It is easy to enter, edit and delete data from PHA-Pro’s worksheets and forms.
This section discusses the following topics:
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.
To enter data:
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:
Tip: Many columns in a worksheet contain special features that facilitate data entry, such as the 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.
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.
Step Action
1. Click the cell you want to edit.
Assessing the Severity and Likelihood of a Consequence
To assess the severity and likelihood of a consequence:
Deleting Data To remove data:
2. Either:
• Click on the tool bar.
• 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.
Step Action
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.
Step Action
1. Select the data you want to delete.
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:
Re-arranging Rows You can re-arrange your data by changing the order of the rows.
To re-arrange the rows of data:
2. Click on the tool bar.
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.
Step Action
Step Action
1. Click in a cell at the hierarchy level that you want to add the row.
2. Click on the tool bar.
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.
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.
Removing Rows To delete the row:
Step Action
1. Click the first column of the row you want to delete.
2. Click on the tool bar.
Or
Go to Edit>Remove.
Or
Press the Delete key on your keyboard.
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.