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Office of Risk Management Annual Conference Exposure Reporting Changes.

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Presentation on theme: "Office of Risk Management Annual Conference Exposure Reporting Changes."— Presentation transcript:

1 Office of Risk Management Annual Conference Exposure Reporting Changes

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

3 Office of Risk Management Annual Conference Property Exposure Report

4 Office of Risk Management Annual Conference Property Exposure Report

5 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: /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 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

7 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

8 Office of Risk Management Annual Conference 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 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)

10 Office of Risk Management Annual Conference

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

12 Office of Risk Management Annual Conference

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

14 Office of Risk Management Annual Conference

15 Online Risk Exposure Report

16 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.

17 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

18 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:  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 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

20 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.

21 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)

22 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

23 Office of Risk Management Annual Conference 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 changes)

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

25 Office of Risk Management Annual Conference Exposure Reporting Help  Exposure Reporting Manual and UND Reporting Forms:  Property Exposure Report Contact: Amanda Stein (225)  Online Risk Exposure Report Contact: Shannon Ball (225)


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