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Troubleshooting Risk Assessment Score Calculation Errors

Purpose Statement

This article provides step-by-step instructions for identifying and resolving calculation errors when calculating Risk Assessment scores in First Due.

These errors typically occur when a dropdown selection in Field Management does not have an associated numerical score. This article explains two methods for correcting the issue and successfully recalculating the Risk Assessment score.

Background Information

Risk Assessment calculations in First Due depend on numerical scores associated with dropdown selections configured in Field Management.

When a dropdown selection does not have an associated score, the system may display a Failed Calculation warning instead of generating a Risk Assessment score.

This issue commonly occurs when custom dropdown selections are created without assigning corresponding numerical values.

There are two methods for resolving this issue:

  • Option 1 (Preferred): Identify affected occupancy records using an Ad Hoc Report, replace the problematic dropdown selection with a valid selection, and remove the unused dropdown item from Field Management.
  • Option 2: Assign an appropriate numerical score to the existing dropdown selection in Field Management.

Important: Different Risk Assessment fields may use different scoring ranges. When assigning or modifying scores, ensure the values align with your department's established Risk Assessment scoring methodology.

Note: Construction Type formatting may also affect Needed Fire Flow calculations. Refer to the Calculate Needed Fire Flow article for additional information.

Required Permissions

The following permission is required for the Risk Assessment scoring functionality demonstrated in this article:

  • Fire Prevention → Risk Assessment Edit Score
  1. Navigate to the Admin module.
  2. Open the appropriate role configuration.
  3. Locate the Fire Prevention permission bucket.
  4. Verify that Risk Assessment Edit Score is enabled.

 

Note: Additional permissions may be required to access Field Management, create Ad Hoc Reports, and edit occupancy records, depending on your department's role configuration.

Video

Step-by-Step Guide

Identify the Risk Assessment Calculation Issue

  1. Navigate to the affected Occupancy record.
  2. Open the Risk Assessment section.
  3. Complete the applicable Risk Assessment fields by selecting the appropriate dropdown values.

  4. Select Calculate Risk Score.

  5. If a calculation warning appears, review the associated Field Management dropdown selections to identify any values without numerical scores.

Option 1: Replace the Dropdown Selection Using an Ad Hoc Report (Preferred)

This method is recommended when the dropdown selection is invalid, unnecessary, or should no longer be available for future Risk Assessments.

An Ad Hoc Report can identify all occupancy records associated with the problematic dropdown selection.

Step 1: Create an Ad Hoc Report

  1. Open Ad Hoc Reporting.
  2. Select Occupancies as the module.
  3. Select Occupancies as the data source configuration.
  4. Choose Tabular Report as the report type.

Step 2: Configure the Report Columns

  1. Add the following columns to identify the affected occupancy records:
    • Occupancy ID
    • Business Name
    • Address information
    • The field containing the dropdown selection without a score
  2. For example, if the affected field is Capacity to Control, include that field as a report column.
  3. Optionally, sort the report by Business Name to make the results easier to review.

 

Step 3: Configure the Report Criteria

  1. Open the report's Criteria configuration.
  2. Select the field containing the problematic dropdown selection.
  3. Set the condition to Equals.

  4. Select the dropdown item without an associated score.

    Example:

    • Field: Capacity to Control
    • Condition: Equals

    • Value: This is a bad day

  5. Run the report.

 

Step 4: Identify and Update Affected Occupancies

  1. Review the Ad Hoc Report results to identify all occupancy records using the problematic dropdown selection.

  2. Select the Occupancy ID to open an affected record.

  3. Navigate to the Risk Assessment section.
  4. Locate the field containing the problematic dropdown selection.
  5. Replace the selection with an appropriate existing value that has a valid numerical score.

  6. Save the occupancy record.

  7. Repeat these steps for each affected occupancy identified in the report.

 

Step 5: Delete the Unused Dropdown Selection

  1. Navigate to Admin → Field Management.
  2. Locate the field containing the problematic dropdown selection.
  3. Find the dropdown item without an associated numerical score.
  4. Confirm that all occupancy records previously using this selection have been updated.
  5. Delete the unused dropdown item.

Important: A dropdown selection cannot be deleted while it remains associated with existing occupancy records. All records using the selection must first be updated to an appropriate alternative value.

Option 2: Assign a Numerical Score to the Existing Dropdown Selection

This method is appropriate when the dropdown selection is valid and should remain available for future Risk Assessments.

Step 1: Locate the Affected Field

  1. Navigate to Admin → Field Management.
  2. Locate the field containing the dropdown selection without an associated score.
  3. Review the existing dropdown items and their numerical scores.

Step 2: Review the Existing Scoring Values

Before assigning a score, review the numerical values already configured for the field.

The following examples are demonstrated in the training video:

Field Example Scoring Values
Exiting Systems 1–2
Warning Alarm 0–5
Capacity to Control 0–1.666

Important: Do not assume that a score used in one field is appropriate for another field. Follow your department's established Risk Assessment scoring methodology.

Step 3: Assign a Score

  1. Locate the dropdown item without a numerical score.
  2. Select Edit.
  3. Enter an appropriate numerical value consistent with the field's scoring methodology.
  4. Select Save.

Example: The training video demonstrates entering a score of 1.555 for a Capacity to Control dropdown item. This is an example only and should not be treated as a recommended score for other dropdown items.

Warning: Assigning or changing numerical scores may affect Risk Assessment calculations for occupancy records using the dropdown selection. Consult the appropriate Fire Prevention administrator before modifying scoring values.

Verify the Calculation Issue Is Resolved

After completing either resolution method:

  1. Return to the affected Occupancy record.
  2. Open the Risk Assessment section.
  3. Select Calculate Risk Score.
  4. Confirm that a numerical Risk Assessment score is generated.
  5. Verify that the calculation warning no longer appears.

  6. If the calculation issue persists, review additional dropdown selections for missing numerical scores.

Best Practices

Do:

  • Use an Ad Hoc Report to identify all occupancy records associated with a problematic dropdown selection.
  • Use Option 1 when an invalid or unnecessary dropdown selection should be removed.
  • Review existing numerical scores before assigning a new value.
  • Follow your department's established Risk Assessment scoring methodology.
  • Consult the appropriate Fire Prevention administrator before changing scoring values.
  • Verify that Risk Assessment scores calculate successfully after making changes.
  • Document scoring changes and their rationale for future reference.

Don't:

  • Assign arbitrary numerical scores without considering their effect on Risk Assessment calculations.
  • Delete dropdown selections that are still associated with occupancy records.
  • Replace existing dropdown selections without confirming that the alternative is appropriate.
  • Assume that all Risk Assessment fields use the same numerical scoring range.
  • Skip the verification process after resolving a calculation issue.

Troubleshooting & FAQs

Why am I receiving a Failed Calculation warning when calculating a Risk Assessment score?

A dropdown selection used in the Risk Assessment may not have an associated numerical score in Field Management. Review the configured dropdown selections to identify missing scores.

Why can't I delete a dropdown selection in Field Management?

The dropdown selection may still be associated with one or more occupancy records. Create an Ad Hoc Report to identify the affected records, update each occupancy to use an appropriate alternative selection, and then attempt to delete the unused dropdown item.

How can I identify all occupancies using a dropdown selection without a score?

Create an Ad Hoc Report using the Occupancies module and Occupancies data source. Include the affected field as a report column and configure the report criteria to identify records using the problematic dropdown selection.

How do I determine the appropriate numerical score for a dropdown item?

Review the existing numerical values assigned to other dropdown items within the same field. Consult your department's Risk Assessment scoring methodology or Fire Prevention administrator before assigning a new score.

Which resolution method should I use?

Use Option 1 when the problematic dropdown selection is invalid, unnecessary, or should be removed from Field Management.

Use Option 2 when the dropdown selection is valid and should remain available for future Risk Assessments.

Will changing a numerical score affect existing occupancy records?

Changing a dropdown item's numerical score may affect Risk Assessment results when scores are recalculated for records using that selection. Review the potential impact with your department's administrator before making changes.

What should I do if the Risk Assessment score still does not calculate?

Review other Risk Assessment dropdown selections to confirm that they have associated numerical scores.

If the issue involves Needed Fire Flow calculations, verify that Construction Type values are formatted correctly according to the Calculate Needed Fire Flow article.

How can I prevent future Risk Assessment calculation issues?

When creating or modifying dropdown selections in Field Management, verify that appropriate numerical scores are assigned. Periodically review field configurations and confirm that Risk Assessment calculations complete successfully.

Related Articles

  • Calculate Needed Fire Flow – Learn how to calculate Needed Fire Flow and review Construction Type formatting requirements that may affect fire flow calculations.