RISK EXPOSURE GATHERING AND REPORTING

Office of Risk Management Annual Conference

RISK EXPOSURE GATHERINGAND REPORTING

www.doa.louisiana.gov/orm


Why Collect Exposure Data ? Legal

ORM Statute - LA R.S. 39:1535 Financial

Ancillary Agency Informational


Why Collect Exposure Data ? Agency premiums calculated based on 2

factors:

1. Experience (claims history)

2. Exposure (exposures reported)


Exposure Reporting Help

www.doa.la.gov/orm/uwexpman.htm

Exposure Reporting Manual


Online Risk Exposure Reporting

Contact Shannon O’Neill Ball (225) 342-8471


Online Risk Exposure Reporting Except for Aviation, Wet Marine, Property,

and Boiler & Machinery

Reported quarterly online


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.


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.


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.



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.


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.




# 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.



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.




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.




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.



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.


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.


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.



2009

1


Questions about

Online Exposure Reporting?


Property Exposure Reporting

Contact Dodi Langlois (225) 342-8598


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.


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


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


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.



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.



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.


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



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



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


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


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


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


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


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


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


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


“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.


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


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


Property Exposure Reporting Mobile Structures

Total value of movable building structures and their contents

Based on acquisition cost


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


Property Exposure Reporting Registered Mail/Parcel Post

This is no longer on the Property Exposure Report.


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


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.


Questions about the

Property Exposure Report?

RISK EXPOSURE GATHERING AND REPORTING

Documents

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