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II. COMMUNICATIONS AND DOCUMENTATION
IN THE PILOTAGE RISK MANAGEMENT ^
METHODOLOGY (PRMM)
INFORMATION ON STAKEHOLDER NEEDS, ISSUES AND CONCERNS
(NICs) ^
Data and information are very important when decision-makers
need to make sound decisions. Sometimes data and information are not readily available, especially when
addressing a stakeholder’s perception or acceptance of a risk or the way a risk is handled. Communication
is an essential tool to fill this void, and to obtain information that is accurate, complete, timely and
relevant.
Communication is any two-way exchange of information and/or data
between the Pilotage Authority (PA) and stakeholders about the existence, nature, form,
severity, or acceptability of risk, and is a key element in the PRMM. It provides for feedback and dialogue with
interested parties about issues that affect them or could affect them. Effective communication is
fundamental to the achievement of the goals of this methodology.
The flow of information should be through both formal and
informal exchanges, in dialogue that is continuous and open. An important objective is to obtain information and
develop a thorough understanding of the NICs of internal and external stakeholders.
Communication is a vehicle that is intended to:
- provide information;
- obtain information; and
- allow feedback.
- allow feedback.
In the PRMM, at every step of the process, the decision-maker
needs to consider the desirability and effectiveness of communicating with stakeholders, as well as the
level, nature and scope of communication that is appropriate given the stage of the process, the nature
of the issue being considered, and the decision to be taken. On the other hand, the communication
process must not be allowed to become so complex or cumbersome that it impedes the timely completion of
the overall process.
The exchange of information with stakeholders can assist the
decision-maker by providing greater understanding of the issues and in identifying possible options. It can also
help the decision-maker to more accurately assess the impact of decisions on the needs, issues
and concerns of stakeholders and the acceptability of solutions and tradeoffs.
In keeping with the requirement to adequately document each step
in the PRMM, which is addressed in more detail below, it should be noted that decisions made
regarding communications (e.g., who is
to be consulted or not, and why; what information is to be provided),
as well as the action taken, should be documented as appropriate.
Figure 1 - PRMM Overview ^
Figure 2 - Initiation Module - Enlarge table Image ^
Figure 3 - Initiation Module: Nature and Scope of the Decision
Enlarge table Image ^
Figure 4 - Initiation Module Stakeholder Analysis
Enlarge table Image ^
Figure 5 - Risk Assessment Module - Enlarge table
Image ^
Figure 6 - Risk Assessment Module: Risk Scenarios
Enlarge table Image ^
Figure 7 - Risk Assessment Module: Risk Estimation
Enlarge table
Image ^
Figure 8 - Risk Assessment Module: Risk Evaluation
Enlarge table Image ^
Figure 9 - Risk Assessment Module: Risk Control Strategies
Enlarge table Image ^
Figure 10 - Action Module: Implementation
Enlarge table Image ^
Figure 11 - The Pilotage Risk Management
Methodology Steps of the Process
Enlarge table Image ^
DOCUMENTATION OF THE PRMM PROCESS ^
Documenting is paramount throughout the risk management process.
Inadequate documentation can create serious problems for the organization (e.g., where
decisions are not properly documented and the decision-maker subsequently leaves the
organization). The documentation
produced during a process also becomes the building blocks for the risk
information library, where decisions, risk context, issues, hazards, assumptions,
proceedings, research, etc., can be compiled for future reference.
Essentially, documentation provides the following benefits:
- a record of decisions;
- a means to explain and defend decisions;
- historical information and data for future decisions that
enhances knowledge and the uniformity and consistency of future decisions
- context for informing stakeholders of decisions;
- a paper trail of events and decisions; and
- in the event of legal action, a detailed and comprehensive
record of previous decisions.
Documentation requirements throughout the process should be
guided by the importance and level of the decision to be made. A complex situation will
require substantial documentation, while a simple situation will require a minimum of documentation
on each step in the PRMM.
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