Risk matrix

The risk matrix is available for organizations that have one set up. It is used in service bid specifications that go through the contribution chain.

For each service bid specification, the risk matrix defines whether the engagement goes through a Contract or a Purchase Order and the minimum Civil Liability (RC) insurance required from the supplier. The writer answers a few questions, Sourced calculates the result and Contracts validates it at the end of the chain.

When submitting the bid specification for review

1. Click Submit for Review. The dialog adds a Risk matrix step.

2. Under Where is the service provided? choose On site or External service. For an external service the matrix does not apply and the bid specification works as usual.

3. If it is on site, choose one reason for Operation risk and one for Risk to people: only one per factor, the one that best fits the work. Each reason has its level (High, Medium or Low).

4. Fill in Term (days) and Estimated amount (USD).

5. Sourced shows the score and the result, for example Contract · RC insurance USD 300,000. To submit an on-site service, the chain must have Contracts recipients.

In the bid specification

• The editor shows a Risk matrix card with the answers, the result and the history. It is internal: it is not exported and the supplier does not see it.

• While the writer can still edit the bid specification, Edit answers lets you change them: Sourced recalculates and, if anything changes, Contracts must validate it again.

• Sourced adds the section Modalidad y seguro de RC (contracting modality and RC insurance) at the end of the bid specification. It appears in the editor and in the exported PDF, and it is not edited by hand: it always matches the matrix result.

Contracts validation

In its chain link, Contracts sees the breakdown: the answer for each factor, its weight and contribution, the total score, the modality and the RC insurance with its tiers. It can also open See the full matrix. Before marking its contribution as completed ("Marcar como completado") it must choose:

• I accept the result, or

• I correct answers: it changes the answers (never the result directly), Sourced recalculates and a reason for the change is required.

The system records what the writer answered, what Contracts changed, who, when and why. The row "Monto de póliza validado (según matriz de riesgo)" in the Contracts section is filled in with the result.

Health & Safety, Labor and the Area manager do not see the matrix. They do see the "Modalidad y seguro de RC" section, because it is part of the bid specification.

Configuring the matrix

An organization admin edits it from Bid specifications → Risk matrix:

• Weight of each factor (must add up to 100%).

• Score from which the engagement is a Contract.

• RC insurance tiers: increasing limits and the amount for each one.

• Reasons for each level of both factors (at least one per level).

Each save creates a new version. Bid specifications already answered keep the version they were answered with.