Office of Risk Management Annual Conference Exposure Reporting

Office of Risk Management Annual Conference Exposure Reporting Changes

Office of Risk Management Annual Conference Exposure Reporting Changes § Property Exposure Report § Online Risk Exposure Report

Office of Risk Management Annual Conference Property Exposure Report

Office of Risk Management Annual Conference Property Exposure Report

Office of Risk Management Annual Conference Property Exposure Report § Building Code = Building ID Number § New format - 6 digit site code followed by a slash and then a sequential system assigned number example: 217025/15 site code bldg # § Must include the first 6 digits (site code) in order to be unique § Buildings listed by site code on report

Office of Risk Management Annual Conference Property Exposure Report § State Owned Field § New field to replace “S” or “L” on old report § State Owned = Yes § Non-State Owned = No § Leg Bldg ID = Legacy Building ID § Old SLABS number or new “S” or “L” number § Used as a reference to SLABS and for the FM website § Will eventually phase out

Office of Risk Management Annual Conference Property Exposure Report § Replacement Cost § Same as old report § Responsible for insuring the building if replacement cost > zero § Banded Rows § Two rows per building record § Every other record shaded for easy review

Office of Risk Management Annual Conference Property Exposure Report § UND-4 Form Revisions § 3 separate forms now: § § UND-4. 2 – Building Deletion § § UND-4. 1 – New Building UND-4. 3 – Building Modification New fields § Agency ISIS code – 3 digit agency number § Contact Name – can be different than Authorized By § Reason for Change – different options

Office of Risk Management Annual Conference Property Exposure Report § UND-4. 1 – New Building Form § Building purchased § Building donated (to your agency) § Building transferred from another agency (to your agency)

Office of Risk Management Annual Conference

Office of Risk Management Annual Conference Property Exposure Report § UND-4. 2 – Building Deletion Form § Building sold § Building donated (to another entity) § Building demolished § Building moved to another site

Office of Risk Management Annual Conference

Office of Risk Management Annual Conference Property Exposure Report § UND-4. 3 – Building Modification Form § Building name changed § Building address changed § ORM Location Code changed § Building renovated § Building use changed

Office of Risk Management Annual Conference

Office of Risk Management Annual Conference Online Risk Exposure Report

Office of Risk Management Annual Conference Online Risk Exposure Report Definition Changes § For most agencies these exposures are already being reported, but from now on, they are being reported differently.

Office of Risk Management Annual Conference Online Risk Exposure Report § # of Licensed State Vehicles § Number of licensed state-owned and state-leased vehicles which were in the possession of the agency for any length of time during the quarter § Do not include rental vehicles § Do not submit an inventory of vehicles

Office of Risk Management Annual Conference Online Risk Exposure Report § Peak Exposure Crime § Definition: Largest amount of cash only on hand in any one place at any one time § DO include in your calculation: § § DO NOT include: § § Money that was in your agency’s care, custody, or control checks, money orders, certificates of deposit, money in a bank account, payroll values, transactions that are handled by EFT, “potential” amounts of cash, or money that is not the responsibility of the state No minimum amount to report

Office of Risk Management Annual Conference Online Risk Exposure Report § Employees § No longer collecting total employees § Now collecting full-time and part-time employees separately § Part-Time Employees: the number of persons employed to work part-time for the agency for any length of time during the requested quarter, including temporary, seasonal, and student employees § Full-time Employees: the number of persons employed to work full-time for the agency for any length of time during the requested quarter, including temporary and seasonal employees

Office of Risk Management Annual Conference Online Risk Exposure Report § Employees § Common Problems: § Student Workers: Include your student workers, if hired directly by the state. § Temporary Employees: Include if hired directly by the state. § Full-time vs. Part-time: 36 hours / week is usually considered full-time.

Office of Risk Management Annual Conference Online Risk Exposure Report § Travel Policy Changes § State Motor Pool Vehicles: Do not include in your vehicle counts or mileage reported to us § § Mileage in Other Rental Vehicles: ORM needs to capture this mileage; please include it with your public vehicle mileage Private Vehicle Mileage: ORM does need to capture private vehicle mileage in excess to the 99 mile limit (regardless of reimbursement)

Office of Risk Management Annual Conference Online Risk Exposure Report § Medical Malpractice § There have been numerous changes in the requirements for collecting and reporting medical malpractice exposures. § If your agency reports any of the following exposures, please contact ORM for information regarding the changes. These exposures have had major changes. § Physicians of any kind § Residents / Interns of any kind § Other Med Mal Exposures

Office of Risk Management Annual Conference Online Risk Exposure Report § Comment Section Guidelines § DO: § § Mention major structural changes in your agency. § Include a comment for changes of 25% or more. § § Explain large changes in your exposures. Be Concise. (~250 characters or less) DON’T: § Provide the date. (Your report is time-stamped) § Provide contact information. (Please e-mail changes)

Office of Risk Management Annual Conference Online Risk Exposure Report § Other Procedural Changes § Confirmation screen has changed

Office of Risk Management Annual Conference Exposure Reporting Help § Exposure Reporting Manual and UND Reporting Forms: http: //doa. louisiana. gov/orm/uwexpman. htm § Property Exposure Report Contact: Amanda Stein amanda. stein@la. gov 342 -8469 (225) § Online Risk Exposure Report Contact: Shannon Ball shannon. ball@la. gov 342 -8471 (225)