RISK EXPOSURE GATHERING AND REPORTING

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RISK EXPOSURE GATHERINGAND REPORTING

• www.doa.louisiana.gov/orm

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Why Collect Exposure Data ?

• Legal
• ORM Statute - LA R.S. 391535
• Financial
• Ancillary Agency
• Informational

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Why Collect Exposure Data ?

• Agency premiums calculated based on 2 factors
• 1. Experience (claims history)
• 2. Exposure (exposures reported)

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Exposure Reporting Help

• www.doa.la.gov/orm/uwexpman.htm
• Exposure Reporting Manual

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Online Risk Exposure Reporting

• Contact Shannon ONeill Ball [phone]

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Online Risk Exposure Reporting

• Except for Aviation, Wet Marine, Property, and
  Boiler Machinery
• Reported quarterly online

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Online Risk Exposure Reporting

• Receive e-mail notification.
• Go to ORM homepage _at_ 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.

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Online Risk Exposure Reporting
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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.

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Online Risk Exposure Reporting
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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.

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Online Risk Exposure Reporting
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Online Risk Exposure Reporting
Exposure Field Definition
Gross Payroll The total of all wages paid during quarter, include full time, part time, temporary, students, etc.
Maritime Payroll The 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.
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Online Risk Exposure Reporting
Exposure Field Definition
Private Mileage The 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.
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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.
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Online Risk Exposure Reporting
Exposure Field Definition
Patient Days The 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.
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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.
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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.
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Online Risk Exposure Reporting
Exposure 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.
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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.

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Online Risk Exposure Reporting
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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.

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Online Risk Exposure Reporting
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• Questions about
• Online Exposure Reporting?

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Property Exposure Reporting

• Contact Dodi Langlois [phone]

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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.

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Property Exposure Reporting

• BLDG ID Building ID Number
• S State Owned building
• L Non State Owned building
• OCCP Occupancy Code
• Represents the buildings occupancy
• Updated by Loss Prevention Unit

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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

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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.

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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.

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Property Exposure Reporting

• BUILDING NAME / BUILDING ADDRESS / CITY, STATE
• L buildings (not insured)
• Most L buildings dont 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.

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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

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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 dont 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

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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

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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

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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

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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

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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 As Total Square Feet is 15,000 ft2
• Agency As Ground Square Feet is 5,000 ft2

Example 1
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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 Bs Total Square Feet is 8,000
• Agency Bs Ground Square Feet is 8,000 ft2
• Total Square Feet total amount Agency B
  occupies unoccupied space

Example 2
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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

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Calculating General Contents

• Office Building (occp 344) value per square
  foot 36.46
• Agency As Total Square Feet is 15,000 ft2
• General Contents Property 15,000 36.46
• Agency As Ground Square Feet is 5,000 ft2
• General Contents Flood 5,000 36.46

Example 1
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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.

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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

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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

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Property Exposure Reporting

• Mobile Structures
• Total value of movable building structures and
  their contents
• Based on acquisition cost

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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

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Property Exposure Reporting

• Registered Mail/Parcel Post
• This is no longer on the Property Exposure Report.

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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

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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.

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• Questions about the
• Property Exposure Report?