following procedure the next time you open it to display its current
checksum. If the checksum matches your records, the integrity of your data is
intact. If the codes do not match, the file has been modified and saved without
your knowledge.
To view the Checksum:
Step Action
2. Click Show Document Checksum.

The Checksum for Document dialog box opens, displaying the current
checksum for your file.
3. To copy this code so you can paste it into another application,

click Copy.
4. Switch to the other application and then paste the checksum.
5. When you finish viewing and copying/pasting the checksum, click

Close.
April 2, 2013 323

Checking Your Data

PHA-Pro’s Data Check helps to identify potential problems with the data in your
files so you can resolve these issues quickly and efficiently. The data checker
informs you of missing information, duplicate entries and invalid dates, and lets
you use formulas to test your data.
Data Check is fully customizable, allowing you to decide which data elements
you want PHA-Pro to examine and which types of issues you want PHA-Pro to
report. You can instruct PHA-Pro to check your recommendations to ensure that
each and every one is referenced somewhere, or you could check that estimated
completion dates fall within an acceptable period of time.
It is advisable to perform a Data Check before you print and distribute your
workplace risk assessment. A quick examination of the results can help you to fill
in missing information and correct data entry errors.
Before you can perform a Data Check, you must set up one or more tests within.
This involves identifying which elements of your study you want to check, as well
as the types of checks you want to perform. When you run the Data Check, it
completes only the tests that you have defined for the current file.

Defining New Data Check Tests on page 324.
Performing a Data Check on page 326.
Defining New Data Check To define Data Check tests:
Tests
Step Action
1. Click the Data Check tab on the menu.

The results of all Data Check tests that you defined for the current file are
displayed. The message in the top-left corner of the sheet indicates the
number of tests that are currently enabled.
2. Click Add/Remove Tests at the top of the Data Check sheet.

The Data Check Settings dialog box opens, listing data elements in your
file.
3. Click the data element you want to test.
April 2, 2013 324

Step Action
4. Review the list of tests and select the check box beside each one
you want to perform. The tests that are available depend upon the
type of data you selected in step 3, but the list you are viewing
includes some of the following:
• Must be at least one item in the list – this test informs you if there is
no data in the chosen type of cell/field.
• Each item must be referenced in at least one place – this test informs
you if codes and categories, administrative information, risk systems
and recommendations are not used anywhere in your file.
• Value must be unique within the list – this test informs you if codes
and categories and number fields contain duplicate entries. When you
select this test for some types of data, additional options appear so
you can decide whether or not to ignore the case of text, ignore
spaces and line breaks, and ignore punctuation.
• Value must not be blank – this test informs you if codes and
categories, number fields and date fields do not contain data.
• Value must be less than – this test informs you if number fields
contain values greater than a specified upper limit. When you select
this test, additional options appear so you can enter the maximum
allowable value. This test ignores blank values.
• Value must be greater than – this test informs you if number fields
contain values less than a specified lower limit. When you select this
test, additional options appear so you can enter the minimum
allowable value. This test ignores blank values.
• Date must be before – this test informs you if date fields contain
entries that are chronologically later than a specified limit. When you
select this test, additional options appear so you can indicate the
most-recent allowable date, which will be either the Current date
(“today”) or a Fixed date that you specify on the pop-up calendar.
This test ignores blank values.
• Date must be after – this test informs you if date fields contain
entries that are chronologically earlier than a specified limit. When
you select this test, additional options appear so you can indicate the
oldest allowable date, which will be either the Current date (“today”)
or a Fixed date that you specify on the pop-up calendar. This test
ignores blank values.
• Formula – this test informs you if the chosen type of cell⁄field satisfies
the criteria of a formula. When you select this test, additional options
appear so you can define the formula you want to use to test your
data. Use the Message field to specify text you want the software to
display as part of the results of the test. If you want to be alerted to
data that matches the conditions of the formula, click TRUE on the
drop-down list for the field titled Display message if formula result is.
If you instead want to be alerted to data that fails the formula, click
FALSE on the drop-down list. You can insert additional formulas into
the list of tests by clicking Add Another Formula.
5. To turn off a test so it is no longer performed, remove its check

mark.
6. Repeat steps 3 to 5 to continue activating and deactivating tests

for the data checker.
7. When you are finished, click OK to return to the Data Check sheet.
The results of all new tests that you have defined are displayed.
April 2, 2013 325

Performing a Data Check To perform a Data Check:
Step Action
1. Display the Data Check sheet by clicking the Data Check tab.
The results of all Data Check tests that you defined for the current file are
displayed. The message in the top-left corner of the sheet indicates the
number of tests that are currently enabled. If you have not yet defined
any Data Check tests, you must define them first. For more information,
see Defining New Data Check Tests on page 324.
2. Review the list of issues that PHA-Pro has found in your file.
Issues are identified by a .
3. To resolve an issue, click it.

The software automatically jumps to the section of your file that contains
the potential problem and highlights the cell/field of interest. You can now
review the cell/field and make the necessary modifications.
4. Repeat steps 1 to 3 until you finish resolving the issues listed in

the Data Check sheet.
April 2, 2013 326

Using Document Comparison

The Compare Documents feature allows you to compare a study with an older
version. This helps to ensure that your studies are consistent, even if they are
completed by two different teams.
Comparing Two Different To compare two different documents:

Documents
Step Action
1. Go to Tools>Track Changes.
The Track Changes drop-down menu opens.
2. Select Compare Documents.

The Select File to Compare With Current Document dialog box opens.
3. Choose the file you want to compare with the current study.
4. Click Open.
The Document Differences dialog box opens.
5. Compare the differences between the two documents as listed in

the dialog box.
April 2, 2013 327

PHA-Pro Chapter 13: Protecting Your Documents
CHAPTER 13: PROTECTING YOUR DOCUMENTS

PHA-Pro’s document protection features allow you to limit access to your studies
and templates.

Types of Document Protection on page 329.
Using Read-Only Access on page 330.
Using Password Management on page 332.
Protecting Studies with Access Rights on page 334.
April 2, 2013 328

Types of Document Protection

There are three types of Document Protection:
• Read-Only – allows users to view, but not edit, the data contained in a
protected file.
• Password Management – prompts users to enter a password when they try to
open a protected file.
• Access Rights – gives users the ability to perform only the tasks for which
they have permission, as defined by their access rights.
Tip: The password feature does not encrypt the data in a file. It is intended to be
used only as a management tool – not to protect sensitive data.
Tip: If a password is forgotten, data loss and project delays may result. You should
make a note of any password along with the name of the corresponding file,
and keep this information in a safe place that is accessible by at least two
authorized team members.
Note: Passwords are case-sensitive. When you write down a password, make sure
to clearly indicate whether letters are upper-case or lower-case.
April 2, 2013 329

Using Read-Only Access

Read-Only Access protects a PHA-Pro file by preventing users from modifying its
contents. Users can review data, but they do not have editing permissions.
This feature is handy if a file is open during a work session and you want to ensure
that other users using the file do not accidentally modify it. Using read-only
access can also be useful if you have several files open and you want to make
certain that you do not accidentally change the wrong one.
Read-only access cannot be saved as part of a file. As a result, you must enable
read-only access each time you open the file.

Enabling Read-Only Access on page 330.
Removing Read-Only Access on page 330.
Enabling Read-Only Access To enable Read-Only Access:
Step Action
1. Go to Tools>Protection.
The Protection drop-down menu opens.
2. Click Read-Only.
A dialog box opens, asking you to confirm your decision to disable editing
for the file.
3. Click Yes.
If you have edited the file since opening it, another dialog box opens,
which asks you if you want to save the changes before the software
activates read-only mode.
4. Click Yes to save your changes, or click No to discard your

changes.
If you have edited the file since opening it, an additional dialog box opens,
asking you whether you want the software to discard the lists of editing
changes contained within the Undo and Redo features. Deleting the lists
ensures that users cannot cancel and repeat these actions.
5. Click Yes to erase the Undo and Redo lists, or click No to leave the
lists in place.
Note: This change is only temporary. Editing permissions are restored each time
you close the file, or remove the read-only access.
Removing Read-Only Access To remove Read-Only Access:
Step Action
2. Click Read-Only.
A dialog box opens, asking you to confirm your decision to enable editing
for the file.
April 2, 2013 330

Step Action
3. Click Yes.
April 2, 2013 331

Using Password Management

Password Management limits access to your files through the use of passwords.
Users cannot open and modify a file unless they enter a password. You can also
apply the password to a template, so that it applies to all studies that use the
template.
After you assign a password and save the file, the Enter Document Password
dialog box opens when users try to open it. The dialog box prompts the user to
enter the password. An error message appears if an incorrect password is entered.
When you turn on Password Management, two access options are available. They
define what happens if users click Cancel in the Enter Document Password dialog
box while trying to open the protected file. These options are:
• The default option denies access without the password, and users cannot open
the file.
• The second option is Allow read-only access if password is not entered. This
allows users to open the file, but the file opens in read-only mode.
Assigning a Password and Selecting Options on page 332.
Changing the Password and Options on page 333.
Removing Password Management on page 333.
Assigning a Password and To turn on the Password Management feature:
Selecting Options
Step Action
2. Click Password Management.

The Document Password dialog box appears.
3. Select the Enable password protection check box.

The remaining options in the dialog box are now active.
4. In the Password field, type the password you want to assign to

the file.
5. Retype the password in the Confirm field.

Note: Passwords are case-sensitive. When you record a password,
clearly indicate whether letters are upper-case or lower-case.
6. Select one or more check boxes to turn on password management

options to suit your needs: (Optional)
• Allow read-only access if password not entered – allows users to open
the file in read-only mode if they click Cancel when prompted to
enter the password.
• Retain password for new documents that use this document as a
template – automatically assigns the same password to all new
documents that you create by using the document as a template.
7. Click OK.
April 2, 2013 332

Step Action
8. Save the file.

Note: You must save the document before closing it to ensure that
Password Management is active.
Changing the Password and For security reasons, you should periodically change the password for a file. You
Options
should always change passwords when you have a changeover in staff.
To change your passwords and options:
Step Action

3. Double-click the password currently displayed in the Password

field.
4. Enter the new password.
5. Retype the new password in the Confirm field.
6. Select or deselect the check boxes to turn on password

management options to suit your needs: (Optional)
• Allow read-only access if password not entered – allows users to open
the file in read-only mode if they click Cancel when prompted to
enter the password.
• Retain password for new documents that use this document as a
template – automatically assigns the same password to all new
documents that you create by using the document as a template.
7. Click OK.
8. Save the file.

Password Management is active.
Removing Password To remove Password Management:

Management
Step Action

3. Deselect the Enable password protection check box.
4. Click OK.
5. Save the file.

Password Management is not active.
April 2, 2013 333

Protecting Studies with Access Rights

The Access Rights feature provides greater security than the Password
Management feature. With Password Management, users who enter the correct
password have unlimited freedom to edit its contents. With Access Rights, you can
create a different roles profile for each group of users that are working with the
file and place restrictions on the tasks that the group’s members can perform.
Tip: You can also apply the access rights to a template, so that they apply to all
studies that use the template.
Access Rights can use automatic access, passwords, and Windows Authentication
for identifying roles. After you turn on Access Rights and save the file, when
someone tries to open the file:
• If access is granted based on Windows Authentication, i.e. the Windows Users/
Groups authentication method, then users are not prompted to select a role
when they open the document. Instead, users are logged in automatically,
using the first allowed role, based on the order of roles in the Roles list.
• If access is granted based on the Password or No Authentication methods, the
Document Role dialog box appears only if the Authentication Method
selected is Password.
Once you activate Access Rights, only users who have been assigned Modify
Access Rights and Roles can open the Access Rights Management dialog box; for
all other users, access to the dialog box is blocked.

Types of Authentication Methods on page 335.
Defining Role Profiles on page 335.
Changing the Order of Roles on page 336.
Providing Access Rights at the Field or Column Level on page 337.
Selecting Users for Access Rights on page 337.
Selecting Users Using the Advance Search on page 338.
Adding Users to Roles on page 339.
Removing Users From Roles on page 339.
Deleting Users From the the User List on page 340.
Opening Protected Studies on page 340.
Switching Roles on page 340.
Editing Roles on page 341.
Deleting Roles on page 342.
Removing Access Rights on page 342.
April 2, 2013 334

Types of Authentication PHA-Pro has three different authentication methods for Access Rights:
Methods
• Password. Members of a role are given a password to access the study or
template.
• Windows Users/Groups. Specific Windows users and/or groups are selected
from your company’s Windows directory.
• No Authentication. Users do not have to log in, but their access can be limited
to specific areas of the study or template.
Defining Role Profiles The Access Rights feature allows you to protect a PHA-Pro study by controlling
the types of tasks that each user or group of users can perform. Activate this
feature by setting up one or more roles, which are sets of permissions that provide
different degrees of access to different users. Each role has its own Authentication
Method.
Note: The first role you set up must have administrator rights, the Modify Access
Rights and Profiles permission. After you have created the administrator
role, you can add other roles.
To turn on Access Rights by defining new roles:
Step Action
2. Click Access Rights.

The Access Rights Management dialog box opens.
Note: You must have the proper permission to open the Access Rights
Management dialog box.
3. Click Add.
The New Roles dialog box opens.
4. In the Name field, enter the name for the group of users that have
the same access permissions, such as “FMEA Team”, or an
individual name.
Note: For individuals, the log in name should be exactly the same as the
name used to approve drafts or revisions, revise documents or roll
back changes.
5. Select the Authentication Method from the drop-down list:

• Password.
• Window users/groups.
• No authentication.
April 2, 2013 335

Step Action
6. If a password is required:
1. In the Password field, type the password required to open the file.
2. Retype the password in the Confirm field.
Tip: A password can contain any combination of letters and numerals.
We recommend that passwords are between 5 and 10 characters
long.
Tip: Passwords are case-sensitive. When you write down a password,
make sure to clearly indicate whether letters are upper-case or
lower-case.
3. If you want to allow the users to change the password, select the
User may change password check box.
7. To allow users to access and approve the study offline if you have
selected Windows users/groups as your authentication method,
select the Allow Offline Approval check box.
8. In the Comments field, you can type additional details about the
role, such as a brief explanation of who should use this role and
for what purpose.
Tip: Users are able to read these comments when they open the file and
see the Document Roles dialog box.
9. Click OK.
The New Role dialog box closes.
10. In the Access Rights Management dialog box, select one or more
check boxes under Access Rights to grant permissions for the new
roles.
Note: The access right titled Modify Access Rights and Roles allows users
to manage the various levels of access that are created within the
study. The first role created must have this administrator
permission. If you attempt to close the Access Rights Management
dialog box without first turning on this permission for at least one
role, an error message appears.
11. Repeat steps 3 to 10 for each new role that you want to define.
12. You can select and add users or groups to your roles.
13. In the Access Rights Management dialog box, click OK.
14. Save your file before closing it.

The Access Rights feature is active.
Changing the Order of Roles You can rearrange roles within the Access Rights Management dialog box. This is
important since, if you use Windows users/groups for your access rights, roles are
logged in automatically, based on order in the Roles list.
To change the order of roles within the Access Rights Management dialog box:
Step Action
1. Select the role you want to reposition.
2. Click Move Up or Move Down until the role is in the proper

position.
3. Repeat steps 1 and 2 until all roles are in the correct order.
April 2, 2013 336

Step Action
4. Click OK.
Providing Access Rights at You can use Access Rights to provide protection at the field or column level. This
the Field or Column Level
allows you to prevent roles from making changes to specific columns or fields on
your worksheets.
To provide Access Rights at the column level:
Step Action
1. In the Access Rights Management dialog box, go to the Access

Rights field.
The Access Rights field displays the Hierarchy structure. For more
information, see The Hierarchy on page 259.
2. Find the field(s) that you want to limit access to.
3. Select or deselect the fields that you want add or remove access
to.
4. In the Access Rights Management dialog box, click OK.

The Access Rights feature is active.
Selecting Users for Access If you have created roles that use the Windows Users/Groups authentication
Rights
method, you select the users and user groups from your company’s Windows
directory.
To create a list of users/groups from your Windows directory:
Step Action
1. On the Access Rights Management dialog box, click the Users/

Groups tab.
2. Click Add.
The Select Users or Groups dialog box opens.
3. Select the type of objects you want to search:

1. Click Object Types.
2. Select or de-select the following check boxes:
• Groups.
• Users.
3. Click OK.
4. Select the location where the directory is located:

1. Click Locations.
2. Highlight the appropriate location. For example, you could select the
Entire Directory.
3. Click OK.
April 2, 2013 337

Step Action
5. Select your group or user:

1. Enter the name or the first letters of the user or group.
2. Click Check Names.
3. Highlight the name(s) that you want to add.
4. Click OK.
5. Click OK.
6. Repeat steps 2 to 5 until all the users/groups have been added.
Selecting Users Using the You can also use the advanced search feature to select users from your Windows
Advance Search
directory. The advanced search allows you to search and select computers and
built-in security principals in addition to names and groups.
Note: On the Advanced search page, the table on the bottom of the page lists the
Name field as Name (RDN). An RDN, or relative distinguished name, is a
single component within a distinguished name; a distinguished name (often
referred to as a "DN") is a string that uniquely identifies an entry in the
Directory Server.
To select users from your Windows directory using the Advanced tab:
Step Action
1. On the Access Rights Management dialog box, click the Users/

Groups tab.
2. Click Add.
The Select Users or Groups dialog box opens.
3. Click Advanced.
The Select Users, Computers or Groups dialog box opens.
4. Select the type of objects you want to search:

1. Click Object Types.
2. Select or de-select the following check boxes:
• Built-in security principals.
• Computers.
• Groups.
• Users.
3. Click OK.
5. Select the location where the directory is located:

1. Click Locations.
2. Highlight the appropriate location. For example, you could select the
Entire Directory.
3. Click OK.
April 2, 2013 338

Step Action
6. Add or remove any columns you want displayed in your search

results: (Optional)
1. Click Columns.
2. Highlight any column you want to display in the left text box.
3. Click Add.
4. Repeat steps 6.2 and 6.3 for every column you want to display.
5. Highlight any column you want to hide in the right text box.
6. Click Remove.
7. Repeat steps 6.5 and 6.6 for every column you want to display.
8. Click OK.
7. For the Name drop-down list, select one of the following:

• Starts with. (Recommended)
• Is exactly.
8. For the Description drop-down list, select one of the following:

(Optional)
• Starts with. (Recommended)
• Is exactly.
Tip: The Description field may not be filled out for all persons found in
the Windows directory. Check your directory before using this field.
9. Select your group or user:

1. Enter the name or the first letters of the user or group in the Name
or Description field.
2. Click Find Now.
3. Highlight the name(s) that you want to add.
4. Click OK.
5. Click OK.
10. Repeat steps 2 to 9 until all the users/groups have been added.
Adding Users to Roles Once you have created your list of users, you add them to various roles that use
the Windows users/groups authentication method.
Tip: Users may have access to more than one role.
To add users to roles
Step Action
1. In the Access Rights Management dialog box, click the Users/

Groups tab.
2. Highlight the role.
3. Select the check box(es) of the individual user(s) or group(s) that

you want to add to the role.
4. Repeat steps 2 and 3 for each role that you want to add users to.
5. Click OK.
Removing Users From Roles You can remove users from individual roles without removing them from the User
list.
April 2, 2013 339

To remove users from roles:
Step Action

Groups tab.
2. Highlight the role.
3. Deselect the check box(es) of the individual user(s) or group(s)

that you want to remove from the role.
4. Repeat steps 2 and 3 for each role that you want to remove users
from.
5. Click OK.
Deleting Users From the the You can remove users from the User list.
User List
To remove users from the User list:
Step Action

Groups tab.
2. Highlight the User.
3. Click Remove.
4. Repeat steps 2 and 3 for each user that you want to delete from
the User list.
5. Click OK.
Opening Protected Studies Whenever you open a study that is protected by Access Rights and requires a
password, the Document Roles Log In dialog box opens.
Note: If you use Windows user/groups, PHA-Pro automatically logs the user in,
using Windows Authentication. If No Authentication has been selected, then
the user opens the file normally.
To open a study that is protected by Access Rights and requires a password:
Step Action
1. From the Role drop-down list, select your role.
2. In the Password field, type the password that gives you access to
the study.
Tip: Remember that passwords are case-sensitive.
3. Click OK.
The study opens on your screen.
Switching Roles If you are working with a study that is protected by Access Rights and you have
the ability to work with more than one role, you can switch roles.
April 2, 2013 340

To switch roles:
Step Action
1. Save the file.

Note: Always save your file before changing roles. This is especially
important if you are switching to read-only. You will not be able to
save any changes made to your files prior to switching to read-
only, if you are in the read-only mode.
3. Select Role from the pop-up menu.

The Document Roles dialog box opens, allowing you to change your role.
For more information, see Opening Protected Studies on page 340.
4. From the Role drop-down list, select your role.
5. If required, enter the password that gives you access to the study
in the Password field.
Tip: Remember that passwords are case-sensitive.
6. Click OK.
The study opens on your screen.
Editing Roles You can modify the authentication method and permissions for a role.
To edit a role:
Step Action

The Access Rights Management dialog box opens, displaying all roles you
have defined.
3. Select the role you want to edit.
4. Click Edit.
Or
Double-click the option of interest.
The Edit Role dialog box opens.
5. Change any of the information displayed in the Name,

Authentication Method, Password and Comment fields as
required.
6. Click OK.
The Edit Role dialog box closes.
7. In the Access Rights Management dialog box, select and deselect

check boxes under Access Rights to change the permissions for
the roles.
8. Repeat steps 3 to 7 for each role you want to edit.
9. Click OK.
April 2, 2013 341

Deleting Roles To remove a role:
Step Action

3. Click the role you want to delete.
4. Click Remove.
5. Repeat steps 3 and 4 for each role that you want to remove.
6. Click OK.

The roles are permanently deleted.
Removing Access Rights To remove Access Rights:
Step Action

3. Select every role in the dialog box:

1. Hold down the Ctrl key on your keyboard.
2. Click each role one at a time.
Or
1. Click the first role.
2. Shift+Click the last role.
4. Once all of the roles are highlighted, click Remove.
5. Click OK.
A dialog box opens asking you if you want to disable the Access Rights for
this document.
6. Click Yes.
The Enter Role’s Password dialog box opens.
7. Enter password and click OK.

Access Rights are no longer active for the session.
8. Save your file.

All roles are permanently deleted. Access Rights is no longer active.
April 2, 2013 342

PHA-Pro Chapter 14: Advanced Exporting Features
CHAPTER 14: ADVANCED EXPORTING

FEATURES
PHA-Pro offers two advanced exporting features which require some
programming knowledge - batch file export and XML export/import features. In
this appendix you will learn how to create the necessary scripts to carry out the
functions.

Exporting Data Using Batch Files on page 344.
Using the XML Import/Export Function on page 348.
Exporting/Importing XML Data Using Batch Files on page 362.
April 2, 2013 343

Exporting Data Using Batch Files

PHA-Pro allows you to create a batch file to export data from your files. This
requires that you create both a text file that contains the script and a batch file to
run the script. You can export your data in multiple formats at the same time as
well as from multiple studies. You can also use this feature to export and import
XML files as well. For more information, see Exporting/Importing XML Data
Using Batch Files on page 362.

Writing a Batchscript File on page 344.
Sample Batchscript File on page 345.
Writing the Batch File on page 345.
Sample Batch File Script on page 346.
Exporting the Data on page 346.
Correcting Errors on page 346.
Writing a Batchscript File You write your script for the batchscript file and then save the script as a text file.
To write a batchscript file:
Step Action
1. Open the program that you use to write your script.
2. Create the path to the file that you want to extract the data from.
The command for the line is Open path= followed by the file name
including the file path information in quotations. An example would be:
Open path="C:\Program Files\PHA-Pro 7\Sample
Studies\Sample HAZOP.pha"
As you can see in the above example, it has the required parameter
"path". It could also have the optional parameters "username" and
"password" if the document has user access.
Note: You can only have one document open at a time. If you use the
command a second time in the batchscript file, it closes the
previous document first.
April 2, 2013 344

Step Action
3. Create the export information.

Note: Each set of export information is on its own line.
Each line includes the following parameters:
• Export path = This command provides the script with the name and
type of the file including the file path.
• sheet = This command informs the script which sheet of data is to be
exported.
• format = This command informs the script of the format the exported
data takes. Export formats can include word, comma-delimited and
tab-delimited.
• headings = This command informs the script if you want to include
the headings for the information.
• layout = This optional command is useful when you are exporting
data in a format that can be used in different ways. For example tab
and comma-delimited formats can be used in either databases or
spreadsheets.
A sample line of script would be:
Export path="C:\batchtest\process_comma1.txt"
sheet="Nodes" format="comma" headings="true"
4. Repeat step 3 for each export command for that file.
5. Repeat steps 2 to 4 for each file from which you want to export
data.
6. Once you have completed the batchscript file, save as a text

(*.txt) file.
Sample Batchscript File A sample batchscript is:

Export path="C:\batchtest\process_comma3.txt" sheet="Nodes"
format="comma" headings="true" layout="spreadsheet"
A batch export file could look like the following:
Open path="C:\Program Files\PHA-Pro 7\Sample Studies\Sample HAZOP.pha"
format="comma" headings="true"
format="comma" headings="false"
format="comma" headings="true" layout="spreadsheet"
format="comma" headings="false" layout="database"
Export path="C:\batchtest\process_tab1.txt" sheet="Nodes" format="tab"
headings="true"
headings="false"
headings="true" layout="spreadsheet"
headings="false" layout="database"
Export path="C:\batchtest\deviations.doc" sheet="Deviations"
format="word"
Open path="C:\Program Files\PHA-Pro 7\Sample Studies\LOPA Sample.pha"
Export path="C:\batchtest\LOPA.doc" sheet="LOPA" format="word"
The above script exports data from two separate files into multiple files with
different formats for the data.
Writing the Batch File To run the script, you need to create a batch file.
April 2, 2013 345

To create a batch file:
Step Action
1. Open the program that you use to write your script.
2. Go to the folder where the program is located.
3. Run the software executable.
4. Enter the name, along with the complete file path, of the
batchscript file.
5. Enter the name and location of the errors file.

Tip: This file is important in helping you to trouble shoot any errors. By
creating the name and location of the file, you make it easier to find
and correct any errors.
6. Once you have completed the file, save as a batch (*.bat) file.
Sample Batch File Script The batch file should resemble the following:
cd "C:\Program Files\PHA-Pro 7\"
phapro.exe --batch "C:\batchtest\batchscript.txt"
"C:\batchtest\errors.txt"
Exporting the Data To export the data:
Step Action
1. Create your batch and text files and save them to you computer.
2. On your Windows Bar, click Start.

The menu opens
3. Select the Run command.

The Run dialog box opens.
4. Using the Open field, navigate to the folder containing the batch
file.
5. Highlight the batch file.
6. Click Open.
The batch file is listed in the Open field.
7. Click OK.
The script is run, and the files with the exported data are created in the
target folder.
Correcting Errors If you run the batch file and the files are not exported, you have to find and correct
the errors. All errors in the batchscript file are listed in the errors.txt file. If the
errors file is empty, the error is in the batch file.
To correct errors:
Step Action
1. Using Windows Explorer go to the folder where errors.txt is found.
2. Open the errors.txt file.
April 2, 2013 346

Step Action
3. If the file is:

• Empty - open the batch file.
• Lists the error messages - open the batchscript file.
4. Make the corrections to the appropriate file.
5. Save the file.
6. Re-run the batch file.
April 2, 2013 347

Using the XML Import/Export Function

Currently many companies and industries benefit from using XML primarily for
exchanging data between back-end servers. However, XML has many other uses
and benefits, which include:
• XML-enabled forms allow engineers to capture data in the field accurately
and efficiently.
• XML documents facilitate workflow solutions and integration with the
automation of business processes.
• XML data can be easily republished and disseminated via Web services to
target most devices and formats.
The PHA-Pro’s XML data import/export feature also allows you to:
• Consolidate several studies into a large master file in PHA-Pro without having
to copy and paste, minimizing lost information.
• Retrieve data directly into PHA-Pro, avoiding cut and paste from other
electronic sources or typing from printed reports.
• Combine data from multiple applications.
Creating a Profile on page 349.
Creating a Profile Using the Auto Command on page 349.
Duplicating a Profile on page 350.
Editing a Profile on page 351.
Deleting a Profile on page 351.
Adding Elements on page 351.
Adding Groups of Elements on page 352.
Adding Unmatched Elements on page 353.
Editing Elements on page 354.
Deleting Elements on page 354.
Adding Attributes on page 354.
Adding Unmatched Attributes on page 355.
Editing Attributes on page 356.
Deleting Attributes on page 356.
Filtering Your XML Export Data on page 356.
Exporting Data to an XML File on page 358.
Preparing to Import an XML File on page 359.
Importing an XML File on page 360.
Viewing Auxiliary Data on page 360.
Importing Data from Unmatched Elements Process on page 361.
April 2, 2013 348

Creating a Profile Before you can import or export your data using XML, you must create a profile
for that operation. When creating your XML profiles, you must remember that
XML is case sensitive. The profile that is used to import the information has to
match the profile that was used to export the information.
Tip: When creating your XML import/export profiles, you should create and save
them in your corporate template. This ensures that the correct profile is in all
of your studies.
To create a profile:
Step Action

2. On the left hand side, click Study.
3. On the right hand side, click the Import/Export tab.

The Import/Export page opens.
4.
Click the beside the Profile drop-down field.
The Profile Properties dialog box opens.
5. Enter a name for the profile in the Profile Name field.
6. Select XML from the File Format drop-down menu.
7. Indicate if this profile is for importing or exporting (or both) by

selecting the appropriate check boxes.
8. Click the Prolog tab.
9. Enter the doctype in the Text to output at beginning of file (XML

version, doctype, etc.): field. (Optional)
Note: The default entry is:
<?xml version="1.0" encoding="UTF-8"?>
Note: The doctype entry must match the doctype found at the beginning
of the xml script of the files to be imported.
Note: An XML document with no DOCTYPE declaration is not valid, but it
can still be a legal XML document as long as it is well-formed.
"Valid" is a technical term referring to the presence of and
conformance to a DOCTYPE declaration
10. Click OK.

The new profile is created and the dialog box closes.
11. Add the necessary elements or nodes.

For more information, see Adding Elements on page 351, Adding Groups
of Elements on page 352 and Adding Attributes on page 354.
Creating a Profile Using the If you want to export the entire file, or a large section of the file, creating the
Auto Command
profile and adding each element individually can be time consuming. PHA-Pro
has the ability to convert the entire hierarchy (except Markers) into an XML
profile in one step.
April 2, 2013 349

To create an XML profile using the Auto command:
Step Action
1. Click Hierarchy in Project Settings.

2. On the left hand side, click Study.
3. On the right hand side, click the Import/Export tab.

The Import/Export page opens.
4.
Click the beside the Profile drop-down field.
5. Enter a name for the profile in the Profile Name field.
6. Select XML from the File Format drop-down menu.
7. Indicate if this profile is for importing or exporting (or both) by

selecting the appropriate check boxes.
8. Click the Prolog tab.
9. Enter the doctype in the Text to output at beginning of file (XML

version, doctype, etc.): field. (Optional)
Note: The default entry is:
<?xml version="1.0" encoding="UTF-8"?>
Note: An XML document with no DOCTYPE declaration is not valid, but it
can still be a legal XML document as long as it is well-formed.
"Valid" is a technical term referring to the presence of and
conformance to a DOCTYPE declaration
10. Click OK.

The new profile is created and the dialog box closes.
11. Click Auto.

The entire hierarchical structure is recreated as a nested XML profile.
12. Delete any unwanted elements. (Optional)

For more information, see Deleting Elements on page 354.
13. Edit any elements. (Optional)

For example, you may not want to import certain data into your study.
You would uncheck the Import box for the elements containing that data.
For more information, see Editing Elements on page 354.
Duplicating a Profile PHA-Pro allows you to duplicate your profiles. This allows you to create
variations of your longer and more complicated profiles quickly and efficiently.
To duplicate a profile:
Step Action
1. Select the profile from the Profile drop-down list.
2.
Click the Duplicate Profile icon - .
A “2” is added at the end of the profile name in the Profile field.
April 2, 2013 350

Step Action
3. Edit the profile.

For more information, see Editing a Profile on page 351.
4. Edit or delete any elements.

For more information, see Editing Elements on page 354 and Deleting
Elements on page 354.
Editing a Profile To edit a profile:
Step Action
2.
Click .
3. Edit the profile.
4. Click OK.
The dialog box is closed and the element is edited.
Deleting a Profile To delete a profile:
Step Action
2.
Click .
The profile is removed.
Adding Elements Once you have created your profile, you add the XML elements. These elements
define the information that are to be exported or imported.
To add XML elements:
Step Action
1. From the Profile drop-down list, select the profile to which you
want to add the element.
2. Click Root Element in the XML Elements field.
3. Click the Add button next to the XML Element field.

The New Element dialog box opens.
4. Select Element from the Type drop-down list.
5. Enter the name of the element in the Element Name field.

Note: You cannot have any blank spaces in the Element name.
6. Click the Select button next to the Repeat for each field.
7. Select the column for which you want the information to be

repeated.
8. Click Select for Content.
April 2, 2013 351

Step Action
9. Select the data that you want to be used as content.
10. If you want to filter your export data, click Conditional Export and
set the conditions. For more information, see Filtering Your XML
Export Data on page 356.
11. Click the Import tab.
12. Select or de-select the following check boxes, as required:

• Add <Element name>.
• Update <Element name>.
13. Click OK.

The XML element is added.
Figure 14-1: In this example, recommendations, responsibility and status are three
separate elements. The results of using this profile to export information can be seen in
Figure 14-3.
Adding Groups of Elements PHA-Pro allows you to group your information together.
To add grouped XML elements:
Step Action
1. From the Profile drop-down list, select the Profile to which you
want to add the grouped elements.

4. Select Group of Elements from the Type drop-down list.
5. Click the Select button next to the Repeat for each field.
6. Select the sheet or column for which you want the information to
be repeated.
7. Add the XML elements that you want to add.
8. To add more nodes to your XML tree repeat steps 2 to 7.
April 2, 2013 352

Figure 14-2: In this example, responsibility and status are nested within
recommendations. The results of using this profile to export information can be seen in
Figure 14-4.
Adding Unmatched Elements PHA-Pro allows you to import data that does not correspond to fields in your
existing data base. It retains the data outside of the study’s database. You can view
this information using the Auxiliary Data feature. For more information, see
Viewing Auxiliary Data on page 360. You can also import this data at a later date.
For more information, see Importing Data from Unmatched Elements Process on
page 361.
To add unmatched elements of data to your profile:
Step Action
want to add the nested element(s).

4. Select Unmatched element from the Type drop-down list.
5. Under Content, click the Select button.

The Edit Text Reference dialog box opens.
6. Select the field that you want to reference on the tree.
7. From the Text drop-down list, select the type text that you want
entered, or enter the appropriate text in the field.
8. Click OK.
9. If the Export check box is selected, click the Default Data for
Export button.
The Default Value dialog box opens.
10. In the text box, enter a valid list of xml elements.
11. When you are complete, click OK.
12. Click OK.
April 2, 2013 353

Editing Elements The ability to edit individual elements in your XML profile is especially important
when using the Auto command. For example, you can turn off the import function
of some elements allowing you to retain the original information. This would
allow you to retain, for example, the current codes and categories or markers in
one study, while allowing you to use the data from another.
To edit an element:
Step Action
1. Select the element you want to edit.
2. Click Edit.
The properties dialog box opens
3. Edit the element.
4. Click OK.
The dialog box is closed and the element is edited.
Deleting Elements The ability to delete individual elements in your XML profile is especially useful
when using the Auto or Duplicate Profile commands. For example, you can copy
a hierarchy and remove the few elements that you do not need, saving you time in
creating the profile as well as retaining the nesting.
To delete elements from a profile:
Step Action
1. Select the element you want to delete.
2. Click Remove.
The element is deleted.
Adding Attributes XML elements can have attributes in the start tag, just like HTML. Attributes are
used to provide additional information about elements. They are used to provide
information that is not a part of the data. For example, you can create attributes
that are IDs for records. These IDs can help identify information if it is being
imported back into the document after being modified.
To add an attribute:
Step Action
1. From the Profile drop-down list, select the profile to which you
want to add the attribute.
2. Click the element that you want to add the attribute to in the XML
Elements field.

4. Select Attributes from the Type drop-down list.
April 2, 2013 354

Step Action
5. Enter the attribute name in the Name field.

This name will appear in the element tag.
6. Complete the Content section:

• If you want the same attribute content for all records:
1. Select the Fixed Text radio button.
2. Enter the attribute content in the Content text field.
• If you want different attribute content for each record:
1. Select the Study Data radio button.
2. Click the Select button.
5. If appropriate, complete the fields that appear by selecting the
appropriate information from the drop-down list, and completing
any text field.
Tip: If you selected ID from the Text drop down list:
1. From the ID Name drop-down list, select the
appropriate name.
2. From the Type drop-down list, select one of the
following:
• Sequential - adds a number in sequence. 1,2,3...
• Random 128 bit - adds a random 128 bit code.
• External - the attribute content is empty, and you add
them to the xml document.
Tip: If you are combining documents into one master document, we
suggest that you use the Random 128 bit option.
7. Click the Import tab.
8. Select or de-select the following check boxes, as required:

• Use <Attribute Name> to identify existing <XML Element name>.
• Add <Attribute Name> to existing <XML Element name>.
Tip: If you are going to be re-importing a modified XML document back
into the study, both boxes must be checked.
9. Click OK.
The dialog box closes and the attribute is added.
Adding Unmatched You can also add unmatched attributes in the same manner.
Attributes
To add unmatched elements of data to your profile:
Step Action
want to add the nested element(s).

4. Select Unmatched element from the Type drop-down list.
5. Under Content, click the Select button.
April 2, 2013 355

Step Action
8. Click OK.
9. If the Export check box is selected, click the Default Data for
Export button.
The Default Value dialog box opens.
10. In the text box, enter a valid list of xml attributes.
11. When you are complete, click OK.
12. Click OK.
Editing Attributes To edit an attribute:
Step Action
1. Select the attribute you want to edit.
2. Click Edit.
The properties dialog box opens
3. Edit the attribute.
4. Click OK.
The dialog box is closed and the attribute is edited.
Deleting Attributes To remove an attribute from an element:
Step Action
1. Select the attribute you want to delete.
2. Click Remove.
The attribute is deleted.
Filtering Your XML Export You can filter your xml export data by adding a formula that sets conditions on the
Data
data in an element. For example, you can create a filter that allows you to export
only recommendations whose dollar value is over $5000 or those
recommendations whose actual value exceeds the estimated value.
You can also filter data by adding a formula that references markers in the data
field. For example, if you are revalidating a study, you could export only the data
that has not been revalidated by referencing the validation marker. Another use of
referencing makers would be to flag information that you want to import into your
libraries. You first export the flagged data, and then import the data into your
library.
April 2, 2013 356

To set the filter conditions:
Step Action
1. Click the Conditional Export button on the General tab.

The Export Condition dialog box opens.
2. Select the Evaluation Context from the drop-down list.
3. Set the conditions for the export by defining the formula in the
workspace:
Selecting the Reference:
3. Click OK.
marker.
3. Click OK
Selecting the Function:

of functions:
ENDIF, ELSE.
3. Click OK.
operator.
• Numbers.
4. From the Export if formula result is drop-down list, select the

appropriate answer:
• True.
• False.
5. Click OK.
The Export Condition dialog box closes.
April 2, 2013 357

Tip: The formula for selecting data elements that are marked with a marker is:
IF COUNT( Marker ) > 0 THEN TRUE ELSE FALSE ENDIF.
• The first section of the formula, IF COUNT( Marker ) > 0, checks to see if
the marker is present in the data field.
• The next section, THEN TRUE, sets the logical condition if the conditions
are met.
• The third section, ELSE FALSE, sets the logical condition if the conditions
are not met, i.e. the marker is not present.
• The last section, ENDIF, closes the formula.
Tip: From the Export if formula result is drop-down list, select:

• True - if you want to export the marked data.
• False - if you want to export the unmarked data.
Exporting Data to an XML File To export data to an XML file:
Step Action
1. Go to Data>Export.
The Export drop-down menu, listing all the export profiles, appears.
2. Select the profile you want to use.

The Export to File dialog box opens.

store your file.
4. In the File name field, type the new name for your file. (Optional)
The Save as type field adds the .xml extension.
5. Click Save.
Figure 14-3: This XML export is based on the profile shown in Figure 14-1. The
recommendations, responsibility and status columns are exported without nesting the
information.
April 2, 2013 358

Figure 14-4: This XML export is based on the profile shown in Figure 14-2. The
recommendations, responsibility and status columns are exported using nested
information.
Preparing to Import an XML The import feature allows you to transfer data in XML from other spreadsheets,
File
such as MS Excel, or databases into PHA-Pro. Before using the import function,
you must review the file and either create a new profile, or make any necessary
edits in an existing profile so that the structure in the file and in the profile match.
Tip: When you create a profile in PHA-Pro, the software automatically names the
root element, <RootElement>. You must change the name <RootElement> to
the name of the root element in the import file. For more information, see
Editing Elements on page 354.
To prepare to import an XML file:
Step Action
1. Open your XML file to get a list of all the fields in the file.
Tip: If there is a DTD for the file, use the DTD to obtain the element
names instead of the file. All the necessary information is there in a
condensed form.
2. Ensure that all the required fields are in your hierarchy.

Tip: Add the fields to your hierarchy if necessary. For more information,
see Adding Items to the Hierarchy on page 262.
Tip: Remember that XML is case sensitive. The field names have to be
exactly the same as the XML element names.
3. If you are using an existing profile, ensure that all the required
fields are in the profile and are properly nested.
For more information, see Adding Elements on page 351, Adding Groups
of Elements on page 352, Editing Elements on page 354 and Deleting
Elements on page 354.
Or
If you are creating a new profile, ensure that you have added all
the fields to the profile and that they are all properly nested.
For more information, see Creating a Profile on page 349.
April 2, 2013 359

Step Action
4. Once you have the same structure in both the file and the profile,
click Prolog in the Profile Properties dialog box.
5. Compare the Prolog in the Profile Properties dialog box with the
Prolog in the XML file.
6. If the prologs do not match, copy and paste the prolog from the
Profile Properties dialog box over the prolog in the XML file.
The profile is now ready to import the data from the XML file.
Importing an XML File Once the structure, and the elements in the profile and in the file match
each other, the file is ready to be imported.
To import an XML file into your workplace risk assessment study
Note: In order to import an XML file into your study, the profile structure must
match the XML structure in the file. For more information, see Preparing to
Import an XML File on page 359.
Step Action
1. Go to Data>Import.
Import drop-down menu opens.
2. Select the profile that you are using to import the file.
The Import from File dialog box opens.
3. Navigate to the folder where the file you want to import is stored.
4. Select the file you want to upload.

Tip: If you want to upload multiple files that use the same xml profile,
you can ctrl+click all of the files. These files must use the same
xml profile or the upload operation will fail.
5. Click Open.
The Upload is completed and the fields are populated. The dialog box
closes.
Viewing Auxiliary Data If you import unmatched elements or attributes, or if you want to view existing
attributes, as for example, ID numbers, you use the auxiliary data view.
To view auxiliary data:
Step Action
1. Open the profile whose auxiliary data you want to view.
2. Click auxiliary data.

The auxiliary data view opens.
3. Select the information that you want to view by selecting the

appropriate radio button:
• Show only items with ID or XML data.
• Show all study items.
4. Highlight the attribute or data that you want to view.

The data is shown in the Data: field at the bottom of the page.
April 2, 2013 360

Importing Data from Importing data from unmatched elements is a five-step process.
Unmatched Elements
Process To import data from unmatched elements:
Step Action
1. Add the appropriate field(s) to your hierarchy.

2. Export the data.
3. Modify the XML Profile.
4. Ensure that the file and the Profile match.
5. Re-import the file.
April 2, 2013 361

Exporting/Importing XML Data Using Batch Files

You can also create a batch file for your XML export and import profiles. This
allows you to export your XML data to, or to import XML data from, multiple
files in one operation.
Note: You cannot export information from multiple PHA-Pro files into one xml file,
but you can import information from multiple XML files into one PHA-Pro file
using the Batch command.
Before you can export or import XML files using batch files, you need to create:
• An XML profile in each PHA-Pro file. If you are importing the XML data, the
profile in the XML must match the profile in the study into which the data is
being imported. For more information, see Using the XML Import/Export
Function on page 348.
• A batchscript file. You create the XML batchscript files in the same manner as
you create the other batchscript files, with some slight variations. For more
information, see Writing a Batchscript File on page 344, Exporting to
XML on page 362, and Importing from XML on page 363.
• A batch file. For more information, see Sample Batch File Script on page 346.
Exporting to XML on page 362.
Sample XML Export Batchscript File on page 363.
Importing from XML on page 363.
Save Command on page 363.
Sample XML Import Batchscript File on page 363.
Sample XML Combined Batchscript File on page 363.
Exporting to XML The batch file command to export to XML is called "EXPORT", i.e. it has same
name as the old export command. The two uses of the command (export a sheet to
Word/HTML/Text/DB vs. export to XML using a profile) are distinguished by
whether the "sheet=" parameter is specified or the "profile=" parameter is
specified.
When using the EXPORT command to export to XML, the following parameters
must be specified:
profile="<profile name>"
path="<path of the file you want to export the data to>"
The following parameters are NOT specified when exporting to XML (they only
apply to sheet export): sheet, format, headers, headings, layout.
Here is a sample command:
April 2, 2013 362

EXPORT profile="My XML Export Profile" path="c:\XML Documents\New XML

File.xml"
Note: You must have an open document (opened by the OPEN command) before
using the EXPORT command.
Sample XML Export Here is an example of a batch file using the EXPORT command:
Batchscript File
OPEN path="C:\My PHA-Pro Documents\Study 1.pha"
EXPORT profile="Recommendations" path="C:\XML Files\Study 1
Recommendations.xml"
Importing from XML The command to import from XML is called "IMPORT".
The following parameters must be specified:

profile="<profile name>"
path="<path of the file you want to import the data from>"
The following parameters are NOT specified when importing from XML: sheet,
format, headers, headings, layout.

IMPORT profile="My XML Export Profile" path="c:\XML Documents\New XML
File.xml"
Note: You must open the PHA-Pro file (opened by the OPEN command) that you
are importing into before using the IMPORT command.
Save Command The "SAVE" command allows you to save the results of IMPORT command. The
only parameter it supports is "path".

SAVE path="C:\My PHA-Pro Documents\New Study.pha"
Note: You can SAVE the same study more than once (e.g. to different paths).
Sample XML Import Here is an example of a batch file using the IMPORT command:
Batchscript File
OPEN path="C:\My PHA-Pro Templates\Master Recommendations List
Template.pha"
IMPORT profile="Recommendations" path="C:\XML Files\Study 1
SAVE path="C:\My PHA-Pro Documents\Master Recommendations List.pha"
Note: The file named in the SAVE command cannot be the same as the file in the
OPEN command.
Sample XML Combined You can create a batchscript file that exports data in XML format from several
Batchscript File
studies and combines them into one master study. When you create the profile,
you should create IDs using the random 128 bit feature. For more information, see
Adding Attributes on page 354.
April 2, 2013 363

Here is an example of a batchscript that first exports data from two studies and
then combines them in a master study using import:
OPEN path="C:\My PHA-Pro Templates\Master Recommendations List
Template.pha"
SAVE path="C:\My PHA-Pro Documents\Master Recommendations List.pha"
April 2, 2013 364

PHA-Pro Appendix A: Function Descriptions
APPENDIX A: FUNCTION DESCRIPTIONS

When you create your formulas for formula items, conditional data mirroring and
graphs, you click the function icon and a drop-down menu opens. This section
describes the functions and their syntax.

Constants on page 366.
Statistical / Combining Functions on page 367.
Math & Trig Functions on page 369.
Text Functions on page 373.
Logical Functions on page 376.
Date Functions on page 378.
Other Functions on page 379.
April 2, 2013 365

Constants
Function Description Syntax
PI The value of PI.
The value of E, a mathematical

E
constant.
TRUE Logical “True” value. These functions are values and

have no real syntax on their own.
FALSE Logical “False” value.
Empty value, or a string

BLANK
composed of only spaces.
NULL Empty value.
April 2, 2013 366

Statistical / Combining Functions

MAX(n1,n2,...)
MAX The largest number/item in list. N1, n2, ... are 1 to 255 numbers
for which you want to find the
maximum value.
MIN(n1,n2,...)
MIN The smallest number/item in list. N1, n2, ... are 1 to 255 numbers
for which you want to find the
minimum value.
SUM(v1,v2,...v255)
valuen is the value or the
Add the numbers in the list reference to a cell containing the
SUM
together. value that you want to add.
Tip: You can add a maximum of
255 values.
PRODUCT(v1,v2,...v255)
valuen is the value or the
multiply the numbers in the list reference to a cell containing the
PRODUCT
together value that you want to multiply.
Tip: You can multiply a
maximum of 255 values.
AVERAGE(n1,n2,...)
Provides the average of the N1, n2, ... are 1 to 255 numbers
AVERAGE
numbers in the list for which you want to find the
average value.
MEAN(n1,n2,...)
Provides the mean of the N1, n2, ... are 1 to 255 numbers
MEAN
numbers in the list for which you want to find the
mean value.
COUNT(v1, [v2],...)
v1 (Required). The first item, cell
reference, or range within which
you want to count numbers.
Counts the number of cells that v2, ... (Optional). Up to 255
contain numbers, and counts additional items, cell references,
COUNT
numbers within the list of or ranges within which you want
arguments to count numbers.
Tip: The arguments can contain
or refer to a variety of
different types of data, but
only numbers are counted.
FIRST(list)
FIRST First value in a list List is the name of the list or
column.
LAST(list)
LAST Last value in a list List is the name of the list or
column.
April 2, 2013 367

GETCHILDREN(Formula)
Gets the information for all of the
GETCHILDREN Formula is the formula used to
children of list item.
define the information required.
April 2, 2013 368

Math & Trig Functions

Returns the absolute value of a

number. ABS(n)
ABS Tip: The absolute value of a N is the real number of which you
number is the number want the absolute value.
without its sign.
Determines the sign of a number.

Returns 1 if the number is SIGN(n)
SIGN positive, zero (0) if the number is
0, and -1 if the number is N is any real number.
negative
FLOOR(n,significance)
Rounds number down, toward N is the numeric value you want
FLOOR zero, to the nearest multiple of to round.
significance Significance is the multiple to
which you want to round.
CEILING(n,significance)
Rounds number up, away from
N is the value you want to round.
CEILING zero, to the nearest multiple of
significance Significance is the multiple to
ROUND(number, digits)
N is the number that you want to
Rounds a number to a specified
ROUND round.
number of digits.
Digits is the number of digits to
TRUNCATE(n,digits)
N is the number you want to
Truncates a number to an integer truncate.
TRUNCATE by removing the fractional part of Digits is a number specifying the
the number. precision of the truncation. The
default value for num_digits is 0
(zero).
LN(n)
Returns the natural logarithm of a
number. N is the positive real number for
which you want the natural
LN Tip: Natural logarithms are logarithm.
based on the constant e
(2.71828182845904). Tip: LN is the inverse of the EXP
function.
LOG10(v)
Returns the base-10 logarithm of v is the positive real number for
LOG10
a number which you want the base-10
logarithm.
LOG(n,base)
N is the positive real number for
Returns the logarithm of a which you want the logarithm.
LOG(x,y)
number to the base you specify. Base is the base of the logarithm.
Tip: If base is omitted, it is
assumed to be 10.
April 2, 2013 369

EXP(v)
v is the exponent applied to the
Returns e raised to the power of base e.
number. Tip: To calculate powers of
EXP Tip: The constant e equals other bases, use the
2.71828182845904, the exponentiation operator
base of the natural (^).
logarithm. Tip: EXP is the inverse of LN,
the natural logarithm of
number.
POWER(n,p)
N is the base number. It can be
Returns the result of a number
POWER(x,y) any real number.
raised to a power.
P is the exponent to which the
base number is raised.
SQRT(value)
value is the number for which
you want the square root.
SQRT Returns a positive square root.
Tip: If number is negative,
SQRT returns the #NUM!
error value.
CBRT(v)
v is the number for which you
want the cube root.
CBRT Returns a positive cube root.
Tip: If number is negative,
CBRT returns the #NUM!
error value.
SIN(n)
N is the angle in radians for which
you want the sine.
Returns the sine of the given
SIN Tip: To express the sine in
angle in radians
degrees, multiply the
result by 180/PI( ) or use
the DEGREES function.
COS(n)
you want the cosine.
Returns the cosine of the given
COS Tip: To express the cosine in
angle in radians.
TAN(n)
you want the tangent.
Returns the tangent of the given
TAN Tip: To express the tangent in
angle in radians.
April 2, 2013 370

ASIN(v)
Returns the arcsine, or inverse v is the sine of the angle you
sine, of a number. The arcsine is want and must be from -1 to 1.
ASIN the angle whose sine is number. Tip: To express the arcsine in
The returned angle is given in degrees, multiply the
radians in the range -pi/2 to pi/2. result by 180/PI( ) or use
ACOS(v)
Returns the arccosine, or inverse
v is the cosine of the angle you
cosine, of a number. The
want and must be from -1 to 1.
arccosine is the angle whose
ACOS Tip: To convert the result from
cosine is number. The returned
angle is given in radians in the radians to degrees,
range 0 (zero) to pi. multiply it by 180/PI() or
use the DEGREES function.
ATAN (n)
Returns the arctangent, or
N is the tangent of the angle you
inverse tangent, of a number. The
want.
arctangent is the angle whose
ATAN
tangent is number. The returned Tip: To express the arctangent
angle is given in radians in the in degrees, multiply the
range -pi/2 to pi/2. result by 180/PI( ) or use
ATAN2(x,y)
Returns the arctangent, or X is the x-coordinate of the point.
inverse tangent, of the specified Y is the y-coordinate of the point.
ATAN2(x,y) x- and y-coordinates. The angle
Tip: To express the arctangent
is given in radians between -pi
in degrees, multiply the
and pi, excluding -pi.
ATAN2XY Same as ATAN2(x,y) Same as ATAN2(x,y)
Returns the hyperbolic sine of a SINH(n)

SINH
number N is any real number.
COSH(n)
Returns the hyperbolic cosine of a N is any real number for which
COSH
number. you want to find the hyperbolic
cosine.
Returns the hyperbolic tangent of TANH(n)

TANH
a number. N is any real number.
DEGREES(angle)
DEGREES Converts radians into degrees. Angle is the angle in radians that
you want to convert.
RADIANS(angle)
RADIANS Converts degrees into radians. Angle is the angle in degrees that
you want to convert.
ISODD(n)
Returns TRUE if number is odd, or
ISODD N is the value to test. If number
FALSE if number is even.
is not an integer, it is truncated.
April 2, 2013 371

ISEVEN(n)
Returns TRUE if number is even,
ISEVEN N is the value to test. If number
or FALSE if number is odd.
is not an integer, it is truncated.
April 2, 2013 372

Text Functions
UPPER(text)
Converts a text string to all upper text is the text you want
UPPER
case. converted to uppercase. Text can
be a reference or text string.
UPPER(text)
Converts a text string to all lower text is the text you want
LOWER
case. converted to lowercase. Text can
be a reference or text string.
VALUE(text)
Converts a text string that text is the text enclosed in

VALUE
represents a number to a number quotation marks or a reference to
a cell containing the text you
want to convert.
COMBINETEXT(<Text1>,<Text2
>, "joining text")
Text1 is your first text.
Text2 is your second data set,
joining text is additional text you
want to use to join the two sets
of data.
Combines text from two text Tip: If you just want to insert
COMBINETEXT
strings. information from one field,
you must enter two sets of
"" otherwise, you will get
an error message. In this
case, the formula should
look like:
COMBINETEXT(<TextField
1>,"","")
Compares two text strings,

returns:
• TRUE if they are exactly the EXACT(string1,string2)
same.
EXACT string1 and string2 are the text
• FALSE otherwise.
strings that you are comparing.
Tip: EXACT is case-sensitive but
ignores formatting
differences.
April 2, 2013 373

SUBSTITUTE(string1,string2,strin
g3,num)
string1 is the text or the
reference to a cell containing text
for which you want to substitute
characters.
Substitutes new text for old text string2 is the text you want to
in a text string. replace.
SUBSTITUTE Tip: Use SUBSTITUTE when you string3 is the text you want to
want to replace specific replace string2 with.
text in a text string number1 specifies which
occurrence of string2 you want to
replace with string3. If you
specify number1, only that
instance of string2 is replaced.
Otherwise, every occurrence of
string2 in text is changed to
string3.
REPLACE(string1,n1,nr2,string2)
string1 is the text in which you
are going to make the
Replaces part of a text string, replacement.
based on the number of n1 specifies the character at
REPLACE
characters you specify, with a which to start the substitution.
different text string. n2 specifies the numbers of
characters to be replaced.
string2 is the text that is going to
be entered.
REPLACE(string1,string2,string3,
number)
string1 is the text in which you
are going to make the
replacement.
string2 is the text that is going to
Replaces all instances of old text be replace.
with new text in a text string. string3 is the text that is going to
Tip: Use REPLACEALL when you be entered.
REPLACEALL
want to replace all number (optional) is the number
instances of specific text in of occurrences of the text at
a text string. which to start the replacement.
For example, if number is 2, the
function starts to replace at the
second occurrence of the text.
Tip: If no number is indicated,
all occurrences are
replaced.
April 2, 2013 374

FIND(text_find,text_in,char#)
Locates one text string within a
text_find is the text you want to
second text string, and return the
find.
number of the starting position of
the first text string from the first text_in is where you are
FIND character of the second text searching.
string. char# specifies the character at
Tip: FIND is case sensitive and which to start the search. The
does not allow wildcard first character in text_in is
characters. character number 1. If you omit
char#, it is assumed to be 1.
MID(text_ret,number1,number2)
text_ret is the text returned.
Returns a specific number of
number1 is the starting position.
characters from a text string,
MID starting at the position you number2 is the number of
specify, based on the number of characters specified.
characters you specify. Tip: If you want to go from the
starting point to the end of
the string, omit number2.
FIRST(string1,string2)
string1 is the text string that
Gets the location in a text value contains the value.
where another text value first
FIRST appears. string2 is the value you are
searching for.
Tip: FIRST is not case sensitive.
For example.
FIRST(David,d) returns 1.
LAST(string1,string2)
string1 is the text string that
Gets the location in a text value contains the value.
where another text value last
LAST appears. string2 is the value you are
searching for.
Tip: LAST is not case sensitive.
For example.
LAST(David,d) returns 5.
ITEMNUMBER(list)
Provides a list number for an item list is the list, or column,
ITEMNUMBER
in a list as a text value. containing the item whose list
value you want to know.
text1+LINEBREAK+text2
text1 is the text before the line
Enters a line break that can be
LINEBREAK break.
combined with text values.
text2 is the text after the line
break.
A constant variable that provides

STRUCTURELEV
the level of the list item in the STRUCTURELEVEL
EL
list.
A constant variable that returns

STRUCTUREMA
the maximum child level that STRUCTUREMAXCHILDLEVEL
XCHILDLEVEL
belongs to list item.
April 2, 2013 375

Logical Functions
Returns TRUE if all of its

arguments are TRUE
One common use for the AND
function is to expand the AND(logical1, [logical2], ...)
usefulness of other functions that logical1 (Required). The first
perform logical tests. For condition that you want to test
example, the IF function that can evaluate to either TRUE
AND performs a logical test and then or FALSE.
returns one value if the test
evaluates to TRUE and another logical2, ... (Optional). Additional
value if the test evaluates to conditions that you want to test
FALSE. By using the AND function that can evaluate to either TRUE
as the logical_test argument of or FALSE.
the IF function, you can test
many different conditions instead
of just one.
OR(logical1,logical2,...)
Returns TRUE if any argument is
OR TRUE; returns FALSE if all Logical1,logical2,... are
arguments are FALSE. conditions you want to test that
can be either TRUE or FALSE.
Reverses the value of its

argument. Use NOT when you
NOT(logical)
want to make sure a value is not
NOT equal to one particular value. Logical is a value or expression
that can be evaluated to TRUE or
If logical is FALSE, NOT returns
FALSE.
TRUE; if logical is TRUE, NOT
returns FALSE.
When executing a block If

(second syntax), condition is
tested. If condition is True, the
statements following Then are
IF ... THEN executed. If the condition is false, IF condition THEN statements
...ELSE the statements following Else are [ELSE elsestatements]
executed. After executing the
statements following Then or
Else, execution continues with
the statement following EndIf.
Closes a block of code that begins

ENDIF IF ... THEN ... [ELSE ...] ENDIF
with an "if...then" statement.
Separates list items that have

ISSTRUCTURE
children (not a leaf) from those ISSTRUCTURELEAF
LEAF
that do not have children (leaf).
April 2, 2013 376

IF(logical_test, value_if_true,
[value_if_false])
The IF function syntax has the
following arguments (argument:
A value that provides information
to an action, an event, a method,
a property, a function, or a
procedure.):
logical_test (Required). Any
value or expression that can be
evaluated to TRUE or FALSE. For
example, A10=100 is a logical
expression; if the value in cell
A10 is equal to 100, the
expression evaluates to TRUE.
Otherwise, the expression
evaluates to FALSE. This
argument can use any
comparison calculation operator.
value_if_true (Required). The
value that you want to be
returned if the logical_test
argument evaluates to TRUE. For
example, if the value of this
argument is the text string
"Within budget" and the
The IF function returns one value
logical_test argument evaluates
if a condition you specify
to TRUE, the IF function returns
evaluates to TRUE, and another
the text "Within budget." If
value if that condition evaluates
logical_test evaluates to TRUE
to FALSE.
IF(..., ..., ...) and the value_if_true argument
For example, the formula is omitted (that is, there is only a
=IF(A1>10,"Over 10","10 or comma following the logical_test
less") returns "Over 10" if A1 is argument), the IF function
greater than 10, and "10 or less" returns 0 (zero). To display the
if A1 is less than or equal to 10. word TRUE, use the logical value
TRUE for the value_if_true
argument.
value_if_false (Optional). The
value that you want to be
returned if the logical_test
argument evaluates to FALSE.
For example, if the value of this
argument is the text string "Over
budget" and the logical_test
argument evaluates to FALSE,
the IF function returns the text
"Over budget." If logical_test
evaluates to FALSE and the
value_if_false argument is
omitted, (that is, there is no
comma following the
value_if_true argument), the IF
function returns the logical value
FALSE. If logical_test evaluates
to FALSE and the value of the
value_if_false argument is
omitted (that is, in the IF
function, there is no comma
following the value_if_true
argument), the IF function
returns the value 0 (zero).
April 2, 2013 377

Date Functions
TODAY( )
Returns the serial number of the
TODAY There are no arguments for this
current date.
formula.
April 2, 2013 378

Other Functions
Function(parameter
WHEREcondition)
Function is the function being
carried out.
parameter is the parameter of
Used to specify a filter condition the function.
WHERE for a parameter of MAX,SUM, condition is the filter being
COUNT, etc. applied.
For example if you wanted the
cost of all level three items in a
structure list, you would write:
SUM(GETCHILDREN(Cost where
STRUCTURELEVEL=3))
Function(FIND_USAGE(reference
))
Function is another function.
Searches the hierarchy where a
Reference refers to an item in the
particular code is referenced. This
FIND_USAGE hierarchy.
is often a parameter of another
function. For example to find the minimum
RPN value, you would write:
MIN(FIND_USAGE(ProcessFMEA-
Risk Priority Number))
STUDYID Inserts the Study ID STUDYID
April 2, 2013 379

PHA-Pro Appendix B: Checklist Preparation
APPENDIX B: CHECKLIST PREPARATION

The following guideline is intended to help you prepare a checklist for use with
the Checklist and What If/Checklist methodologies. Depending on the
requirements of your study situation, your checklist may need additional items.
• What are the functions of the equipment? In what ways can the equipment
functionally fail?
• What are the major hazards associated with the material being handled by the
equipment?
• Is there potential for flammable/toxic releases?
• Is the process adequately controlled?
• Is there any chance of exothermic runaway reactions?
• What potential interactions between upstream or downstream equipment or
conditions could lead to problems?
• What are the “worst event” and “worst credible” scenarios?
• Could adjacent facilities pose a risk?
• Could external events create problems?
• Is there an emergency response plan?
• Could supporting utility failures be problematic?
• Could environmental conditions, such as low temperatures, cause problems?
• What environmental protection measures are in place to contain releases?
• Could failures of individual components, such as control valves and level
switches, be problematic?
• Could there be any problems with startup, shutdown or standby operation?
• What will happen on emergency shutdown?
• Are there any problems maintaining equipment or individual components?
• What is the sparing philosophy and how does it affect system and equipment
reliability?
• What will happen if instrumentation control systems fail?
• Are there adequate protective systems? If so, is some redundancy needed?
• Have you considered:
• Power failure?
• Instrument air failure?
• Cooling water failure?
• Steam failure?
• Have the effects of all of these been considered in relation to flare and
blowdown system sizing?
• Do system components such as control valves fail safe if their actuating media
fail?
• Have you considered:
• Equipment isolation?
• Drainage?
• Venting?
• Blinding?
• Emergency interlocks?
April 2, 2013 380

PHA-Pro Appendix B: Checklist Preparation
• The need for closed drainage systems?

• Have you considered any special operations, such as presulfiding, onsite
catalyst loading/unloading, onsite regeneration and so forth?
• Have you looked at common problems, such as:
• High pressure/low pressure interfaces?
• Possibility of reverse flow?
• Chances of seal ruptures?
• Equipment plugging?
• Gas breakthrough on level control failure?
• Bypasses being left open around control valves?
• Tube ruptures in furnaces and heat exchangers?
• Water hammer/two-phase flow damaging lines?
• Stress corrosion cracking (for example, stainless steel in presence of
chlorides)?
Note: When creating a checklist, you may also find it beneficial to review the
libraries of PHA-Pro®.
April 2, 2013 381

PHA-Pro Appendix C: Checklist to Assist with Compliance for OSHA 1910.119
APPENDIX C: CHECKLIST TO ASSIST WITH

COMPLIANCE FOR OSHA 1910.119
Organizations needing to perform Process Hazards Analyses to meet the
requirements of the U.S. Code of Federal Regulations, 29 OSHA 1910.119, can
use the additional checklists that come with PHA-Pro® in electronic format. These
checklists are provided separately since OSHA workplace risk assessment
compliance calls for the user to address a number of issues that are not usually
addressed during the course of a workplace risk assessment, including the
following:
• General information required by OSHA.
• Flammable materials inventory.
• Highly hazardous chemicals inventory.
• Types of potential hazards present.
• Aggravating factors.
• Potentially hazardous phenomena that could occur.
• Maximum number of potentially affected employees.
• Age of processing facility.
• Operating history parameters, problem areas.
• workplace risk assessment schedule and type.
• workplace risk assessment scheduling priorities.
• Incidents with potential to cause catastrophic consequences.
• Facility siting.
• Possible health and safety effects.
• Team member experience.
Note: A description of the OSHA Checklists is provided in the "Read Me" file
installed by the setup program.
April 2, 2013 382

PHA-Pro Appendix D: Analyzing Operating Instructions, Batch Processes and
APPENDIX D: ANALYZING OPERATING

INSTRUCTIONS, BATCH PROCESSES AND PLANT
MODIFICATIONS
Methods of Analyzing Operating Instructions and Batch Operations. on page 384.
Methods for Studying Plant Modifications on page 385.
April 2, 2013 383

Methods of Analyzing Operating Instructions and

Batch Operations.
A number of methods are available for analyzing operating instructions and batch
processes, including the following:
• Procedural Step (type used with Guide Word HAZOP Library).
• Operating Procedure (type used with What If Library).
• Batch Operation (type used with general library).
• Startup/Shutdown/Standby (type used with Knowledge Based HAZOP).
Procedural Step • With Guide Word HAZOP, select Procedural Step as the Node Type when
using the Guide Word HAZOP Library.
• Provide a description, such as “Filling Reactor,” together with Design
Conditions/Parameters and Drawings referenced.
• For Deviations, select Copy from Library and select from the specific Guide
Words: No, Sooner, Later, and so on.
• For each Guide Word, select the Parameter, such as Filling, and then provide
the Deviation.
• The Guide Word Library can provide pertinent information through the
Procedural Step Link.
Operating Procedure For the What If methodology, select Operating Procedure as the subsystem and
use together with the What If Library.
Batch Operation The Batch Operation Library component is common to all items regardless of
whatever specific type is chosen.
Startup/Shutdown/Standby When using Knowledge Based HAZOP, select the Startup/Shutdown/Standby

Node Type in conjunction with the Knowledge Based Library.
April 2, 2013 384

Methods for Studying Plant Modifications

A number of methods are available for studying plant modifications, including the
following:
• Modification (type used with Guide Word HAZOP Library).
• Plant Modifications (type used with Knowledge Based HAZOP library).
• General Category (type used with What If Library).
Modification When using Guide Word HAZOP, select the Modification Node Type when using
the Guide Word HAZOP Library. Select deviations that you consider applicable
with the Node.
Plant Modifications When using Knowledge Based HAZOP, select the Plant Modifications Node
together with any applicable Node types, when using the Knowledge Based
HAZOP Library.
General Category With What If, select General category as the subsystem together with any other
applicable subsystems when using the What If Library.
April 2, 2013 385

PHA-Pro Tutorial A: Creating a Template From Scratch
TUTORIAL A: CREATING A TEMPLATE FROM

SCRATCH
Using Project Settings you can empty a template and create a new one from
scratch. By learning the order of procedures in this tutorial, and the detailed step
by step procedures elsewhere in the manual, you can create a customized template
for your company.

Creating a Blank Template on page 387.
Preparation for Creating a New Template on page 389.
Creating the Hierarchy on page 392.
Adding Administration Information to the Hierarchy on page 395.
Adding the Risk Matrix on page 396.
Adding Codes and Categories on page 401.
Adding Markers on page 404.
Displaying the Hierarchy in Sheets on page 407.
Formatting your Forms and Worksheets on page 419.
Rearranging the Sheets on page 421.
Further Customization on page 426.
April 2, 2013 386

Creating a Blank Template

Let’s create and save a blank template in PHA-Pro. You will notice that there are
certain default folders that you cannot delete from project settings. These folders
are:
• Risk Systems.
• Codes and Categories.
• Markers.
You will add information to these folders working down in order
Tip: These folders have similar right panes, namely - Naming Convention, Data
Check, and Sheet.
To create a blank template:
Step Action
1. Go to Hierarchy, under Project Settings.

Tip: You should save the file as Blank Template first.
2. Delete all folders and sub folders until only the three default
folders are left.
Note: The Sheets still exist but are blank. This shows that the Hierarchy
and Sheets under Project Settings are independent of each other.
In other words, you create the hierarchy, but, you display the
items of the hierarchy in sheets. Column Headings and Headers
are displayed in Worksheets and Labels are displayed in Forms.
3. Now go to Sheets.
4. Delete all sheets.

There should be only three folders in sheets and the yellow and green
Settings and Data Check tabs in your file now.
5. Save the blank template as Blank Template.
Figure A-1: Hierarchy with only the default folders left.
April 2, 2013 387

Figure A-2: Sheets with the Hierarchy items removed, but with all the Worksheets and
Forms still present.
Figure A-3: Sheets with only the default folders left.
April 2, 2013 388

Preparation for Creating a New Template

Before you can create your new template you should determine:
• Column Headings and Headers for worksheets.
• Labels for forms.
• Risk ranking criteria.
• If you will be using a Risk Matrix or other form of risk ranking.
Only after you have laid out these requirements should you create your new
template.

Determining your Administration Information on page 389.
Determining your Worksheet Information on page 389.
Determining your Risk Ranking on page 389.
Determining your Recommendations on page 390.
Determining your In the Administration collection, the following information is included:
Administration Information
• Administration information for your study - Company name, Project Name or
(ID), Duration of the study. (Form)
• Study - Scope, Objectives, System intends to, System intends not to. (Form)
• Team members. (Worksheet)
• Documents - P&IDs, PFDs, Design Schematics, etc. (Worksheet)
Determining your Worksheet For this exercise let's create a worksheet for a typical qualitative risk analysis
Information
technique, as shown below:
Figure A-4: The above worksheet shows the criteria that we want in our study.
Determining your Risk For this example, we will use two ways for calculating the risk ranking based on
Ranking
the following criteria:
Severity Risk Criteria
Code Description
1. Low
2. Medium
3. High
4. Very High
April 2, 2013 389

Code Description
5. Catastrophic
Likelihood Risk Criteria
Code Description
1. Insignificant
2. Medium
3. High
4. Very High
5. Certain
Risk Ranking Criteria
Code Description
I Insignificant
A Acceptable
C Acceptable with Control
U Undesirable
Method 1 -Determining Risk Ranking using a Risk Matrix
Using the above Criteria, we can get the following matrix:

5 C C U U U
4 A C C U U
Likelihood
3 A A C C U
2 I A A C C
1 I I A A C
1 2 3 4 5
Severity
Method 2 - Risk Ranking by product of the Severity and Likelihood
Risk = Consequence x Frequency = Severity x Likelihood
Using the above criteria, the risk ranking will be between 1 and 25:
Determining your Let’s have another worksheet for tracking your recommendations. This
Recommendations
information can include, but is not limited to the following column headings:
• Recommendations.
• Person Responsible.
• Places Used.
• Action Taken.
April 2, 2013 390

• Cost.
• Dates - Estimated Start Date, Actual Start Date, Estimated End Date, Actual
End Date
In this exercise we are only using the Recommendations and Places Used column
headings for this worksheet.
April 2, 2013 391

Creating the Hierarchy

General for qualitative risk analysis, you have a process or a system that is broken
down into indentures. This allows it to be analyzed in manageable portions. The
following diagram illustrates a typical breakdown tree.
Figure A-5: Breakdown Tree - this breaks the System down into Subsystems,
Components and finally Items.
At the lowest level of the hierarchy, we would apply the Risk Technique
(Scenarios, Causes, Consequences, Severity, Safeguards, Likelihood, Risk
Ranking, Recommendations, etc.)
Creating the Hierarchy The steps here present the high level of adding items to the hierarchy. For a
detailed procedure on adding items to the hierarchy, see Adding Items to the
Step Action
1. Select Study under Hierarchy.
2. Right click and select Add from the drop-down menu. (Figure A-6)
Or
Click the Add on the Hierarchy bar.
Note: When you need to be able to add new rows, such as in a
worksheet, you will always use the "three blue striped" List item.
On the other hand, when you just need a data field, e.g.,
"Company Name", "Address", etc. then use the "yellow folder"
Group item.
3. Select List item from the New Hierarchy Item list.
4. Add List items and name them as follows:

• SYSTEMS.
•SUBSYSTEMS.
•SCENARIOS.
•CAUSES.
•CONSEQUENCES.
•SAFEGUARDS.
Note: List item has one default Text Field called Description. You can
add more items under the List as required. For this exercise, use
UPPER case for List name and Title case for column headings and
data fields.
April 2, 2013 392

Step Action
5. Go to Study in the Hierarchy
6. Right click and select Add from the drop-down menu

Or
Click the Add on the Hierarchy bar.
Note: When you need to be able to add new rows, such as in a
worksheet, you will always use the "three blue striped" List item.
On the other hand, when you just need a data field, e.g.,
"Company Name", "Address", etc. then use the "yellow folder"
Group item.
7. Select List item from the New Hierarchy Item list.
8. Name this List item - RECOMMENDATIONS.
9. Under CAUSES in the Hierarchy add a List of References
10. Link to RECOMMENDATIONS.
Figure A-6: Study has been highlighted under Hierarchy. From the right-click drop down
menu, Add has been selected.
April 2, 2013 393

Figure A-7: Hierarchy tree showing SYSTEMS and RECOMMENDATIONS.
Figure A-8: Project Settings showing both the left pane containing the Hierarchy and the
right pane that has the pages that allow you to customize each item.
Global Name: This is an optional alternate name for a hierarchy item that is used
primarily in conjunction with data mirroring or split function. For more
information, see Splitting the Hierarchy on page 277 and Data Mirroring on
page 287. This name describes the item fully within the study. For instance, if
your study had two or more risk techniques in the same hierarchy, then you may
have separate column headings that are similar - for example “causes”. You would
have Causes A in one branch and Causes B in another branch. This name is used
on menus for Send To command of the data mirroring or split functions (if the
template is set up to use this command). There may be different messages and
prompts in the software where Global Name is used to identify an item.
Keywords: They are used in conjunction with Copy From and AutoType filters.
You can use data in Copy From or AutoType from different columns in the
worksheet by using the same Keyword in the hierarchy.
April 2, 2013 394

Adding Administration Information to the

Hierarchy
Next go to the Administration folder in Hierarchy. Add the groups and fields:
• Facility Information.
• Company Name
• Project Name.
• Study.
• Scope.
• Objective.
• System Intends To.
• System Intends Not To.
• Duration.
• Start.
• End.
Add the following lists and fields:

• Team.
• Full Name.
• Title.
• Phone.
• Roles.
• Drawings.
• Drawing.
• File Path.
• Comments.
When you are finished, it should resemble the structure shown in By

grouping the fields in the hierarchy, you will be able to add groupings to the fields
on the forms when you create them.
For information on adding items to the hierarchy, see Adding Items to the
Figure A-9: The hierarchical structure of the Administration folder.
April 2, 2013 395

Adding the Risk Matrix

Once you have created your hierarchy, you can add the risk settings. For more
information, see Creating a Risk Matrix on page 245.
Note: You can create a Risk Calculation ranking in a similar manner if you want to
use the product of Severity and Likelihood.
To add the risk matrix:
Step Action
1. Click Risk Settings.
2. Click Add and select the 2D Risk Matrix from the list.
3. Make the matrix a 5 x 5 as per the risk criteria
4. Name the matrix Risk Matrix.
5. Rearrange the axes by right-clicking the axes, and select

• Swap Axis
• Move Axis to Opposite Side
• Reverse Axis Order
from the drop-down menu.
Your matrix should resemble the one in Figure A-10.
6. Add the criteria to the Severity, Likelihood and Risk Ranking and
fill the matrix according to the requirements.
For the criteria, see Determining your Risk Ranking on page 389.
See Figures A-11 to A-14.
7. Color the matrix using the color button: (Figure A-15)

I (Insignificant) - White (Default).
A (Acceptable) - Green.
C (Acceptable with Control) - Yellow.
U (Undesirable) - Red.
Figure A-10: After carrying out steps 1 to 7 in adding a Risk Matrix, your new Risk
Matrix should resemble the above diagram.
April 2, 2013 396

Figure A-11: Adding the Severity Codes.
Figure A-12: Adding the Likelihood Codes
Figure A-13: Adding the Risk Rankings.
April 2, 2013 397

Figure A-14: Adding the Risk Ranking Codes to the Matrix
Figure A-15: Coloring the cells of the Matrix.
Figure A-16: The finished matrix.
April 2, 2013 398

Linking the Matrix to the Once you have created your matrix, you have to link it to an item in the hierarchy.
Hierarchy
To link the matrix to the hierarchy:
Step Action
1.§ On the Risk Matrix page, click the Usage tab.

The Usage page opens
2. Select Add.
The Add/Edit Risk Matrix Usage dialog box opens
3. Select CONSEQUENCES from the Linked Item drop-down field.

(Figure A-17)
Select CONSEQUENCES because you would rank Severity for
CONSEQUENCES rather than SCENARIO, CAUSES, or SAFEGUARDS or
RECOMMENDATIONS.
Note: The drop-down menu shows UPPER case names. These are the
names of the List Items, not the column headings.
4. Uncheck the Default box, and enter the name of the matrix, RM, in
the Description field because you will see this under Show Column
in the worksheet.
5. Leave the Severity, Likelihood, and Risk Ranking boxes checked.
6. Click OK.
The dialog box closes and the matrix is linked to the hierarchy. (Figure A-
18)
Figure A-17: You select the field to which you want to link the Matrix in the Add/Edit
Risk Matrix dialog box.
April 2, 2013 399

Figure A-18: Your new Matrix is now linked to the Consequences field in the hierarchy.
April 2, 2013 400

Adding Codes and Categories

Codes and Categories are just drop-down tables that you can use in worksheets.
For example, instead of typing Present, Absent, Partial, Early, Late, etc. in an
attendance sheet, you can create an Attendance Codes and Categories so you will
have a drop-down list to pick from.
Once you have created your risk system, you now add codes and categories for
your study.
To add a category with codes:
Step Action
1. Create your category in the study.

For more information, see Adding Categories on page 248.
2. Add codes to the category.

For more information, see Adding Codes on page 249.
3. Link the codes to a Hierarchy item. (Optional)

For more information, see Defining Data Linkages on page 285.
Adding the Consequence For our exercise, we are going to create and add a category called Consequence
Category
Code/Category to our new study and then link the category to the hierarchy.
To add and link the category:
Step Action
1. Click the Codes and Categories in Project Settings.
2. Click Add on the bar

Or
Right-click the field and select Add from the pop-up menu.
New Code and Category icon appears in the left pane and the pages for
customizing the category appear in the right pane.
3. Name the category Consequences in the Naming Convention page.

(Figure A-19)
4. Add the codes and descriptions on the Values tab. (Figure A-20)
5. Open the Hierarchy
6. Right-click Consequences.
Pop-up menu opens
7. Select Add.
Hierarchy item dialog box opens.
8. Select Reference.
9. Use the Use name of linked item option. (Figure A-21)
10. Link to the Consequences code/category. (Figure A-22)
11. Click Finish.

The category is linked. (Figure A-23)
April 2, 2013 401

Figure A-19: Name the category in the Naming Convention page.
Figure A-20: Enter the codes and their descriptions on the Values page.
Figure A-21: Select the Use name of linked item check box.
April 2, 2013 402

Figure A-22: Under Link To, select Consequence Code/Category.
Figure A-23: You can see the created link in the Hierarchy.
April 2, 2013 403

Adding Markers
Next, we will add a marker to your study. For more information, see Creating New
To our study, we are going to add a marker, called Followup, which contains a
note field.
Adding the Followup Marker To add a marker called Followup to the study:
Step Action
1. Click Markers in Project Settings.
2. Click Add on the bar

Or
New Markers icon appears in the left pane and the pages for customizing
the marker appear in the right pane.
3. Enter the name of the marker, Followup, in the Name page.
4. Select the symbol that you want to use for the marker on the
Symbol page.
In our example, we are selecting the glasses symbol from Wingdings.
(Figures A-24 and A-25)
5. Go to the List of Marked Items page
6. Right click the Ref # heading.
7. Go to Show Column>New Column.

The New Column dialog box opens. (Figure A-26)
8. Select Text field, and enter the name of the new column, Note, in
the name field. (Figure A-27)
Tip: The Column contains field provides a choice of three types of fields
you can add to the marker:
• Text.
• Date.
• Number.
9. Click OK.
The new marker with a note field is added. (Figure A-28)
April 2, 2013 404

Figure A-24: When you click Choose Symbol, the Symbol dialog box opens. Select the
icon that you want to use and click OK.
Figure A-25: The eyeglass symbol has been added as the marker symbol. We then
formatted it using the fields on the Symbol page.
Figure A-26: The pop-up menu has opened, and select Show Column>New Column.
April 2, 2013 405

Figure A-27: Select text from the Column contains drop-down menu and name this
column “Note”.
Figure A-28: The Note field has been added to the marker and the Marker has been
created. You can see that both the Marker and the Note have been added to the Markers
folder in Hierarchy as well.
Note: All three folders - Risk Systems, Codes and Categories, and Markers are
repeated under the Hierarchy.
April 2, 2013 406

Displaying the Hierarchy in Sheets

Once you have created the hierarchy, you need to go to Sheets to create the
worksheets and forms for the hierarchical items.
You will add:

• Forms and Worksheets for the administrative collection,
• Collection to organize all Administration Forms and worksheets under one
tab.
• Three worksheets for the Risk Technique:
1. Systems and subsystems.
2. Risk Technique
3. Recommendations.
For more information on adding sheets, see Adding New Sheets on page 295.

Formatting and Re-arranging the Sheets on page 407.
Adding a Facility Information Form on page 407.
Additional Worksheets on page 410.
Adding a Team Members Page on page 410.
Adding the Drawing Worksheet on page 412.
Displaying the Risk Technique in Worksheets on page 412.
Adding the Systems Worksheet on page 413.
Adding the Risk Technique Worksheet on page 414.
Adding the Recommendations Worksheet on page 417.
Formatting and Re-arranging Once you have created your sheets you can format them - hiding columns,
the Sheets
grouping headers, moving fields around the form. For more information, see
Customizing Sheets on page 305 and Chapter 7: Customizing Forms and
Worksheets on page 158.
Adding a Facility Information For our example, we are going to add a Facility Information Form to Sheets.
Form
To add a form to Sheets:
Step Action
1. Click Sheets in Project Settings.

Or
Right-click the folder and select Add from the pop-up menu.
The New Sheets dialog box opens. (Figure A-29)
3. Select Form and click Next.

The New Sheets - Name dialog box opens. (Figure A-30)
4. Enter Facility Information as the name and click Next.

The New Sheets - Data fields dialog box opens. (Figure A-31)
April 2, 2013 407

Step Action
5. Select the Data Fields and click Next.

The New Sheets - Breakdown dialog box opens. Breakdown is determined
automatically by default. Mainly this is used for page breaks in sheets.
(Figure A-32)
6. Click Finish.
The Facility Information form opens. (Figure A-33)
7. Right-click form and go to Show Enclosing Group Box>[Name of

Group]. (Figure A-34)
8. Continue grouping Data Fields as required.

The Facility Information form is complete. (Figure A-35)
Tip: You can drag and drop the labels around the form as required.
Figure A-29: From the New Sheet dialog box, select Form.
Figure A-30: Enter Facility Information, the name of the form, in the New Sheet - Name
dialog box.
April 2, 2013 408

Figure A-31: Select the items that you want displayed as data fields on the form.
Figure A-32: The Breakdown page is automatically configured.
Figure A-33: The Facility Information Form after you click Finish in the Breakdown dialog
box.
April 2, 2013 409

Figure A-34: By right-clicking the form, you can group your data fields. The groupings
and names of the form’s groups are based on the groups that you creating in the
hierarchy.
Figure A-35: The finished Facility Information form.
Additional Worksheets We are going to add some additional worksheets for the Administration collection,
namely - Team Members and for Drawings.
Adding a Team Members To add a worksheet to list our team members:

Page
Step Action

Or
The New Sheets dialog box opens.
3. Select Worksheet and click Next.

The New Sheets - Name dialog box opens. (Figure A-36)
4. Enter the Team Members as the name and click Next.

The New Sheets - Columns dialog box opens. (Figure A-37)
April 2, 2013 410

Step Action
5. Select the columns and click Next.

The New Sheets - Headers dialog box opens. (Figure A-38)
The Team members worksheet does not require headers in this example.
6. Click Next.
The New Sheets - Breakdown dialog box opens.
7. Click Finish.
The Team Members worksheet opens. (Figure A-39)
Figure A-36: Enter Team Members in the Use the Following name field.
Figure A-37: Select the items that you want displayed as columns. If you select Team, it
would appear as a heading over the four columns chosen.
April 2, 2013 411

Figure A-38: The Team Members worksheet does not require headers, so click Next.
Figure A-39: The Team Members worksheet after the wizard finished. Notice the
multiple column headings.
Adding the Drawing In a similar manner to the Team Members worksheet, create the Drawings
Worksheet
worksheet. ( )
Figure A-40: The Drawings worksheet is created in the same manner as the Team
Members worksheet.
Displaying the Risk After creating the sheets for the Administration information, we need to create
Technique in Worksheets
worksheets for the study. We are going to create three worksheets for the risk
technique:
• Systems & Subsystems.
• Risk Technique.
• Recommendations.
April 2, 2013 412

Adding the Systems To add the SYSTEMS worksheet:

Worksheet
Step Action

Or
Right-click the folder and select Add from the pop-up menu.

The New Sheets - Name dialog box opens.
4. Select SYSTEMS as Name and click Next. (Figure A-41)

The New Sheets - Columns dialog box opens.
5. Select Systems and Subsystems as columns and click Next.

(Figure A-42)
The New Sheets - Headers dialog box opens.
Note: There is nothing above Systems in the hierarchy, so skip Headers.
6. Click Next.
7. Click Finish.
The SYSTEMS worksheet opens. (Figure A-43)
Figure A-41: Select SYSTEMS from the Use the name of the following hierarchy item
field.
April 2, 2013 413

Figure A-42: Select the Systems and Subsystems hierarchy items as columns.
Figure A-43: The SYSTEMS worksheet. Notice that there are only two columns
displayed. If we selected SYSTEMS and SUBSYSTEMS, we would have had multiple
headings.
Adding the Risk Technique We are now going to create a worksheet call Risk Technique.
Worksheet
To add the Risk Technique worksheet:
Step Action

Or

The New Sheets - Name dialog box opens.
4. Enter Risk Technique as the name and click Next. (Figure A-44)
The New Sheets - Columns dialog box opens.
5. Select the remaining items as columns and click Next. (Figures A-

45 to A-47)
The New Sheets - Headers dialog box opens.
Note: Select Recommendations column from under the CAUSES list. The
other RECOMMENDATIONS list is the master list. In this master
list, the Recommendations are only listed once, if they are
repeated in the study.
April 2, 2013 414

Step Action
6. Select Systems and Subsystems as headers and click Next. (Figure

A-48)
7. Click Finish.
The Risk Technique worksheet opens. (Figure A-49)
Figure A-44: Name the worksheet Risk Technique.
Figure A-45: Check the columns for this worksheet.
April 2, 2013 415

Figure A-46: Scroll down to keep selecting columns.
Figure A-47: Notice there are two sets of RECOMMENDATIONS - under CAUSES and in
the master list outside the Hierarchy at the bottom. The one at the bottom is to be used
for the Recommendations worksheet. It’s the “Master list”.
April 2, 2013 416

Figure A-48: Select Systems and Subsystems at the top as the Headers. This allows you
to access Systems and Subsystems in the worksheet as drop-down headers.
Figure A-49: The Risk Technique worksheet opens when the wizard is finished.
Adding the In a similar manner to the SYSTEMS worksheet, create the RECOMMENDATONS
Recommendations
worksheet. ( )
Worksheet
Figure A-50: Select the two fields under the RECOMMENDATIONS list (outside SYSTEMS
level) for the columns in the worksheet.
April 2, 2013 417

Figure A-51: The RECOMMENDATIONS worksheet is created in the same manner as the
Systems worksheet. Here you may add more columns, for example - Responsibility,
Actions Taken, Start Date, End Date, etc.
April 2, 2013 418

Formatting your Forms and Worksheets

You can now format the forms and worksheetsthat you have created.

Formatting Forms on page 419.
Formatting Worksheets on page 419.
Formatting Forms You can format forms by clicking on the form and selecting the appropriate
function. You can also drag and drop the fields in a form. For more information,
see Customizing Headers and Data Fields on page 159.
Figure A-52: The right-click opens a pop-up menu which allows you to format your
Form. For more information, see Adding a Facility Information Form on page 407.
Formatting Worksheets When you created the worksheets earlier in the chapter, you will have noticed that
some display multiple column headings when they are first displayed.
You may:
• Hide the extra headings
• Rename the column headings.
• Drag and rearrange the columns.
• Format the columns and headings - color, font, etc. (Use Print Preview to
view the changes).
• Change the column widths.
Tip: You can use Shift or Ctrl key to select more than one column to format them
at once.
• Set filters for Print and Copy From.

• Set headers and footers for your worksheet in Print.
For more information, see Customizing Columns on page 172.
April 2, 2013 419

Figure A-53: The Risk Technique worksheet as it first appears.
Figure A-54: When you right-click a heading, cell, header, or data field, a pop-up menu
opens. This allows you to format the worksheet. In the above example, we are hiding the
Code heading.
Figure A-55: The Risk Technique worksheet after the extra headings have been hidden
and the columns have been rearranged.
April 2, 2013 420

Rearranging the Sheets

Once you have created and formatted your sheets, you want to place them in the
order in which the sheets are to be used in the study. You do this by placing the
sheets in descending order from start to finish.
Once you have the correct order, you can group related sheets into a collection.
All sheets that belong to a collection, appear on the same template tab. For
example, you can create a collect.ion called Administration and add the Facility
Information, Team Members and Documents sheets to it. When you do this, you
create a tab called Administration that lists these sheets. The order, in which the
sheets are listed in the collection in the sheets hierarchy, is the order that their
icons are displayed on the left hand side of the tab. For more information, see
Arranging the Sheets in a Collection on page 421.
You do not have to group sheets together. You can leave them as independent
sheets. Each independent sheet appears as a tab across the top of the template.
The descending order of the sheets hierarchy is represented in a left to right order.

Arranging the Sheets in a Collection on page 421.
Renaming a Tab on page 423.
Rearranging Tabs on page 424.
Arranging the Sheets in a We are going to create an Administration collection so that the Facility
Collection
Information, Team Members and Drawings are organized under Administration
tab.
To create and arrange sheets in the Administration collection:
Step Action
1. Add a new sheet - Collection. (Figure A-56)
2. Name it Administration.
3. Finish the new sheets wizard without selecting any worksheets to

get a blank Administration collection. (Figure A-57)
4. Under Sheets, rearrange the sequence of the sheets by drag and

drop with the mouse. Drag the following sheets into
Administration: (Figure A-58)
• Facility Information.
• Team Members
• Drawings.
5. When the sheets have been added to the Administration

collection, click the Administration tab. (Figure A-59)
April 2, 2013 421

Figure A-56: Select Collection from the New Sheet dialog box.
Figure A-57: When you click Finish, the new collection opens. Since you have not added
any pages to the collection, both the icon list and the page are blank.
Figure A-58: Drag and drop the sheets into the Administration collection.
April 2, 2013 422

Figure A-59: When you click on the Administration tab, you will see icons for the added
sheets, and that the individual tabs have been removed from across the top.
Renaming a Tab You can easily rename your tabs. For our example, we are going to change the
name SYSTEMS to Systems & Subsystems.
To rename a tab:
Step Action
1. Right-click the SYSTEMS tab. (Figure A-60)
3. In the Use the following Name field, enter Systems & Subsystems.
(Figure A-61)
4. Click OK.
Figure A-60: You can access Sheets Property by right clicking the tab.
April 2, 2013 423

Figure A-61: Enter the new name in the Use the following name field.
Rearranging Tabs You can rearrange the tabs that are across the top. This allows you to place the
tabs the you use the most often in a location that is handy for you. If you compare
the order of the tabs with the list of the sheets in Sheets, you will notice that the
tabs are in the same order, going from left to right, that the sheets are listed (
).
To rearrange the tabs:
Step Action
1. Go to Sheets in Project Settings. (Figure A-62)
2. Drag and drop the sheets into the appropriate order from top to
bottom. (Figure A-63)
3. Repeat Step 2 until the sheets are in the appropriate order.

(Figure A-64)
Figure A-62: In the exercise we want to move the Settings and Data Settings tabs to the
right. If you compare the order of the sheets in Sheets with the order of the tabs across
the top, you can see the relationship.
April 2, 2013 424

Figure A-63: In Sheets in Project Settings, drag and drop the Settings and Data Check
sheets to the bottom of the list.
Figure A-64: When we look at Sheets, we can see that Settings and Data Check are at
the bottom of the list; when we look at the tabs, we can see that they are at the right
hand side of the tabs.
April 2, 2013 425

Further Customization
You can now use additional features that would help you with the study. These
include, but are not limited to:
• Printing and setting filters for printouts.
• Establishing Data Checks.
• Creating Libraries.
• Comparing different studies.
• Modifying existing template for different purposes.
• Revalidating or updating existing studies.
• Protecting files, assigning different levels of access to files.
• Create formulas to do statistical analysis.
and more...
April 2, 2013 426

PHA-Pro Tutorial B: Data Mirroring
TUTORIAL B: DATA MIRRORING

Data mirroring allows you to dynamically link different worksheets to avoid
selectively and ensures that your studies are updated when changes are made in
the future. It is ideal for linking independent worksheets in your study. For
example you might want to link the following sets of worksheets:
• PFC with PFMEA and CP.
By working through this tutorial, and with the detailed step by step procedures
elsewhere in the manual, you can set up data mirroring in your study.

Adding Data Mirroring on page 428.
Entering Information in the Data Mirrored Fields on page 432.
April 2, 2013 427

Adding Data Mirroring

Data mirroring works when you have separate worksheets using separate, parallel
structures in your hierarchy. The hierarchy in this tutorial has two similar, parallel
hierarchical structures - Process and Process*. (
When you add data mirroring to your study, you mirror one list field to another,
and PHA-Pro automatically mirrors the fields under the list. For example if you
have three fields under each list, all three will be mirrored. If you have two fields
under one list and three under the other, only the first two fields listed are
mirrored.
Figure B-1: In the Hierarchy, the two parallel hierarchies are similar but not the same.
For this tutorial, you must first create a file call Data Mirror Sample File with the
hierarchy shown in figure B-1.
To add data mirroring to the study:
Step Action
1. Open the Data Mirroring Sample file.
2. Go to Project Settings.
3. Click Hierarchy.
4. Select Process.
5. Click Mirroring.
The Mirroring tab opens. (Figure B-2)
6. Click Add.
April 2, 2013 428

Step Action
7. Select Process*. (Figure B-3)
8. Click OK.
the field(s) to mirror field. (Figure B-4)
9. Go to the Options section.
10. From the drop-down lists, you can select the copy options. For this
exercise, use the default option - Prompt.
11. Select these options by checking the appropriate check box:

• Show “Send To” command on menu.
• Show Data Mirroring commands on menu. (Figure B-7)
Figure B-2: When you click the Mirroring tab, the Mirroring page opens.
Figure B-3: When you click Add on the Mirroring page, the Add Mirroring pop-up window
opens. It shows the list fields that you can mirror to. Select PROCESS*.
April 2, 2013 429

Figure B-4: When you click OK, the Add Mirroring pop-up window closes. The mirrored
field is listed, and Prompt is the default for the options.
Figure B-5: From the Add Process* drop-down list, select the option for adding
information. Repeat for the Add Process drop-down list.
April 2, 2013 430

Figure B-6: From the Remove Process* drop-down list, select the option for removing
information. Repeat for the Remove Process drop-down list.
Figure B-7: You then select the check boxes to ensure that the data mirroring
commands appear in the right-click pop-up menu.
April 2, 2013 431

Entering Information in the Data Mirrored Fields

Now that you have created the mirroring for the study, you are going to add data
to the Risk Analysis page, which contains the Process field.

Entering Information on page 432.
Adding Missed information on page 434.
Adding Process Numbers on page 434.
Adding the Receiving Information on page 435.
Adding Hyperlinks to the Processes Field on page 435.
Adding Hyperlinks to the Processes* Field on page 436.
Entering Information To enter information in a data mirrored field:
Step Action
1. Double-click the Processes cell.

2. Begin to enter “Separation” in the cell.

Dialog box opens on screen.
3. Click Yes. (Figure B-8)

4. Finish entering “Separation”, and click Enter.

New row appears with Processes cell being active.
5. Repeat steps 2 to 4 and enter the word “Fastening” rather than

“Separation”.
6. After you have entered “Fastening”, enter “Restructuring”

Dialog box appears on screen.
7. Click No. (Figure B-9)

8. Finish entering “Restructuring”, and click Enter.

New row appears with Processes cell being active.
9. Repeat steps 6 to 8, entering the word “Shipping”.
10. Repeat steps 6 to 8, entering the word “Receiving”.

The Risk Analysis worksheet should resemble Figure B-10.
The Work Order worksheet should resemble Figure B-11.
April 2, 2013 432

Figure B-8: Because Prompt was the option selected, you must answer Yes to mirror the
data.
Figure B-9: The advantage of using Prompt instead of automatically mirroring data is
that you can choose not to mirror some data.
Figure B-10: The Risk Analysis worksheet after all the data has been entered in the
Processes column.
Figure B-11: The Work Order worksheet after all the data has been entered in the
Processes column in the Risk Analysis page.
April 2, 2013 433

Adding Process Numbers In a similar fashion, add the following Process Numbers to the file:
Process Process Number
Separation 1234
Fastening 1345
Restructuring 1456
Shipping 1567
Receiving 1678
Figure B-12: The Risk Analysis worksheet after adding the Process Numbers.
Figure B-13: The Work Order worksheet after adding the Process Numbers to the Risk
Analysis worksheet.
Adding Missed information After adding the information, you realize that “Shipping” also has to be added to
the Work Order worksheet. You are now going to mirror the information using the
Send To command.
To mirror the “Shipping” information:
Step Action
1. Click the Risk Analysis tab.
2. Right-click the Shipping Cell cell.

The cell can be edited.
3. Go to Send To>Process*. (Figure B-14)

The row is now mirrored. (Figure B-15)
April 2, 2013 434

Figure B-14: We are going to use the Send To command to send the information that we
did not originally mirror.
Figure B-15: We have now mirrored both the process and the process number to the
Work Order page.
Adding the Receiving In a similar fashion, add the Receiving information to the Work Order sheet.
Information
Figure B-16: The Work Order page after Receiving has been added.
Adding Hyperlinks to the PHA-Pro allows you to insert hyperlinks between the linked data fields. This
Processes Field
allows you to move from the data field on one page to its linked data on another
without having to use the right-click menu.
To add hyperlinks between mirrored data fields:
Step Action
1. Go to Project Settings.
2. In the left hand pane, click Hierarchy.
3. Select Processes.
This is the field to which you are adding the hyperlink.
4. In the right hand pane, click the Mirroring tab.
5. Select the Show hyperlink in cell check box. (Figure B-17)
6. Click Link Options.
7. Select the Include in printed/exported output check box in the

Hyperlink options dialog box. (Figure B-18)
This option allows the hyperlink to be exported along with the data in the
file. The hyperlink is now added to the Processes field. (Figure B-19)
April 2, 2013 435

Figure B-17: When you click the Show hyperlink in cell check box, a link options button
appears.
Figure B-18: To export the hyperlink along with the data, select the Include in printed/
exported output check box.
Figure B-19: The Risk Analysis sheet showing the hyperlink added to Processes.
Adding Hyperlinks to the In the same manner, add hyperlinks to the Processes* field.
Processes* Field
April 2, 2013 436

Figure B-20: The Work Order sheet showing the hyperlinks added to the cells.
April 2, 2013 437

PHA-Pro Tutorial C: Plotting Your Analyses
TUTORIAL C: PLOTTING YOUR ANALYSES

PHA-Pro allows you to easily create charts from scratch. By following the
detailed step by step procedures in this tutorial, you can learn to create customized
charts for your studies.

Creating 2-D Bar, 2-D Line and Pareto Charts on page 439.
Creating a 3-D Bar Chart on page 451.
April 2, 2013 438

Creating 2-D Bar, 2-D Line and Pareto Charts

The simplest charts to create are the 2-D Line, 2-D Bar and Pareto charts. When
creating these charts, you usually only have to identify the x-axis and y-axis data,
and PHA-Pro does the rest.

Formatting the Chart on page 443.
Creating a Pareto Chart on page 446.
Formatting the Pareto Chart on page 447.
Adding the Cumulative Total on page 447.
Creating a 2-D Bar Chart In this example, you are going to create a 2-D bar chart using the HAZOP
Sample.pha file. The chart will graph the recommendations and their cost.
To create a 2-D bar chart:
Step Action
1. Right-click any tab and select Add from the drop-down menu.
(Figure C-1)
to your file.
2. Click Chart. (Figure C-2)
3. Click Next.
4. Name the Chart by creating a custom label:

2. Enter “Cost of Recommendations” in the available field. (Figure
C-3)
5. Click Next.
The New Sheet - Chart Types dialog box opens.
6. Click 2-D Bar. (Figure C-4)
7. Click Next.
The New Sheet - x-axis dialog box opens.
8. Click the Recommendations radio button. (Figure C-5)

Note: Nodes and Recommendations are the upper level choices. Never
drill down to a lower level.
9. Click Next.
The New Sheet - Formula dialog box opens.
Note: For most 2-D charts and Pareto charts, you do not have to enter a
formula, you just have to select y-axis field.
April 2, 2013 439

Step Action
10.
Click to open the Insert Reference dialog box to select a data
element from your file. (Figure C-6)
11. In the dialog box, select Cost of Implementation.
12. From the Relative to drop-down list, select X-axis items. (Figure
C-7)
13. Click OK.
14. Click Finish. (Figure C-8)

The New Sheet - Formula dialog box closes and the chart appears.
(Figure C-9)
Figure C-1: You can add a chart either by going to Project Settings>Sheets or simply
right-clicking a tab.
Figure C-2: Once you have clicked Add, select Chart on the New Sheet dialog box.
April 2, 2013 440

Figure C-3: Name the chart and then click Next.
Figure C-4: After naming the chart, select 2-D Bar Chart.
Figure C-5: When selecting the x-axis for a 2-D line, 2-D bar or Pareto Chart, always
select the axis from the highest hierarchical point.
April 2, 2013 441

Figure C-6: The y-axis is selected in the New Sheet - Formula dialog box. Click Inset
Reference and...
Figure C-7: Select the y-axis reference from the hierarchy. Then select X-axis items from
the Relative to: drop-down list.
April 2, 2013 442

Figure C-8: After clicking OK, the Insert Reference dialog box closes, and the reference
is entered in the field.
Figure C-9: The chart needs to be formatted before it can be distributed.
Formatting the Chart As you can see from , the chart requires formatting before it can be
used.
To format the chart:
Step Action
1. Right-click the chart.
2. Select Format Chart from the pop-up menu. (Figure C-10)

The Chart Options dialog box opens.
3. Ensure that the dialog box is open to Chart.
4. Change the Width to 8 inches.
5. Select the Swap X and Y axes check box. (Figure C-11)
7. Change Font Size to 8, by selecting 8 from the Size list. (Figure C-

12)
April 2, 2013 443

Step Action
8. Click X-axis in the left pane.
9. Select Horizontal from the Label Rotation drop-down list. (Figure

C-13)
10. Click Y-axis in the left pane.
11. Change the Axis Title to Cost of Implementation. (Figure C-14)
12. Click Item Value in left pane.
13. Replace Item Value in the Legend field with Cost in Dollars.
(Figure C-15)
14. Click Bar Fill tab.
15. Select Cross Hatched from the Pattern drop-down list.
16. Select Blue from the Color palette. (Figure C-16)
17. Click OK.

The Chart Options dialog box closes and the chart is displayed. (Figure C-
17)
Figure C-10: Select Format Chart on the right-click pop-up menu to access the Chart
Options dialog box.
Figure C-11: The Chart tab in the Chart Options dialog box allows you to set the width
and height of the chart, as well as swap X- and Y-axes.
April 2, 2013 444

Figure C-12: The Font tab allows you to choose the font, font size and whether you want
the text to be bold and/or italic.
Figure C-13: The Label tab for the X-axis allows you to change the name, rotate the
label, select if you want the item text, or number, from the worksheet, and set the text
length.
Figure C-14: The Label tab for the Y-axis allows you to change the name and rotate the
label.
Figure C-15: When you change the name in the Legend field, the name under Values
changes. In the above figure, Item Value has been changed to Cost in Dollars in both
panes.
April 2, 2013 445

Figure C-16: The Bar Fill tab allows you to change the pattern and the color of the bars.
Figure C-17: The formatted chart is now ready for distribution.
Creating a Pareto Chart Using the same fields, you are going to create a Pareto chart.
To create a Pareto chart:
Step Action
(Figure C-1)
to your file.
2. Click Chart. (Figure C-2)
3. Click Next.

2. Enter “Cost of Recommendations” in the available field. (Figure
C-3)
5. Click Next.
6. Click Pareto Graph.
7. Click Next.
The New Sheet - x-axis dialog box opens.
April 2, 2013 446

Step Action
8. Click the Recommendations radio button. (Figure C-5)

Note: Nodes and Recommendations are the upper level choices. Never
drill down to a lower level.
9. Click Next.
The New Sheet - Formula dialog box opens.
Note: For most 2-D charts and Pareto charts, you do not have to enter a
formula, you just have to select y-axis field.
10.
11. In the dialog box, select Actual Cost.
12. From the Relative to drop-down list, select X-axis items. (Figure
C-7)
13. Click OK.
14. Click Finish.

The dialog box closes and the chart appears. (Figure C-18)
Formatting the Pareto Chart Although the chart is created, it still needs to be formatted before it can be
distributed.
To format the Pareto chart:
Step Action
1. Right-click the chart and select Format Chart from the pop-up
menu.
2. Change the Width to 8 inches.
4. Change Font Size to 8, by selecting 8 from the Size list. (Figure C-

12)
5. Select Y-axis in the left pane.
6. Enter “Value in Dollars” in the Axis Title field.
7. Click Value (Item Value) in the left pane.
8. Enter “Cost in Dollars” in the Legend field.
9. Click OK.
The Chart Options dialog box closes and the chart is visible. (Figure C-
19)
Adding the Cumulative Total PHA-Pro allows you to add the cumulative total cost to the Pareto chart.
April 2, 2013 447

To add the cumulative total:
Step Action
2. Select Format Chart from the pop-up menu.
3. In the left pane, click Cumulative Total.
4. Click the Show check box.

The Cumulative Total bars are added next to the Cost in Dollar bars.
(Figure C-20)
5. Click Stacked Bars.

The cumulative total bars are moved to the top of the Cost in Dollar bars.
(Figure C-21)
6. If you want to remove the Cumulative Percentage line: (Optional)

1. Click Cumulative Percentage of Total.
2. Deselect the Show check box. (Figure C-22)
7. Click OK.
The Chart Options dialog box closes and the chart is visible. If you left the
Cumulative Percentage of Total line in the chart, it should resemble
Figure C-23. If you took the line out of the chart, it should resemble
Figure C-24.
Figure C-18: The Pareto chart needs to be properly formatted.
April 2, 2013 448

Figure C-19: Using the Chart Options dialog box, the chart can be quickly and easily
formatted for distribution.
Figure C-20: Adding the stacked Cumulative Total bars is a two step approach. First you
select Show and...
Figure C-21: Then you select Stacked Bars.
April 2, 2013 449

Figure C-22: The resulting chart has both the Cumulative Total stacked bar and the
Cumulative Percentage line.
Figure C-23: To remove the Cumulative Percentage line, in Chart Options, you select
Cumulative Percentage and deselect the Show check box.
Figure C-24: The Pareto chart with the Cumulative Percentage line removed.
April 2, 2013 450

Creating a 3-D Bar Chart

Creating a 3-D bar chart is more complicated than creating a 2-D chart because
you have to create and enter a formula into the formula field. When you create
your 3-D charts, you will find that the most common function that you use is
Count, which is found under statistical/combining in the formula field.
Often in creating the bar chart you are counting consequences of an event. In a 3-
D Bar chart, you set your risk parameters as your x- and y- axes. You set your data
points for your formula, usually under consequences.

Formatting the Chart on page 459.
Creating a 3-D Bar Chart This tutorial uses the Sample HAZOP.pha file. You are going to create a chart that
examines the consequences of Severity versus Likelihood for Capital Losses.
To create a 3-D bar chart:
Step Action
to your file.
2. Click Chart.
3. Click Next.

2. Enter “Number of Consequences by Severity and Likelihood
(Before Risk Reduction)” in the available field. (Figure C-25)
5. Click Next.
6. Select 3-D Bar Chart. (Figure C-26)
7. Select Next.
New Sheet - x-axis dialog box opens.
8. In the field open Risk Systems.
9. Open the General Matrix.
10. Select Severity as your x-axis. (Figure C-27)
11. Click Next.

New Sheet - y-axis dialog box opens.
12. In the field open Risk Systems.
14. Select Likelihood as your y-axis. (Figure C-28)
April 2, 2013 451

Step Action
15. Click Next.

New Sheet - Formula opens.
16. In the Formula field, enter “COUNT(”.
17.
18. Go to Nodes>Deviations>Causes>Consequences.
19. Open Before Risk Reduction.
20. Select the Severity reference.
21. Select Breakdown item in the Relative to drop-down list. (Figure

C-30)
22. Click OK.
23. Enter “=” in the field. (Figure C-31)
24.
Click to open the Insert Reference dialog box.
26. Select the Severity.
27. Select X-axis items in the Relative to drop-down list. (Figure C-32)
28. Click OK.
29. Enter “AND”. (Figure C-33)
30.
31. Go to Nodes>Deviations>Causes>Consequences.
32. Open Before Risk Reduction.
33. Select the Likelihood reference.
34. Select Breakdown item in the Relative to drop-down list. (Figure

C-34)
35. Click OK.
36. Enter “=” in the field. (Figure C-35)
37.
April 2, 2013 452

Step Action
39. Select the Likelihood.
40. Select Y-axis items in the Relative to drop-down list. (Figure C-36)
41. Click OK.

42. At the end of the formula, enter “)”. (Figure C-37)
43. Click Finish.

The chart opens. (Figure C-38)
Figure C-25: Naming a 3-D Bar chart is the same as naming a 2-D bar or line chart, or a
Pareto Chart.
Figure C-26: On the Chart Type dialog box, select 3-D Bar Chart.
April 2, 2013 453

Figure C-27: Drill down through Risk Systems to the General Matrix, and select Severity
as your x-axis.
Figure C-28: Select Likelihood from the General Matrix as your y-axis.
April 2, 2013 454

Figure C-29: Entering the formula for a 3-D chart is more complicated than for a 2-D
chart or Pareto chart. First you enter the function - in this case it is “COUNT(”.
Figure C-30: To count the consequences, you have to drill down under Nodes to
Consequences, and under Before Risk Reduction, select Severity. This number is relative
to the breakdown of information.
April 2, 2013 455

Figure C-31: You have to create a relationship between the breakdown of information
and the risk matrix. Enter an “=” to the Formula page...
Figure C-32: And then, in the Insert Reference dialog box, select Severity under the
General Matrix.
April 2, 2013 456

Figure C-33: By selecting x-axis items in the relative to drop-down list you have set up
the relationship between the information in the Consequences category and the matrix.
You must also create the same relationship for the y-axis. Add “AND” after the formula
you just created.
Figure C-34: Open the Insert Reference dialog box and select Likelihood under Before
Risk Reduction in Consequences.
April 2, 2013 457

Figure C-35: Again you have to relate the information back to the matrix. Enter an “=”
and....
Figure C-36: Select Likelihood under the General Matrix, making it relative to the y-axis
items.
April 2, 2013 458

Figure C-37: Close the formula by adding a parenthesis “)” at the end.
Figure C-38: After clicking Finish, the dialog box closes and the chart appears.
Formatting the Chart When you examine the chart, you notice that the z-axis is not named. You are
going to add a label to the z-axis, and rotate the chart.
To format the chart:
Step Action

Pop-menu opens.
2. Select Format Chart from the pop-up menu.
3. In the left pane, select z-axis.
4. Enter “Number of Consequences” in the Axis Title field. (Figure C-

39)
5. Click OK.
Chart Options dialog box closes.
April 2, 2013 459

Step Action
6. Rotate the chart 180 degrees to the left:

1. Place the mouse on the right side of the chart.
2. How the left button down. (Figure C-40)
3. Drag the button to the left. (Figure C-41)
The chart is rotated.
Figure C-39: As can be seen in the previous diagram, there was no title for the z-axis.
Add the title in the Chart Options dialog box.
Figure C-40: To rotate the chart, place the cursor on the chart and hold down the left
mouse button and...
Figure C-41: Drag the cursor to rotate the chart to the new view.
April 2, 2013 460

PHA-Pro Tutorial D: Creating Dependency Matrices
TUTORIAL D: CREATING DEPENDENCY

MATRICES
In this tutorial, we are going to examine dependency matrices. We are going to
make two versions of the same matrix, one uses manual data mirroring and the
other uses conditional data mirroring.

What are Dependency Matrices? on page 462.
Dependency Matrices in PHA-Pro on page 463.
Creating a Simple Dependency Matrix on page 466.
Creating a Cascading Dependency Matrix with Conditional Data Mirroring on
page 476.
April 2, 2013 461

What are Dependency Matrices?

Frequently decision making in risk assessments is based on two or more
conditions being met. The dependency matrix helps you to compare two or more
lists. When you have 2 lists, one list is represented by a row across the top of the
sheet and the other a column at the left side of a sheet. The intersection of the row
and column is the matrix selection that correlates adjoining X and Y values.
April 2, 2013 462

Dependency Matrices in PHA-Pro

Dependency Matrices are available only in the root directory of the template
hierarchy. When you select the Dependency Matrix item in the Hierarchy, a
wizard helps you to set the parameters of the matrix as required.
Figure D-1: Each of the above lists and matrix represent different hierarchy items as
well as separate pages in the study.
At a minimum, the default parameters of the Dependency Matrix are:

1. A vertical list at the left of the worksheet with optional associated Category
and Formula columns. In our tutorial, the vertical list is Recommended
Controls.
2. A horizontal list across the top of the worksheet and an optional associated
horizontal formula row at the bottom. In our tutorial, the horizontal list is
Priority Levels.
3. The Matrix selection area has a reference field or reference field in a list. In
our tutorial, the matrix is Level 1 Dependency Matrix.
4. A Destination List for conditional or manual Data Mirroring from Matrix
Selection and its adjoining HORIZONTAL and VERTICAL values. In our
tutorial, the destination list is High Priority To Do List.
Tip: Destination lists can include other dependency matrices.
Dependency Matrices and When used in conjunction with conditional data mirroring, Stature can
Conditional Mirroring
automatically enter data elsewhere in the study, depending on the entry in the
matrix.
You would find the dependency matrices and conditional data mirroring useful in
the following circumstances:
• In a HAZOP, based on the severity ranking, the associated cause and
consequence pair are qualified for LOPA analysis.
• The QFD I/II/III process of APQP methodology can automatically cascade
qualified data from QFD I to II and then to III.
• In a regular Process-FMEA, you can automatically generate data and send to
the Control Plan.
• FMEAs and other quality specifications can be joined to the Requirements
Matrix by automatically qualifying and then mirrored, based on weighted
scores and importance of the requirements.
April 2, 2013 463

Creating the Hierarchy

For the tutorials in this chapter, you need to create a new study called dependency
matrix. It has a simple hierarchy, consisting of the following hierarchy items and
sheets:
• Under Codes and Categories, there is one category:
• Dependency Matrix. It uses a Number field for the codes and has a text field
for the description. There are 2 codes - 1 and 2. (“1” means cascade to the
next level and 2 means do nothing.)
Figure D-2: There two codes in the Dependency Matrix category. “1” means cascade to
the next level; “2” means do nothing.
• Under Hierarchy, there are four Lists:
• Recommended Controls
• Priority Levels.
• High Priority to Do List.
• Final To Do List.
Each list contains one text field.
Figure D-3: There are four List Hierarchy items. These provide the necessary fields to
create two cascading dependency matrices.
Under Sheets, there are four sheets: ( )

• Priority. (Figure D-5)
• Recommended Controls. (Figure D-6)
• High Priority To Do List.
• Final To Do List.
April 2, 2013 464

Figure D-4: There is one sheet to go with each of the List fields. The High Priority To Do
List and the Final To Do List are destination lists and are empty.
Figure D-5: For these tutorials, we are going to have three priority levels - High, Medium
and Low.
Figure D-6: The Recommended Controls worksheet consists of a list of recommended

actions. You can make this list any length that you want.
April 2, 2013 465

Creating a Simple Dependency Matrix

The first dependency matrix we are going to create is a simple matrix with manual
data mirroring.
Tip: Dependency matrices have to be at the top level when they are created.
To create a simple dependency matrix:
Step Action
1. Highlight Study and click Add. (Figure D-7)
3. Click Next. (Figure D-8)
4. Change the Full Name to Level 1 Dependency Matrix.
6. Select Priority Levels as the x-axis.

We are using priority levels as the x-axis since they do not change in
number. This means that all levels can always be seen by the user.
8. Select Recommended Controls as the y-axis.

This allows you to add new controls to the bottom of the dependency
matrix.
10. For the Matrix Intersection:

1. Select Reference field as the Type of field.
2. Select Dependency Matrix in Codes and Categories.

We are not creating and adding any formulas to the dependency matrix.
13. Select the Destination List:

1. Click the Mirror data to the following list check box.
2. Select High Priority To Do List.
14. Select the Mirror manually using the send to command radio
button.
For this exercise we are going to create a manually mirrored matrix. In
the next exercise, we are going create a matrix with conditional data
mirroring.
April 2, 2013 466

Step Action
16. Enter the formula for destination field value

COMBINETEXT(Recommended Controls, “”, “”):
1. Click .
2. Goto Text>COMBINETEXT. (Figure D-15)
3. Place the cursor before the first comma in the parentheses.
4. Click .
5. Select Recommended Control text field.
6. Click OK. (Figure D-16)
7. Enter “” before the second comma.
8. Enter “” before the closing parenthesis.
17. Click Finish. (Figure D-17)

The dependency matrix has been added to the hierarchy. (Figure D-18)
18. Click Sheets.
19. Click Add.

21. Click New. (Figure D-19)
22. Name the sheet Level 1 Dependency Matrix.

You can name the sheet, by carrying out one of the following:
1. Enter Level 1 Dependency Matrix in the Use the following name
field.
or
1. Select the Use the name of the following hierarchy item radio button.
2. Select the Level 1 Dependency Matrix radio button.
24. Select the Level 1 Dependency Matrix.

The dependency matrix is finished. (Figure D-22)
April 2, 2013 467

Figure D-7: From Study, select Add to open the New Hierarchy Item - Type window.
Figure D-8: Select Dependency Matrix and click Next.
April 2, 2013 468

Figure D-9: Name the matrix Level 1 Dependency Matrix.
Figure D-10: Since the number of priority levels is small and is not going to change, we
are using Priority Levels for the X-Axis. This makes it easier to use the matrix.
April 2, 2013 469

Figure D-11: Since we are going to be adding further actions to Recommended Controls,
we are using that list as the Y-Axis.
Figure D-12: We are going to use a Reference Field for the Matrix intersection. This
allows the codes in the Dependency Matrix category to be used in the Dependency Matrix.
April 2, 2013 470

Figure D-13: We are not using any formulas directly in the matrix, so just leave these
fields blank.
Figure D-14: We are using the High Priority To Do List as the recipient list of the tasks
that have been marked as high priority. As well for this tutorial we are using manual data
mirroring to mirror the data to that list.
April 2, 2013 471

Figure D-15: We are going to use the COMBINETEXT function to create the data that is
to be entered in the High Priority To Do List.
Figure D-16: The data from the Recommended Control cell is the data to be entered.
April 2, 2013 472

Figure D-17: This formula enters only the text from the Recommended Control field. The
two sets of double quotations enter blanks when the combined text is entered in the
target field.
Figure D-18: Once you have created the Level 1 Dependency Matrix, the study hierarchy
looks like this.
Figure D-19: We now have to add the Dependency Matrix to the Sheets section.
April 2, 2013 473

Figure D-20: We are going to change the name to Level 1 Dependency Matrix by
entering the name in the text field. You could also select the Use Name of the following
hierarchy item and link it to Level 1 Dependency Matrix hierarchy item.
Figure D-21: Select Level 1 Dependency Matrix and click Finish to create the page.
April 2, 2013 474

Figure D-22: The finished Level 1 Dependency Matrix.
April 2, 2013 475

Creating a Cascading Dependency Matrix with

Conditional Data Mirroring
In the second example, we are going to create two dependency matrices with
conditional data mirroring. We are going to use the same hierarchy as we did in
the first example. We are going to use the dependency matrices along with
conditional data mirroring to focus the to do lists to show only those actions that
were marked as high priority in the dependency matrix.
When we are finished, all of the Recommended Controls items are listed in the
Level 1 Dependency Matrix. Any item that get a “1” in the High Priority column
becomes automatically listed in both the High Priority To Do List and in the Level
2 Dependency Matrix. Any time that gets a “1” in the High Priority column in the
Level 2 Dependency Matrix is automatically listed in the Final To Do list.
Tip: The interim list does not have to be shown.
Creating the Level 1 To create the level 1 dependency matrix:

Dependency Matrix
Step Action

number.
8. Select Recommended Controls as the y-axis.

This allows you to add new controls to the bottom of the dependency
matrix.



2. Select High Priority To Do List.
14. Select the Mirror data when the following condition is true radio
button. (D-23)
April 2, 2013 476

Step Action
15. We want to set two conditions - that the Priority level is High and
that the Dependency Matrix is 1. When finished, the formula looks
like:
Priority Levels = "High" AND Dependency Matrix = 1
1. Click .
2. Under Recommended Controls, select the Priority Levels list item
found under New Dependency Matrix.
4. In the formula box after Priority Levels enter = “High” (Figure D-25)
5. Enter a space.
6. Click .
7. Goto Logical>AND (Figure D-26)
8. Enter a space.
9. Click .
10. Under Recommended Controls, select the Dependency Matrix
reference item found under New Dependency Matrix.
12. In the formula box after Dependency Matrix enter = 1

COMBINETEXT(Recommended Controls, “”, “”):
1. Click .
4. Click .
5. Select Recommended Control text field.

The dependency matrix has been added to the hierarchy. (Figure D-18)
19. Click Sheets.
20. Click Add.


The dependency matrix is finished. (Figure D-22)
April 2, 2013 477

Figure D-23: For this tutorial we are going to enter a formula for conditional data
mirroring.
Figure D-24: Select the Priority levels found under the new dependency matrix icon.
This is found under the Recommended Controls list.
April 2, 2013 478

Figure D-25: The first half of the form has now been entered in the Formula box.
Figure D-26: We need to add the AND condition to the formula since we want both
conditions of the formula to apply.
April 2, 2013 479

Figure D-27: We are going to start the second half of the formula by selecting the
reference to the Dependency Matrix found under the Recommended Controls list.
Figure D-28: Enter the remainder of the formula in the field and click Next.
Creating the Level 2 The items that are mirrored from the Level 1 Dependency Matrix appear in the
Dependency Matrix
Level 2 Dependency Matrix. Items that are mirrored in the Level 2 Dependency
Matrix appear in the Final To Do List. Although in this exercise, we are still using
Priority Levels as the x-axis and Dependency Matrix as the reference field, you
can use a different hierarchy items for creating your cascading matrices.
To create the Level 2 Dependency Matrix:
Step Action
April 2, 2013 480

Step Action

number.
8. Select High Priority To Do List as the y-axis.



2. Select Final To Do List.
14. Select the Mirror data when the following condition is true radio
button. (D-23)
15. We want to set two conditions - that the Priority level is High and
that the Dependency Matrix is 1. When finished, the formula looks
like:
Priority Levels = "High" AND Dependency Matrix = 1
1. Click .
2. Under High Priority To Do List, select the Priority Levels list item
found under New Dependency Matrix.
4. In the formula box after Priority Levels enter = “High” (Figure D-25)
5. Enter a space.
6. Click .
7. Goto Logical>AND (Figure D-26)
8. Enter a space.
9. Click .
10. Under High Priority To Do List, select the Dependency Matrix
reference item found under New Dependency Matrix.
12. In the formula box after Dependency Matrix enter = 1
April 2, 2013 481

Step Action

COMBINETEXT(High Priority TTD List, “”, “”):
1. Click .
4. Click .
5. Select High Priority TTD List text field.
18. Click Finish.

The dependency matrix has been added to the hierarchy.
19. Click Sheets.
20. Click Add.

24. Click Next.
26. Click Finish. The dependency matrix is finished.
You can now start using the dependency matrix. When you select “1” in the High
priority level, the task should automatically be mirrored to the destination list. If
you select “1” in either the Medium or Low priority levels, the task should not be
automatically mirrored. You can, however, still mirror the data by using the Send
To command.
April 2, 2013 482

PHA-Pro Suggested Reading
SUGGESTED READING
Center for Chemical Process Safety. Guidelines for Hazard Evaluation
Procedures. Second ed. 1992.
Gordon, R.L., R.T. Hessian Jr., H.R. Greenberg, and W.F. Early II. Utilization of
PC-Based Hazard and Operability Study Data. A.I.Ch.E., 24th Annual Loss
Prevention Symposium, San Diego, CA, August 19-22, 1990.
Greenberg, H.R., and J.J. Cramer. Risk Assessment and Risk Management for the
Chemical Process Industry. New York: Van Nostrand Reinhold, 1991.
Hyatt, N. et al. “Buy workplace risk assessment Software with Confidence.”

Hydrocarbon Processing, October 1996, 63-66.
Hyatt, N. Guidelines for Process Hazards Analysis, Hazards Identification & Risk
Analysis. Richmond Hill, 2003.
Hyatt, N. “Use of Computer Software for Process Hazards Analysis (workplace

risk assessment).” Chemputers, Vol. IV, 1996.
Jones, D.W. “Lessons from HAZOP Experiences.” Hydrocarbon Processing,

April 1992, 77-80.
Kelly, W.J. “Oversights and Mythology in a HAZOP Program.” Hydrocarbon

Processing, October 1991, 114-116.
Knowlton, R.E. A Manual of Hazards & Operability Studies. Chemetics

International, 1992.
Knowlton, R.E. An Introduction to Hazard and Operability Studies, the Guide

Word Approach. Chemetics International, 1992.
Kletz, T. “Eliminating Potential Process Hazards.” Chemical Engineering, April

1985, 48-68.
Kletz, T. HAZOP and HAZAN, Identifying and Assessing Process Industry

Hazards. Third ed. Institution of Chemical Engineers, 1992.
Kletz, T., E. Broomfield, and C. Shen-Orr. Computer Control and Human Error.
Institution of Chemical Engineers, 1995.
Lawley, H.G. “Size Up Plant Hazards This Way.” Hydrocarbon Processing, April
1976, 247-258.
OSHA 1910.119, Process Safety Management of Highly Hazardous Chemicals.

Washington, D.C., 1992.
April 2, 2013 483

PHA-Pro Suggested Reading
Roach, J.R., and F.P. Lees. “Some Features of and Activities in Hazard and
Operability (HAZOP) Studies.” The Chemical Engineer, October 1981, 456-
462.
Scholing, R., and P. Rieff. “What Is Your Corporate Perspective on Loss

Prevention?” Hydrocarbon Processing, October 1997, 69-74.
Sweeney, J.C. “ARCO Chemical’s HAZOP Experience.” Process Safety Progress,

Vol. 12, No. 2, April 1993, 83-91.
Wells, G.L. Safety in Process Plant Design. Halsted Press, 1980.
Wells, G. et al. “Preliminary Safety Analysis.” J. Loss Prev. Process Ind., Vol. 6,
No. 1, 1993, 47-60.
April 2, 2013 484

PHA-Pro Index
INDEX
Numerics data fields 160
2-D bar chart data mirroring 287
adding 223 data mirroring hyperlinks 292
inserting 223 data to structured lists 124
2-D line chart dependency matrices 267, 298
adding 223 drop-down lists to data fields 161
inserting 223 drop-down lists to forms 161
2-D scatter plot chart filters to autotype 155
adding 226 filters to copy from 149
creating 226 forms 297
3-D bar chart formulas 272
adding 224 global names 284
inserting 224 headers 160
keywords 284
A linked diagrams 302
Access rights main headings 169
column level 337 new markers 253, 254
disabling 342 new sheets 295
document protection 334 notes 108
field level 337 objects from other applications 299
removing 342 pages to New File Wizard 72
security feature 334 Pareto graph 223
setting 335 pictures 301
studies 334 print filters 201
turning off 342 radio button groups 163
turning on 335 radio buttons 163, 164
Accessing risk matrix 245
change log 318 structure lists 266
revision history 321 users to roles 339
sheet properties dialog box 305 Visio diagram 299
Activating Visio diagrams 300
autotype 152 worksheets 295
filters in autotype 156 XML attributes 354
filters in copy from 150 XML elements 351
libraries 139 XML nested elements 352
Adding XML nodes 352
2-D bar chart 223 XML record IDs 354
2-D line chart 223 Advantages
2-D scatter plot chart 226 Checklist Analysis 30
3-D bar chart 224 FMEA 34
a collection 303 HACCP 38
blank sheets 301 knowledge based HAZOP 26
cascading filters to autotype 156 PrHA 36
cascading filters to copy from 150 What If 28
categories 248 What If/Checklist 31
charts 298 Aligning
check boxes 162 column headings 186
clipbooks 284 data in columns 179, 190
code to likelihood scales 242 Alternate network installation setup 6
code to risk ranking scales 242 Approving
code to severity scales 242 draft 314
codes 249 revision 314
collections 303 Assigning
columns 172 password 332
April 2, 2013 485

PHA-Pro Index
read-only access 330

Attached files
checking file size 134
deleting 133
filtering 131
opening 133
printing 133
saving 133
thumbnails 132
Attaching
files 132
AutoType
activating 152
activating filters 156
adding cascading filters 156
adding filters 155
creating cascading filters 156
creating filters 155
creating multiple columns 154
deactivating 153
deactivating filters 156
feature 152
libraries 138
making drop-down 156
making read-only 156
setting options 153
turning off 153
turning off filters 156
turning on 152
turning on filters 156
using 153
B
Backup
files 81
Backup options
setting parameters 81
Baselines
creating 317
definition 311
names 311
Batch exports
creating batch files 345
text files 344
XML data 362
Batch file
exporting data 344
exporting XML data 362
importing XML data 363
Batch imports
XML data 363
Breakdown
page breaks 296, 298, 299
removing 121
April 2, 2013 486

PHA-Pro Index
using 121
C
Calculation fields
adding 271
Callouts
column headings 183
labels 165
Categories
exporting 250
importing 251
linking to data 252
Cause by Cause methodology
HAZOP 22
Cells
changing numbering in 105
changing text flow 189, 193, 194
formatting 192
formatting colors 190, 194
formatting fonts 189, 192
Change Log
accessing 318
clearing 319
description 318
printing 319
redoing changes 318
reviewing 318
revisions 318
saving 319
undoing changes 318
Changes
redoing 106
undoing 106
Changing
file locations 8
languages 73
list levels in structured lists 124
numbering in a list cell 105
password 333
password options 333
role order 336
text flow 167, 178, 185, 189, 193, 194
workspace to window 69
Changing display options
columns 172
Changing order of
data fields 169
data rows 91
headers 169
hierarchy levels 279
Changing text flow
cells 189, 193, 194
column headings 185, 189
columns 178, 189
April 2, 2013 487

PHA-Pro Index
data fields 167, 189

headers 167, 189
Charts
adding 298
adding 2-D bar 223
adding 2-D line 223
adding 2-D scatter plot chart 226
adding 3-D bar 224
adding Pareto graph 223
changing data elements for x-axis 232
customizing Pareto charts 234
customizing size 230
displaying the legend 235
editing formula for z-axis 232
formatting axis line colors 230
formatting background colors 230
formatting fonts 230
formatting label colors 230
hiding the legend 235
main titles 230
modifying scale for y-axis 232
modifying scale for z-axis 232
modifying x-axis titles and labels 231
modifying y-axis titles and labels 232
moving the legend 235
Check Boxes
adding 162
editing 163
Checking
data 326
spelling 115
Checklist
methodology 29
Checklist Analysis
advantages 30
limitations 30
procedure 29
time requirements 30
Checksum 323
definition 323
security feature 323
viewing 323
Clearing
change log 319
Client installation setup 6
Clipbooks
adding 284
adding to text fields 284
definition 284
Closing
files 86
Workspace 68
Codes and Categories 248
adding categories 248
April 2, 2013 488

PHA-Pro Index
adding codes 249

deleting categories 250
deleting codes 249
editing codes 249
exporting 250
importing 251
linking categories to data 252
re-arranging codes 250
Collapsing
structured lists 124
sub lists 124
Collections
adding 303
Colors
formatting for cells 190, 194
formatting for charts 230
formatting for column headings 185
formatting for columns 178
formatting for data fields 167
formatting for headers 167
formatting for risk matrices 244
Column headings
aligning 186
changing text flow 185, 189
displaying 183
formatting 183
formatting colors 185
help text dialog box 183
hiding 183
modifying callouts 183
Columns
adding 172
aligning data 179, 190
changing display options 172
conditional formatting 181
displaying 173
hiding 173
limiting access 337
making read-only 180
moving 176
numbering data in 176
repositioning 176
resizing 176
reversing order 102
Comma-delimited files
exporting reports as 212
Comparing
documents 327
Conditional Exports
XML 356
April 2, 2013 489

PHA-Pro Index
Conditional formatting
columns 181
data fields 170
Consequences
identifying 23
Copy From
activating filters 150
adding cascading filters 150
adding filters 149
creating cascading filters 150
creating filters 149
creating multiple columns 148
deactivating filters 150
feature 146
libraries 138
searching 147
setting options 147
turning off filters 150
turning on filters 150
using 146
Copying
data 93
data from libraries 138
sheets 305
Corporate Logo
adding to headers and footers 208
adding to report 208
Creating
2-D scatter plot chart 226
baselines 317
cascading filters in autotype 156
cascading filters in copy from 150
collections of data 199
dependency matrices 267
drop-down lists for data fields 161
drop-down lists for forms 161
filters in autotype 155
filters in copy from 149
headers and footers 206
linked diagrams 127
markers 253, 254
multiple columns in autotype 154
multiple columns in copy from 148
new file 71
reports 197
revision 314
risk matrix 245
text files for batch exports 344
thumbnails 132
versions 314
XML elements 351
XML nested elements 352
XML nodes 352
XML profile 349
April 2, 2013 490

PHA-Pro Index
Customizing
hierarchy 277
markers 256, 257
New File Wizard 72
page icons 308
pages in New File Wizard 72
sheets 305
spellchecker 115
tabs 308
Cutting
data 93
rows in structured lists 124
D
Data
adding to structured lists 124
aligning in columns 179, 190
checking 326
copying 93
creating collections 199
cutting 93
dragging and dropping in structured lists 125
finding 117
indenting in structured lists 124
linking data elements 285
linking to categories 252
marked as revalidated 219
marking 110
numbering 176
pasting 94
sorting in structured lists 125
Data check
defining tests 324
identifies problems 324
performing 326
resolving issues 326
Data fields
adding 160
adding drop-down list 161
changing order of 169
conditional formatting 170
displaying 161
formatting colors in 167
formatting fonts in 166
grouping 169
grouping under main headings 169
hiding 161
renaming 165
reordering 169
replacing with list fields 286
ungrouping 170
Data linkages
defining 285
April 2, 2013 491

PHA-Pro Index
Data mirroring 287

adding 287
adding hyperlinks 292
dialog box 291
entering information 95, 96
hyperlink options 292
mirroring tab 287, 290
options 288, 290
removing 293
right-click menu commands 97
Data rows
re-arranging 91
re-ordering 91
Database files
Date fields
adding 262
Dates
finding 117
formatting 101
recording 100
replacing 118, 119
dBase 5 files
dBase III files
dBase IV files
Deactivating
autotype 153
filters in autotype 156
filters in copy from 150
libraries 141
Defining
data check tests 324
data linkages 285
roles 335
Definitions
baselines 311
checksum 323
global names 284
keywords 284
revisions 311
structured list 123
studies 311
Deleting
attached files 133
categories 250
codes 249
codes from likelihood scales 242
codes from risk ranking scales 242
codes from severity scales 242
markers from a cell 110
April 2, 2013 492

PHA-Pro Index
markers from a file 257

notes 109
pages from New File Wizard 72
revalidation markers 219
roles 342
sheets 307
users from user list 340
XML attributes 356
XML elements 354
XML profile 351
Dependency Matrix
adding sheet 298
adding to hierarchy 267
creating 267
Description
change log 318
revision history 321
Descriptions
hierarchy icons. 259
Deviation
examining causes 23
Deviation by Deviation methodology
HAZOP 22
Disabling
access rights 342
password management 333
Displaying
column headings 183
columns 173
data fields 161
headers 161
list numbers in structured lists 125
pages 306
sheets 306
Document protection
access rights 334
Documents
comparing 327
zooming in 76
zooming out 76
Downloading
embedded pictures 135
Draft
approving 314
Dragging and Dropping
data in structured lists 125
E
Editing
check boxes 163
April 2, 2013 493

PHA-Pro Index
codes 249
naming conventions
Renaming
hierarchy item 278
notes 109
print filters 203
radio button groups 164
radio buttons 164
risk matrix codes 244
roles 341
symbols 112
XML attributes 356
XML elements 354, 356
XML profile 351
Emailing
files 80
Embedded Pictures
downloading 135
editing 135
formatting 136
managing 135
replacing 135
saving 135
working 135
Enabling
Enclosing
data fields 169
headers 169
Examining
causes of deviation 23
Expanding
sub lists 124
expanding
Exporting
codes and categories 250
data to XML file 358
data with batch files 344
filtered XML data 356
library data 141
multiple views of file 198
reports 211
reports as comma-delimited files 212
reports as database files 213
reports as dBase 5 files 213
reports as dBase III files 213
reports as dBase IV files 213
reports as FoxPro 3.0 files 213
reports as MS Word 211
reports as tab-delimited files 212
April 2, 2013 494

PHA-Pro Index
single view of file 197

XML using batch file 362
F
Failure Mode and Effects
see FMEA
Files
attaching 132
backup 81
changing locations 8
closing 86
creating new 71
emailing 80
moving 8
opening 84
opening attached 133
saving 82
saving for first time 83
saving under different name 83
updating using templates 78
Filtering
attached files 131
data for printing 201
on-screen data 201
XML export data 356
XML export data using markers 356
Filters
autotype 155
cascading 150, 156
copy from 149
on-screen data 201
printing 201
Finding
data 117
dates 117
text 117
FMEA
advantages 34
Failure Mode and Effects methodology 33
how to use 33
limitations 34
methodology 33
when to use 33
Folders
maintaining short cuts 13
re-installing short cuts 13
Fonts
formatting column headings 184
formatting for cells 189, 192
formatting for charts 230
formatting for column headings 184
formatting for columns 177
formatting for data fields 166
formatting for headers 166
April 2, 2013 495

PHA-Pro Index
Footers see Headers and Footers

Formatting
cells 192
column headings 183
dates 101
grid lines 179
labels 159
reports 205
shapes in linked diagrams 128
Formatting colors
for columns 178
in cells 190, 194
in data fields 167
in headers 167
Formatting fonts
for columns 177
in cells 189, 192
in column headings 184
in data fields 166
in headers 166
Forms
adding 297
adding checking boxes 162
adding drop-down lists 161
editing check boxes 163
Formula fields
adding 272
Formulas
referencing markers 272
referencing notes 272
FoxPro 3.0 files
G
Generating
PDF files 213
Global Names
definition 284
Global names
adding 284
hierarchy 284
Grid lines
formatting 179
Grouping
data fields 169
headers 169
Groups
adding 262
H
HACCP
advantages 38
Hazard Analysis Critical Control Points 37
limitations 38
April 2, 2013 496

PHA-Pro Index
methodology 37
preliminary steps 37
procedure 37
seven principles of 37
Hazard Analysis Critical Control Points
see HACCP
Hazards and Operability Analysis
see HAZOP
HAZOP
advantages, knowledge based 26
cause by cause methodology 22
deviation by deviation methodology 22
guide word methodology 23
guide word time requirements 24
Hazards and Operability analysis 20
limitations, knowledge based 26
team requirements 24
Headers
adding 160
displaying 161
formatting colors in 167
formatting fonts in 166
grouping 169
grouping under main headings 169
hiding 161
modifying placement 168
renaming 165
reordering 169
ungrouping 170
Headers and Footers
adding corporate logo 208
creating 206
Help text dialog box
column headings 183
labels 165
Hiding
column headings 183
columns 173
data fields 161
headers 161
list numbers in structured lists 125
main headings 170
pages 306
sheets 306
Hierarchy
adding date fields 262
adding dependency matrices 267
adding formula fields 272
adding global names 284
adding groups 262
April 2, 2013 497

PHA-Pro Index
adding keywords 284

adding list fields 264
adding list of references 263
adding lookup in matrix fields 266
adding number fields 263
adding references 263
adding simple calculation fields 271
adding structure lists 266
adding text fields 262
changing order of levels 279
customizing 277
data field icons 259
icon descriptions 259
importing items 275
removing items 277
renaming item 278
reordering levels 279
splitting 277
Hyperlinks
data mirroring 292
I
Icons
data field 259
keyword driven 309
Identifying
consequences 23
safeguards 24
Importing
codes and categories 251
data from an XML file 360
hierarchy items 275
PHAWorks file 84
risk matrix 246
XML using batch file 363
Indenting
Inserting
copy of a sheet 305
symbols 111
Installation
alternate network 6
single workstation 3
Windows server 4
Isolating
rows 121
K
Keywords
adding 284
definition 284
hierarchy 284
icon 309
April 2, 2013 498

PHA-Pro Index
L
Labels
formatting 159
help text dialog box 165
modifying callouts 165
renaming data field labels 165
Languages
changing 73
supported 73
Libraries
activating 139
copying data from 138
deactivating 141
exporting data from 141
listed in the Workspace 138
modifying 140
opening 140
opening protected libraries 340
printing data from 141
Limitations
Checklist Analysis 30
FMEA 34
HACCP 38
knowledge based HAZO 26
PrHA 36
What If 28
What If/Checklist 31
Linked diagrams
adding 302
creating 127
deleting shapes 130
formatting shapes 128
moving a shape 129
moving multiple shapes 130
Linking
data elements 285
List fields
adding 264
replacing data fields 286
List of References
adding 263
Lists
numbering options 280
Logo
see Corporate Logo
Lookup in Matrix fields
adding 266
M
Main headings
adding 169
grouping 169
grouping data fields 169
grouping headers 169
April 2, 2013 499

PHA-Pro Index
hiding 170
Maintaining
folder short cuts 13
Managing
Markers 110
adding new 253, 254
creating 253, 254
customizing 256, 257
deleting from a cell 110
deleting from a file 257
deleting revalidation 219
filtering XML export data 356
marking data 110
modifying 256, 257
referencing in formulas 272
removing from a cell 110
removing from a file 257
Methodology
Checklist 29
FMEA 33
Guide Word HAZOP 23
HACCP 37
HAZOP 20
PrHA 35
What If 27
Mirroring see Data mirroring
Mirroring tab
data mirroring 287, 290
Modifying
header placement 168
libraries 140
markers 256, 257
revisions 315
Moving
columns 176
files 8
Workspace 69
MS Word
N
Names
baselines 311
revisions 311
studies 311
Naming conventions
editing 278
Network installation
alternate 6
client setup 6
Windows 4
April 2, 2013 500

PHA-Pro Index
New File Wizard

adding pages 72
creating new file 71
customizing 72
customizing pages 72
deleting pages 72
Nodes
recording 23
Notes 108
adding 108
deleting 109
editing 109
filtering XML export data 356
referencing in formulas 272
removing 109
Number fields
adding 263
numbering options 279
Numbering
changing in a list cell 105
Numbering data 176
Numbering options
lists 280
number fields 279
O
On-screen data
filtering information 201
Opening
attached files 133
files 84
libraries 140
PHAWorks file 84
protected libraries 340
protected studies 340
P
Page Breaks
breakdown 299
Page breaks
breakdown 296, 298
Page Icons
Customizing 308
Pages
displaying hidden 306
hiding 306
Pareto chart
adding 223
customizing 234
definition 233
inserting 223
Password management
disabling 333
document protection 332
enabling 332
April 2, 2013 501

PHA-Pro Index
removing 333
turning off 333
turning on 332
Passwords
assigning 332
changing 333, 341
changing options 333
selecting options 332
setting options 332
Pasting
data 94
PDF files
generating 213
printing as 213
Performing
data check 326
PHA 299, 309
PHA methods
supported by PHA-Pro 19
PHAWorks file
importing 84
Pictures
working with embedded 135
Prefix
adding to calculation field 272
adding to column name 296
adding to number field 263
used in Sheet Properties 296
Preliminary Hazards Analysis
see PrHA
Previewing
reports 209
PrHA
advantages 36
how to use 35
limitations 36
methodology 35
Preliminary Hazards Analysis 35
procedure 36
when to use 35
Print filters
adding 201
editing 203
removing 203
Printing
as PDF files 213
attached files 133
change log 319
library data 141
multiple views of file 198
reports 210
April 2, 2013 502

PHA-Pro Index

selecting data elements 200
single view of file 197
using filters 201
Privileges
changing for roles 341
Procedure
HACCP 37
PrHA 36
What If 27
Project Hierarchy
see Hierarchy
Project Settings
sections 237
Proposing
recommendations 24
R
Radio Button Groups
adding 163
editing 164
removing 164
Radio Buttons
adding 163, 164
editing 164
removing 164
Read-only access
assigning 330
columns in a worksheet 180
disabling 330
document protection 330
enabling 330
turning off 330
turning on 330
Re-arranging
codes 250
data rows 91
roles 336
sheets 307
Recommendations
proposing 24
Recording
dates 100
nodes 23
Redoing
changes 106
changes in the change log 318
References
adding 263
Re-installing
folder short cuts 13
Removing
April 2, 2013 503

PHA-Pro Index
access rights 342

breakdown 121
data mirroring 293
items from hierarchy 277
markers from a cell 110
markers from a file 257
notes 109
print filters 203
radio button groups 164
radio buttons 164
sheets 307
users from roles 339
Renaming
data field labels 165
data fields 165
headers 165
revisions 316
risk systems 241
sheets 305
studies 316
Reopening
Workspace 68
Re-ordering
data rows 91
sheets 307
Reordering
hierarchy levels 279
Replacing
data fields with list fields 286
dates 118, 119
text 118
Reports
adding a corporate logo 208
adjusting margins 206
creating 197
defining headers and footers 206
exporting 211
exporting as comma-delimited files 212
exporting as database files 213
exporting as dBase 5 files 213
exporting as dBase III files 213
exporting as dBase IV files 213
exporting as FoxPro 3.0 files 213
exporting as MS Word 211
exporting as tab-delimited files 212
formatting 205
printing 210
selecting paper size 205
setting header and footers 206
setting paper orientation 205
specifying colors 206
using print preview 209
April 2, 2013 504

PHA-Pro Index
Repositioning
columns 176
Re-ranking
codes in likelihood scales 243
codes in risk ranking scales 243
codes in severity scales 243
Resizing
columns 176
workspace 68
Resolving
data check issues 326
Restoring
rows 121
Revalidation
marking data 219
procedure 216
Reviewing
change log 318
Revision History
accessing 321
description 321
printing 322
reviewing 321
rolling back 321
saving 322
Revisions
approving 314
creating 314
definition 311
listed in change log 318
modifying 315
names 311
renaming 316
rolling back 321
Risk matrix
adding 245
creating 245
editing a code 244
importing 246
Risk systems 240
editing likelihood levels 241
editing risk ranking levels 241
editing severity levels 241
renaming 241
renaming axis labels 241
Roles
adding users 339
changing order 336
changing passwords 341
changing privileges 341
defining 335
deleting 342
April 2, 2013 505

PHA-Pro Index
editing 341
re-arranging 336
removing users 339
setting 335
switching 340
Rolling Back
revisions 321
Rows
deleting from structured lists 124
isolating 121
pasting in structured lists 125
restoring 121
S
Safeguards
identifying 24
Saving
attached files 133
change log 319
files 82
files for first time 83
files under different name 83
Screening Level Risk Analysis
see PrHA
Searching
copy from 147
Windows authentication 338
Security
re-logging in 313
Security features
access rights 334
checksum 323
Selecting
data elements to print 200
paper size for reports 205
users 337, 338
Setting
access rights 335
backup option parameters 81
roles 335
Setup
alternate network installation 6
client installation 6
Sheet properties
dialog box 305
Sheet properties dialog box 305
accessing 305
April 2, 2013 506

PHA-Pro Index
Sheets
accessing sheet properties 305
adding a collection 303
adding blank sheets 301
adding charts 298
adding collections 303
adding dependency matrices 298
adding forms 297
adding linked diagrams 302
adding new 295
adding objects from other applications 299
adding pictures 301
adding Visio diagram 299
adding Visio diagrams 300
adding worksheets 295
copying 305
creating copy 305
customizing 305
deleting 307
displaying hidden 306
hiding 306
inserting copy of 305
re-arranging 307
removing 307
removing breakdown 121
renaming 305
re-ordering 307
using breakdown 121
Short Cuts
maintaining to folders 13
re-installing to folders 13
Simple Calculation fields
adding 271
Software
launching 9
starting 9
uninstalling 14
updating 12
Sorting
Specifying
colors for reports 206
Spellchecker
customizing 115
using 115
Spelling
checking 115
Splitting
hierarchy 277
Starting
software 9
Structure Lists
adding to hierarchy 266
Structured Lists
April 2, 2013 507

PHA-Pro Index
adding data 124

changing list levels 124
collapsing 124
collapsing sub lists 124
cutting rows 124
definition 123
deleting rows 124
displaying list numbers 125
dragging and dropping data 125
expanding 124
expanding sub lists 124
hiding list numbers 125
indenting data 124
managing 123
pasting rows 125
sorting data 125
working with 123
Studies
access rights 334
definition 311
names 311
opening protected studies 340
protection 334
renaming 316
Sub Lists
collapsing 124
expanding 124
Suffix
adding to calculation field 272
adding to number field 263
Switching
roles 340
x- and y- axes on charts 230
Symbols 111
editing 112
inserting 111
T
Tab-delimited files
Tabs
customizing 308
Team requirements
guide word HAZOP 24
Templates
updating existing files 78
Tests
defining for data check 324
Text
finding 117
replacing 118
Text fields
adding 262
adding clipbooks 284
April 2, 2013 508

PHA-Pro Index
Text Flow
changing 167, 178, 185, 189, 193, 194
Thumbnails
attached files 132
creating 132
Time requirements
guide word HAZOP 24
HACCP 37
knowledge-based HAZOP 25
PrHA 36
What If study 28
Toggle feature 70
Turning off
access rights 342
Turning on
access rights 335
U
Undoing
changes 106
changes in change log 318
Unenclosing
data fields 170
headers 170
Ungrouping
data fields 170
headers 170
Uninstalling
software 14
Updating
downloading from the web 12
existing files with templates 78
software 12
User list
deleting users 340
Users
adding to roles 339
deleting from user list 340
removing from roles 339
selecting 337, 338
Using
breakdown 121
V
Versions
creating 314
Viewing
checksum 323
Visio diagrams
April 2, 2013 509

PHA-Pro Index
adding 300
W
What If
advantages 28
limitations 28
methodology 27
procedure 27
when to use 27
What if
how to use 27
What If/Checklist
advantages 31
limitations 31
methodology 31
Windows Authentication
searching 338
Windows server
installation 4
Word see MS Word
Working
with structured lists 123
Worksheets
adding 295
filtering data 201
Workspace 68
changing to window 69
closing 68
converting to window 69
listing active libraries 138
moving 69
reopening 68
resizing 68
toggle feature 70
X
XML
adding attributes 354
adding elements 351
adding nested elements 352
adding nodes 352
adding record IDs 354
Auto command 349
conditional exports 356
creating elements 351
creating nested elements 352
creating nodes 352
creating profile 349
deleting attributes 356
deleting elements 354
deleting profile 351
duplicating a profile 350
April 2, 2013 510

PHA-Pro Index
editing attributes 356

editing elements 354, 356
editing profile 351
exporting data to file 358
exporting using batch file 362
filtering export data 356
filtering export data using markers 356
importing data from a file 360
importing data from multiple files 360
importing using batch file 363
Z
Zooming In
documents 76
Zooming Out
documents 76
April 2, 2013 511

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IHS Software for EHS & Sustainability

IHS PHA-Pro® 8.3.4

Sorting the Information on a Worksheet ............................................. 103

Viewing the Checksum ..................................................................... 323

April 2, 2013 iii

This section discusses the following topics:

IHS End-User License Agreement for Desktop Pro

IMPORTANT--READ CAREFULLY: This IHS End-User License Agreement

2. MAINTENANCE AND SUPPORT . The initial term of the Maintenance and

3. DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS.

5. EXPORT CONTROL/FOREIGN CORRUPT PRACTICES ACT. The

8. LIMITATION OF LIABILITY. IN NO EVENT WILL IHS OR ITS

April 2, 2013 vii

April 2, 2013 viii

CHAPTER 1: INSTALLING PHA-PRO

This section discusses the following topics:

Minimum System Requirements

Operating Computer/ Available Hard

Workstation /Client Computer** Install:

Windows Vista 1 GHz 50 MB (program)

Network Server Install:

Windows Server 733MHz 50 MB (program)

Windows Server 733MHz 50 MB (program)

Note: Network Servers require .NET 2.0 or greater.

*Additional space is required during setup.

This section discusses the following topics:

3. Select the I accept the terms in the License Agreement radio

5. Click Workstation button.

6. If you want to change the location of where the program is to be

10. Click Finish.

1. Log into the server with administrator rights.

4. Select the I accept the terms in the License Agreement radio

6. Click Network Server button.

7. If you want to change the location of where the program is to be

10. Click Install.

11. Click Finish.

12. Install shortcuts on the individual workstations.

To setup client access to the network version of PHA-Pro:

1. Login to the workstation with administrator rights.

2. Point to the PHA-Pro 8.0.3.1 client setup.exe file on the server.

3. Run the exe and follow the Wizard.

1. Install PHA-Pro on the server.

2. Run PHA-Pro on the server and give it a network license.

3. Install PHA-Pro on the client computer.

4. Run PHA-Pro on the client computer.

6. Click Change license location.

7. Click the Browse button.

9. Select this folder and click OK.

10. Click OK to exit the Choose License Location dialog box.

11. Click OK.

A sample ini file is as follows:

Changing File Locations

2. Click the File Locations tab.

3. To change the storage folder, either:

4. Click the desired folder.

5. Click OK to close the Browse for Folder dialog box.

6. In the Options dialog box, click OK.

Starting the Software

1. On the Start menu, point to Programs.

2. Select the PHA-Pro folder

3. Click the PHA-Pro icon.

Authorizing Your License

This section discusses the following topics: