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Risk Analysis Table
Risk Matrix Score
Likelihood High = 5 Low = 1 Impact Severity High = 5 Low = 1 Ref No Category Risk Likeli- hood Impa ct Score Mitigation in Place Additional Mitigation Possible Lead Officer/ Director 1 All Loss of considerable part of the Charity’s facilities through fire, flood or other emergency
▪ Insurance cover to be checked
▪ Backup drive stored in fire-proof case
▪ IT (Matrix) have access to online
server
▪ Update annually
▪ Ensure all key docs scanned
and stored to Cloud
▪ Speak Galson Estate Trust to
learn lessons from their experience
▪ Have contingency plan in place
if office not able to be occupied
▪ Review office wiring and PAT
testing equipment Board/ Office Manager / Estates Manager 2 All Bad publicity about the Charity as a whole
▪ Respond promptly to complaints
▪ Positive use of media/social
media/website to promote our good practice
▪ Directors have PR training to
take lead on responses
▪ Standard text and key
messages agreed for work of IGHT and subsidiaries Board
High = 16 – 25
Medium = 9 – 15
Low = 1 - 8
▪ No public responses without Board
approval 3 Governance Loss of Trustees leaving Charity exposed to difficulties achieving quorum for meetings
▪ We have 7 Trustees with variety of
skills and input currently sufficient to service the board.
▪ Opportunity to co opt
▪ Undertake regular skills
reviews to ensure we have the right mix of skills
▪ Regular directors
training Board 4 Governance Failure to be^ up to date with governance issues
▪ Regular Board training
Board 5 HR Sudden or planned loss of Director leaving the operational control without leadership
▪ Ongoing consideration of operational
roles
▪ Ensure good team working in office
▪ Ensure good filing systems and clear
management systems in place
▪ Agree Annual Strategic Plan to guide
work for Trust on a yearly basis
▪ Review annually staff
requirements and structure
▪ Staff team involved in writing
Annual Strategic Plan
▪ Ensure all Directors have
working knowledge of the business
▪ Directors confirming on
appointment they can commit appropriate time to IGHT issues if required 6 HR Loss of key staff 1 5 5
▪ Short term solutions through Director
s taking on administrative functions
▪ Planned change through established
selection processes
▪ Ensure filing and office management
systems in place to enable easy transfer of roles and information
▪ Succession planning
▪ Accountants can provide
emergency service.
▪ Directors more aware of day to
day management in office Board 7 HR Loss of key staff - leading to risk of unsafe service. (^) 5 5 10
▪ Currently have no dedicated
manager- responsibility falling to directors
▪ Consideration given to staffing
requirements (^) Board
12 ICT
I.T. Failure leading to loss of communications and preventing access to data, including corruption of data
▪ Alternative communication tools (fax,
telephone) available
▪ Ensure good IT equipment and
support in place
▪ Ensure data backed up to Cloud
▪ Ensure several Directors have access
to Cloud and other data, including bank accounts
▪ Recognise ongoing issue
▪ Possibly beyond control
Board 13 ICT Breach of security compromising data protection
▪ All hard drives, portable PCs are
encrypted and password protected
▪ Restricted access and training on use
for limited number of Directors
▪ GDPR compliance addressed
and monitored. Board 14 ICT Breach of internal protocols or careless lapse of security compromising data protection
▪ As above ▪ As above
Board 15 ICT (^) Failure of ITC support 1 5 5
▪ Annual review
▪ Check contract with Matrix and
see what support the can offer
▪ Contact power company to
advise when offline
▪ Designated staff and Director
in place to take control in emergency Board 16 ICT (^) Loss of website 2 3 6
▪ Contracted support from designer
▪ Back up copy retained by designer to
mitigate inadvertent loss of content
▪ Annual review
Office Manager
17 ICT
Online banking facilities access denied (^) 1 4 4
▪ Banking arrangements available off
site
▪ Bank will transact matters for us via
phone and e-mail instruction
▪ Directors as well as staff given access
to system and accounts
▪ Periodic review of banking
arrangements (^) Board/ Finance manager 18 Records^ Loss of confidential records and data
▪ Manual records are securely held
▪ Portable devices, including laptops,
memory sticks and PCs, need to be fully encrypted
▪ Confidential information sent
electronically is password protected
▪ Information held on Cloud
▪ Consult IT advisers
▪ Copies only to leave the office
and not originals
▪ Keep a log of documents taken
off site Office Manager / Board 19 Property (^) Backlog of maintenance 2 4 8
▪ Develop detailed maintenance plan
based on Fyne Homes survey data
▪ Identify annual budget to deal with
priority repairs Estate Manager 20 Property (^) Disability Access 2 4 8
▪ Undertake access audit of relevant
properties and works required to meet requirements
▪ Identify budget to undertake works
Estate Manager 21 Finance Loss of Grant revenue Loss of support from HIE
▪ Continue to develop income streams
from various activities, and reduce core costs – to reduce dependence on external grant funding
▪ Ensure all grant conditions met and
regular reports made to funders
Finance Manager 22 Finance Cash flow problems lead to inability to meet liabilities to staff and suppliers
▪ Regular monitoring of cash balances
and working capital
▪ Quarterly management accounts
prepared for Trustees
▪ Timely production of quarterly
accounts still an issue. Board/ Finance Manager
▪ First Aid trained staff in building
▪ All accidents and incidents reported
to designated Director need to establish responsible staff member and Director for H&S
▪ Incident log on site
