1. 2009 Office of Risk Management Annual Conference RISK EXPOSURE GATHERING AND REPORTING www.doa.louisiana.gov/orm

2. 2009 Office of Risk Management Annual Conference Why Collect Exposure Data ?  Legal ORM Statute - LA R.S. 39:1535  Financial Ancillary Agency  Informational

3. 2009 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)

4. 2009 Office of Risk Management Annual Conference Exposure Reporting Help www.doa.la.gov/orm/uwexpman.htm Exposure Reporting Manual

5. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting Contact Shannon O’Neill (225) 342-8471

6. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting  Except for Aviation, Wet Marine, Property, and Boiler & Machinery  Reported quarterly online

7. 2009 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.

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9. 2009 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.

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11. 2009 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.

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13. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting Exposure FieldDefinition 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 who travel/work over water. # of Board Members The current number of board and/or commission members.

14. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting Exposure FieldDefinition 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.

15. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting Exposure FieldDefinition # 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.

16. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting Exposure FieldDefinition 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.

17. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting Exposure FieldDefinition 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.

18. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting Exposure FieldDefinition 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.

19. 2009 Office of Risk Management Annual Conference Online Risk Exposure Reporting Exposure FieldDefinition 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.

20. 2009 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, including ∅ for the safeguard pop-up.  Click OK to continue or Cancel to return to any missed fields.

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22. 2009 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.

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24. 2009 Office of Risk Management Annual Conference Questions about Online Exposure Reporting?

25. 2009 Office of Risk Management Annual Conference Property Exposure Reporting Contact Amanda Stein (225) 342-8469

26. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  Property must be scheduled with ORM to be covered.  Property reports are mailed bi-annually, in March and September.

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29. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  Building ID Number S means the building is State Owned. L means the building is Non State Owned.  Building Replacement Cost – The value of replacing the building which is determined by appraisal of building.

30. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  Total Square Feet – The total area utilized by agency.  Ground Floor Square Feet – The area on the ground level utilized by agency.

31. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  General Contents – This includes all contents/movable property not identified in other categories - automatically calculated by ORM based on the building use and the sq.ft. occupied.  General Contents Flood – This is the same as general contents but includes only for contents on the ground floor.

32. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  Livestock – The total actual cash value of all livestock.  Fine Arts – The total appreciated value of museum exhibits, antiques, objects of art, decommissioned aircraft and watercraft and autos on display.

33. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  Computer Equipment – The total value of computers, mainframes, software, etc. - based on acquisition cost.  Boats – The total value of all boats 26 feet in length and under and motors - based on acquisition cost.

34. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  Mobile Structures – The total value of movable building structures and their contents – based on acquisition cost.  Other Contents Flood – The total value of all these fields for the equipment, livestock, etc. located on the ground floor.

35. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  Business Income – The 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 amt should be an annual figure based on the 12 months preceding the last day of the reporting period.

36. 2009 Office of Risk Management Annual Conference Property Exposure Reporting  Registered Mail/Parcel Post – The total value of meter machines and any prepaid postage.  LPFA/3 rd Party Financing – The total value of all state owned equipment being purchased thru LPFA guidelines – whichever value is the greater of replacement value or remaining lease payments.

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40. 2009 Office of Risk Management Annual Conference Questions about the Property Exposure Report?