Exposure Reporting Changes

1. Exposure Reporting Changes

2. Exposure Reporting Changes Property Exposure Report Online Risk Exposure Report

3. Property Exposure Report

4. PropertyExposureReport

5. 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 • Must include the first 6 digits (site code) in order to be unique • Buildings listed by site code on report site code bldg #

6. 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

7. 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

8. Property Exposure Report • UND-4 Form Revisions • 3 separate forms now: • UND-4.1 – New Building • UND-4.2 – Building Deletion • 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

9. Property Exposure Report • UND-4.1 – New Building Form • Building purchased • Building donated (to your agency) • Building transferred from another agency (to your agency)

11. Property Exposure Report • UND-4.2 – Building Deletion Form • Building sold • Building donated (to another entity) • Building demolished • Building moved to another site

13. Property Exposure Report • UND-4.3 – Building Modification Form • Building name changed • Building address changed • ORM Location Code changed • Building renovated • Building use changed

15. Online Risk Exposure Report

16. Online Risk Exposure Report Definition Changes • For most agencies these exposures are already being reported, but from now on, they are being reported differently.

17. 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

18. 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: • Money that was in your agency’s care, custody, or control • DO NOT include: • 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

19. 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

20. 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.

21. 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)

22. 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

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

24. Online Risk Exposure Report • Other Procedural Changes • Confirmation screen has changed

25. 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 (225) 342-8469 • Online Risk Exposure Report Contact: Shannon Ball shannon.ball@la.gov (225) 342-8471