office of risk management annual conference risk exposure gathering and reporting
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Office of Risk Management Annual Conference
RISK EXPOSURE GATHERINGAND REPORTING
www.doa.louisiana.gov/orm
Office of Risk Management Annual Conference
Why Collect Exposure Data ? Legal
ORM Statute - LA R.S. 39:1535 Financial
Ancillary Agency Informational
Office of Risk Management Annual Conference
Why Collect Exposure Data ? Agency premiums calculated based on 2
factors:
1. Experience (claims history)
2. Exposure (exposures reported)
Office of Risk Management Annual Conference
Exposure Reporting Help
www.doa.la.gov/orm/uwexpman.htm
Exposure Reporting Manual
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Contact Shannon O’Neill Ball (225) 342-8471
Office of Risk Management Annual Conference
Online Risk Exposure Reporting Except for Aviation, Wet Marine, Property,
and Boiler & Machinery
Reported quarterly online
Office of Risk Management Annual Conference
Online Risk Exposure Reporting Receive e-mail notification. Go to ORM homepage @
www.doa.louisiana.gov/orm Click on “Exposure” in the left column. Click on “Exposure Reporting System” in
the menu which appears at the right.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Office of Risk Management Annual Conference
Online Risk Exposure Reporting Click “Yes”, if any Security Alert pop-up
screens appear. This is the Logon screen. Enter your Logon ID and Password. This ID
will be the ORM 4-digit location code for your agency.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Office of Risk Management Annual Conference
Online Risk Exposure Reporting Click “Connect”. This is the Online Risk Exposure Reporting
form. Observe: Previous quarters’ exposures in
the left column. Input the data for the current quarter in the
blank fields on the right of the screen.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Exposure Field Definition
Gross PayrollThe total of all wages paid during quarter, include full time, part time, temporary, students, etc.
Maritime PayrollThe total of all wages paid during quarter to employees traveling/working over water.
# of Outside Board Members
The current number of board and/or commission members.
Office of Risk Management Annual Conference
Online Risk Exposure ReportingExposure Field Definition
Private MileageThe sum of all mileage on private vehicles used for state business for the requested quarter.
Public Mileage Total mileage for state owned and leased, licensed, vehicles for the requested quarter.
Number of Vehicles
The number of state owned and leased, licensed, vehicles as of the close of the requested quarter.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Exposure Field Definition
# of Total Employees
The number of employees who are issued a pay check-give number on the last day of requested quarter.
Peak Exposure-Crime
The largest amount of securities on hand during the reporting quarter that cannot be replaced if stolen-do not include payroll check values.
Office of Risk Management Annual Conference
Online Risk Exposure ReportingExposure Field Definition
Patient DaysThe sum of the lengths of the stays of all patients whose care requires at least an overnight stay.
Clinic Visits
The number of patient visits to facilities providing outpatient health care services, medical clinics, infirmaries, first aid stations, etc - includes mental health, mental retardation, vocational rehabilitation and correctional facilities, and universities - not necessary for the patient to be seen by a doctor for a visit to be counted.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Exposure Field Definition
ER Visits The number of patient visits to a hospital emergency room.
Hospital Patient Days
The sum of the lengths of the stays of all patients whose care requires at least an overnight stay, for all areas of the hospital.
Hospital Clinic Visits
The number of patient visits to hospital clinics-do not include outpatient surgeries here.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Exposure Field Definition
Number of Residents/ Interns
The number of residents/interns providing medical services to private institutions or agencies for which the State assumes medical malpractice liability.
Number of Physicians
The number of doctors on staff at agency for which the State assumes medical malpractice liability.
Office of Risk Management Annual Conference
Online Risk Exposure ReportingExposure Field Definition
Other Med Mal
The number of students in health care curricula (i.e. RN, LPN, Paramedical) that are providing medical services, as part of certification requirements, to private institutions or agencies.
Number of Babies Birthed
The number of babies birthed in current reporting quarter.
Number of Outpatient Surgeries
The number of outpatient surgeries in current reporting quarter.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting Use the Comments field for any notes. Enter your name in the Prepared By field. Confirm any 0 entries for the safeguard
pop-up. Click OK to continue or Cancel to return to
any missed fields.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
Office of Risk Management Annual Conference
Online Risk Exposure Reporting Generate a screen print. Click Update Risk Exposure. Wait for the update confirmation screen. Click Return to Logon Page and repeat, if
you report for multiple locations.
Office of Risk Management Annual Conference
Online Risk Exposure Reporting
2009
1
Office of Risk Management Annual Conference
Questions about
Online Exposure Reporting?
Office of Risk Management Annual Conference
Property Exposure Reporting
Contact Dodi Langlois (225) 342-8598
Office of Risk Management Annual Conference
Property Exposure Reporting Property must be scheduled with ORM to be
covered. If property has not been reported to ORM,
claims can be denied.
Property reports are mailed bi-annually, in March and September.
Office of Risk Management Annual Conference
Office of Risk Management Annual Conference
Office of Risk Management Annual Conference
Office of Risk Management Annual Conference
Property Exposure Reporting BLDG ID – Building ID Number
S – State Owned building L – Non State Owned building
OCCP – Occupancy Code Represents the building’s occupancy►Updated by Loss Prevention Unit
Office of Risk Management Annual Conference
Property Exposure Reporting PAR / FZ / CON
PAR – Parish Code – parish where the building is located
FZ – Flood Zone – flood zone where the building is located
CON – Construction Type – construction type of the building
►Updated by Loss Prevention Unit
Office of Risk Management Annual Conference
Property Exposure Reporting BUILDING NAME / BUILDING ADDRESS /
CITY, STATE “S” buildings: All “S” buildings should have building names. Your agency must be the “owner” of the
building to request a building name or address change.
If Building Replacement Cost does not equal zero, your agency is the “owner” of the building.
Office of Risk Management Annual Conference
Property Exposure Reporting BUILDING NAME / BUILDING ADDRESS /
CITY, STATE “L” buildings (state insured): These are typically buildings built through
Cooperative Endeavor Agreements, which legally obligate the State to insure the building structures.
If Building Replacement Cost does not equal zero…
The “L” building is state insured. Your agency is the “owner” of the building.
Office of Risk Management Annual Conference
Property Exposure Reporting BUILDING NAME / BUILDING ADDRESS /
CITY, STATE “L” buildings (not insured): Most “L” buildings don’t have building names
because various state agencies occupying the same building might use a different building name.
If Building Replacement Cost equals zero, your agency does not “own” of the building.
Office of Risk Management Annual Conference
Property Exposure Reporting SQFT SRCE – Square Foot Source
Indicator I – single occupancy F – Facility Planning & Control lease U – single or partial occupancy N – no employees
►Updated by Underwriting Unit and Facility Planning & Control
Office of Risk Management Annual Conference
Property Exposure Reporting SQFT SRCE – Square Foot Source
Indicator I – your agency occupies the entire building
No other agencies’ employees occupy building Even if you don’t “use” all of the space, your
agency is responsible for insuring all general contents in the building
F – lease set up through Facility Planning & Control
Changes to square feet and cancelled/ended leases must be made through Facility Planning and Control – Leasing Section
Office of Risk Management Annual Conference
Property Exposure Reporting SQFT SRCE – Square Foot Source
Indicator U – your agency occupies all or a portion of
the building Agency is responsible for reporting square feet
to ORM N – your agency has “other contents” but no
employees located in the building Total and Ground Floor Square Feet = zero General and Flood Contents = zero Other Contents Flood = contents located on
ground floor
Office of Risk Management Annual Conference
Property Exposure Reporting Building Replacement Cost
Value of replacing the building structure, excluding the foundation
Determined by appraisal of building Building replacement cost equal zero?
No – your agency is responsible for insuring the building structure
Yes – another agency is responsible for insuring the building structure
Office of Risk Management Annual Conference
Property Exposure Reporting Total Square Feet – The total area utilized
by your agency Total Square Feet is used to calculate
General Contents Does Total Square Feet equal zero?
Yes – your agency has no employees located at this location
No – your agency has employees located at this location
Office of Risk Management Annual Conference
Property Exposure Reporting Ground Floor Square Feet – The area on
the ground level utilized by your agency Ground Floor Square Feet is used to
calculate General Contents Flood Does Ground Floor Square Feet equal zero?
Yes – your agency does not occupy space on the ground level
No – your agency occupies space on the ground level
Office of Risk Management Annual Conference
Reporting Total & Ground Square Feet Agency A leases space in an office
building Agency A occupies 5,000 ft2 on the 1st floor Agency A occupies 5,000 ft2 on the 2nd floor Agency A occupies 5,000 ft2 on the 3rd floor Agency A’s Total Square Feet is 15,000
ft2
Agency A’s Ground Square Feet is 5,000 ft2
Example #1
Office of Risk Management Annual Conference
Reporting Total & Ground Square Feet Agency B owns a building, which is 1
story and has 10,000 ft2
Agency B occupies 5,000 ft2
Agency C occupies 2,000 ft2
3,000 ft2 is unoccupied Agency B’s Total Square Feet is 8,000 Agency B’s Ground Square Feet is 8,000
ft2
* Total Square Feet = total amount Agency B occupies + unoccupied space
Example #2
Office of Risk Management Annual Conference
Property Exposure Reporting General Contents – This includes all
contents/movable property not identified in “other contents” categories
Calculated by ORM based on the building use (OCCP) and the Total Square Feet occupied by your agency
General Contents Flood – This is the same as general contents but only includes contents on the ground floor
Calculated by ORM based on the building use (OCCP) and the Ground Floor Square Feet occupied by your agency
Office of Risk Management Annual Conference
Calculating General Contents Office Building (occp 344) – value per
square foot = $36.46 Agency A’s Total Square Feet is 15,000 ft2
General Contents Property = 15,000 * $36.46
Agency A’s Ground Square Feet is 5,000 ft2
General Contents Flood = 5,000 * $36.46
Example #1
Office of Risk Management Annual Conference
“Other Contents” Categories Fine Arts Livestock Computer Equipment Boats Mobile Structures Business Income Registered
Mail/Parcel Post LPFA/3rd Party
Financing
S = State-owned NS = Non-state-
owned (leased; care, custody and control)
► Your agency is responsible for reporting these values.
Office of Risk Management Annual Conference
Property Exposure Reporting Fine Arts
Total appreciated value of museum exhibits, antiques, objects of art, decommissioned aircraft and watercraft autos on display
Livestock Total actual cash value of all livestock Include trained canines used in state business
operations
Office of Risk Management Annual Conference
Property Exposure Reporting Computer Equipment
Total value of computers, mainframes, software, etc.
Based on acquisition cost
Boats Total value of all boats 26 feet in length and
under and motors Based on acquisition cost
Office of Risk Management Annual Conference
Property Exposure Reporting Mobile Structures
Total value of movable building structures and their contents
Based on acquisition cost
Office of Risk Management Annual Conference
Property Exposure Reporting Business Income
Total amt of charges, tuition, fees, and receipts from other sources (not public funds) that would be lost if your agency would not be able to provide the services, sales, and events
MINUS the direct cost of those operations Total amount should be an annual figure based
on the 12 months preceding the last day of the reporting period
Office of Risk Management Annual Conference
Property Exposure Reporting Registered Mail/Parcel Post
This is no longer on the Property Exposure Report.
Office of Risk Management Annual Conference
Property Exposure Reporting LPFA/3rd Party Financing
Total value of all state owned equipment being purchased through LPFA, LEAF, and MIPA guidelines
Report whichever value is the greater of replacement value of the equipment or remaining lease payments
Office of Risk Management Annual Conference
Property Exposure Reporting Other Contents Flood
Total value of all Fine Arts and Computer Equipment located on the first floor, basement, and/or ground level of each building floor plus all Livestock, Boats, and Mobile Structures.
Office of Risk Management Annual Conference
Office of Risk Management Annual Conference
Office of Risk Management Annual Conference
Office of Risk Management Annual Conference
Questions about the
Property Exposure Report?
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