RISK EXPOSURE GATHERING - PowerPoint Presentation

RISK EXPOSURE GATHERING AND REPORTING

Why Collect Exposure Data ? Legal ORM Statute - LA R.S. 39:1535 Informational Key to equitable distribution of premium

Why Collect Exposure Data ? Agency property premiums are calculated based on 2 factors: 1. Experience (claims history) 2. Exposure (exposures reported)

Exposure Reporting Help http:// www.doa.la.gov/Pages/orm/Exposure-Reports.aspx Exposure Reporting Manual

Property Exposure Reporting

Property Exposure Reporting Property must be scheduled with ORM to be covered. If property has not been reported to ORM, claims can be denied. ORM does not obtain ANY values from LPAA Property reports are mailed bi-annually, in March and September. Banded Rows Two rows per building record Every other record shaded for easy review

Property Exposure Report Example ORM Location Code: XXXX AGENCY NAME           Building Code Building Name State Owned Building/Object Replacement Cost/ACV Total SQFT Gen Cont Prop Comp Equip Fine Arts   Building Address Leg. Bldg. ID   Covered Walkways Grnd SQFT Non-Calc Gen Contents Boats Mobile Equip 136038/50 CENTER FOR ENERGY RESEARCH MANAGEMENT Yes Building   2536 92,475 0 0   2045 LAKESHORE DRIVE NEW ORLEANS, LA 70148 S13326   2536 0 0 0 136999/33 (ORLEANS LEVEE BOARD) No Building 0 5000 536,950 0 0   6920 FRANKLIN AVE. NEW ORLEANS, LA # L02054   5000 0 0 0 152006/24 BUILDING 680 Yes Building 1069583 22748 815,448 0 0   34845 GRANTHAM COLLEGE ROAD SLIDELL, LA 70460 S15858   NO 22748 0 0 15000 152999/53 LEASED BLDG No Building 0 11000 452,078 0 0   620 N. TYLER ST. COVINGTON, LA 70434 L28173   11000 0 0 0 217017/7 DPS- OMF/OMV BUILDING Yes Building   0 0 350000 0   7979 INDEPENDENCE BLVD. BATON ROUGE, LA 70806 S13494   NO 0 0 0 0

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 #

Property Exposure Report BUILDING NAME / BUILDING ADDRESS / CITY, STATE State owned buildings: All State-Owned 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.

Property Exposure Report State Owned Field 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 Will eventually phase out Building/Object Field

Property Exposure Report Replacement Cost/ACV This is how much ORM is insuring the building or object for ORM is responsible for insuring the building if replacement cost > zero Covered Walkways - If you own the building this will be populated with Yes or No, if you do not own the building this field will be blank

Property Exposure Report BUILDING NAME / BUILDING ADDRESS / CITY, STATE Non-Stated Owned Insured Buildings: 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 non-state owned building is insured through ORMYour agency is responsible for the insurance on the building

Property Exposure Report BUILDING NAME / BUILDING ADDRESS / CITY, STATE Leased Non-Insured Buildings: Most do not have building names in ERP/LA GOV because various state agencies occupying the same building If the Building Replacement Cost equals zero, your agency does not “own” the building.

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 If your agency owns the building, any unoccupied space will be included in this total If your agency leases space through Facility Planning and Control, they are the only ones that can adjust this number

Property Exposure Report General Contents – This includes all contents/movable property not identified in “other contents” categories Calculated by ORM based on the building use (Occupancy code) and the Total Square Feet occupied by your agency Your agency can adjust this number if needed You should include Everything that is State Owned on your report from dollar one Acquisition Cost should be used to value ALL Contents

“Other Contents” Categories Computer Equipment Boats Fine Arts Mobile Equipment Medical EquipmentFencesLivestockSigns Mobile Structures Other Outdoor Property LPFA/3 rd Party Financing Business Income Your agency is responsible for reporting these values.

Property Exposure Report Computer Equipment Total value of computers, mainframes, laptops, printers, scanners, software, etc. Boats Total value of all boats 26 feet in length or less including their motors Row Boats (non-motorized) regardless of length

Property Exposure Report Fine Arts Total appreciated value of museum exhibits, antiques, and objects of art of every nature and description Mobile Equipment Total value of all vehicles not required to be licensed by the Motor Vehicle Law of Louisiana Mobile Equipment includes large movable items that do not have wheels such as welding machines and training simulators This includes backhoes, tractors, cranes, ATVs, etc.

Property Exposure Report Medical Equipment Total value of all moveable, standalone medical equipment not affixed to a building Fences Total Value of all fences associated with the building/site Includes perimeter fences, parking lot fences, etc. No longer a part of the appraisal process

Property Exposure Report Livestock Total value of all livestock, thoroughbreds, barnyard fowl, etc. Include trained canines used in state business operations Signs Total value of all signs associated with a building Do not include street signs or traffic signs since they are not Insured

Property Exposure Report Mobile Structures Total value of all building structures not permanently attached to an immovable foundation and which can be moved from place to place without disassembly Also include the contents of that structure in that value Other Outdoor Property Total value of all other outdoor property not included in any category above. This includes flagpoles, picnic tables, benches, goal post, etc.

Property Exposure Report Business Income Total amount 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 Report LPFA/3 rd Party Financing Total value of all state owned equipment being purchased through LPFA, LEAF, and MIPA guidelines Report whichever value is greater: replacement value of the equipment or remaining lease payments

Contents Reporting Form UND-1 Form Use this form to report changes in content values between exposure reports, after purchasing a new building, after constructing a new building Do not complete this form in addition to completing the property exposure report

Contents Reporting Form UND-1 New Field General Contents/Non-Calculated General Contents ORM will use the Non-Calculated General Contents Field for general contents when an agency does not occupy any square feet in a building

FOR ORM USE ONLY PS NUMBER   RS NUMBER   Revised 1/2016 Contents Reporting Form Office of Risk Management NOTE USE THIS FORM TO ADD MOVABLE PROPERTY (CONTENTS) VALUES FOR BUILDINGS NOT ALREADY INDICATED ON THE PROPERTY EXPOSURE REPORT, INCLUDING THE CONTENTS OF NEW LEASED BUILDINGS. DO NOT USE TO INSURE ACTUAL BUILDING STRUCTURE. AGENCY NAME   AGENCY ISIS CODE   ORM LOCATION CODE CONTACT NAME   PHONE NUMBER DATE   EMAIL ADDRESS   BUILDING INFORMATION (ALL FIELDS REQUIRED) BUILDING ID NUMBER (NEW FORMAT: SITE CODE/ BLDG #)   LEGACY BUILDING ID NUMBER (SLABS #)   BUILDING NAME (IF APPLICABLE)   OWNER OF BUILDING (IF STATE OWNED, INDICATE WHICH STATE AGENCY)   PHYSICAL STREET ADDRESS (NOT P. O. BOX) CITY, STATE, ZIPCODE   TOTAL SQUARE FOOTAGE OCCUPIED   GROUND FLOOR SQUARE FOOTAGE OCCUPIED   IF THIS IS A LEASED SPACE, IS IT PROCESSED THROUGH FACILITY PLANNING AND CONTROL? □ YES □ NO     CONTENTS VALUES (INCLUDE THE TOTAL OF STATE OWNED AND NON-STATE OWNED; ROUND TO WHOLE NUMBERS) GENERAL CONTENTS/NON-CALCULATED GENERAL CONTENTS       COMPUTER EQUIPMENT MOBILE EQUIPMENT   FINE ARTS FENCES   MEDICAL EQUIPMENT SIGNS   LIVESTOCK OTHER OUTDOOR PROPERTY   MOBILE STRUCTURES LPFA/3 RD PARTY FINANCING   BOATS   BUSINESS INCOME   RETURN COMPLETED FORM TO THE OFFICE OF RISK MANAGEMENT – UNDERWRITING SECTION, POST OFFICE BOX 91106, BATON ROUGE, LOUISIANA 70821-9106

Building Reporting Forms UND-4 Forms 3 separate forms now: UND-4.1 – New Building UND-4.2 – Building Deletion UND-4.3 – Building Modification

UND-4.1 – New Building Form Building purchased/donated New Building Constructed (Attach Notice of Acceptance) Building transferred from another agency (Attach MOU) New Building Under Construction – Partially Occupied Adding an Object such as a Statue or Marque Objects are paid at Actual Cost Value and not Replacement Cost Objects values are determined by the Agency, not appraised

UND-4.1 – New Building Form New Fields – LA GOV FUND, LA GOV FUND CENTER , LA GOV BUSINESS AREA – Only those agencies who use the LAGOV/ERP need to complete these fields (DEQ, DWLF, DOTD, DNR, CPRA)

FOR ORM USE ONLY DATE SHELL CREATED   BLDG RELEASED     LEGACY BLDG ID   FUNCTIONAL LOCATION CREATED PS NUMBER   FUNCTIONAL LOCATION ASSIGNED RS NUMBER   BUILDING NO.: New Building Form Office of Risk Management NOTE INSURANCE ON THE BUILDING STRUCTURE WILL NOT BE IN PLACE UNTIL THIS FORM IS RECEIVED BY ORM. ONLY USE THIS FORM IF THE PHYSICAL STRUCTURE OF THE BUILDING IS TO BE COVERED BY INSURANCE. BUILDINGS NEEDING COVERAGE FOR MOVABLE PROPERTY (CONTENTS) ONLY ARE TO BE REPORTED ON THE UND-1 FORM. PLEASE CONTACT ORM AT (225) 342-8469 IF YOU HAVE ANY QUESTIONS. AGENCY REQUESTING CHANGE   AGENCY ISIS CODE   ORM LOCATION CODE AUTHORIZED BY   DATE   LA GOV FUND CONTACT NAME   PHONE NUMBER LA GOV FUND CENTER   EMAIL ADDRESS   LA GOV BUSINESS AREA   WAS THIS CONSTRUCTION FINANCED BY REVENUE BONDS AND/OR A PART OF A COOPERATIVE ENDEAVOR AGREEMENT? YES NO SITE CODE (BUSINESS ENTITY)   REASON (PLEASE CHECK ONE)   □ NEW BUILDING PURCHASED/DONATED □ NEW BUILDING CONSTRUCTED □ AGENCY TO AGENCY TRANSFER □ NEW BUILDING UNDER CONSTRUCTION –PARTIALLY OCCUPIED □ OTHER _____________________________________         □ OBJECT – VALUE OF OBJECT ______________________     BUILDING DATA STATE AGENCY NAME       ORM LOCATION CODE       BUILDING NAME       STREET ADDRESS (NOT P. O. BOX – MUST BE PHYSICAL ADDRESS)       CITY, STATE, ZIPCODE       DETAILS (INCLUDE DATE OF TRANSACTION, ETC.)       NOTE WHEN ADDING BUILDING STRUCTURES YOU MUST ATTACH A COPY OF PERTINENT DOCUMENTATION (BILL OF SALE, TITLE TRANSFER, ACT OF DONATION, DEED, ETC.) RETURN COMPLETED FORM TO THE OFFICE OF RISK MANAGEMENT – UNDERWRITING SECTION, POST OFFICE BOX 91106, BATON ROUGE, LOUISIANA 70821-9106

Property Exposure Report UND-4.2 – Building Deletion Form Building sold (Attach Bill of Sale) Building donated to another entity (Attach MOU) Building demolished/torn down Building moved to another site

Building Deletion Form Office of Risk Management NOTE DO NOT USE THIS FORM TO REPORT BUILDINGS UNLESS THE BUILDING IS COMPLETELY GONE. AGENCY REQUESTING CHANGE ORM LOCATION CODE AUTHORIZED BY   DATE   BUILDING CODE (SITE CODE/BUILDING NO.) CONTACT NAME PHONE NUMBER LEGACY BUILDING ID (SLABS)   EMAIL ADDRESS   REASON FOR DELETION (PLEASE CHECK ONE)   □ BUILDING SOLD/DONATED □ BUILDING DEMOLISHED/TORN DOWN □ BUILDING MOVED □ OTHER ___________________________________________________________________ BUILDING DATA STATE AGENCY NAME       ORM LOCATION CODE       BUILDING NAME       STREET ADDRESS (NOT P. O. BOX – MUST BE PHYSICAL ADDRESS)       CITY, STATE, ZIPCODE       DETAILS (INCLUDE DATE OF SALE, DEMOLITION, ETC.)       NOTE WHEN DELETING BUILDING STRUCTURES YOU MUST ATTACH A COPY OF PERTINENT DOCUMENTATION (BILL OF SALE, DEMOLITION PAPERWORK, ETC.) RETURN COMPLETED FORM TO THE OFFICE OF RISK MANAGEMENT – UNDERWRITING SECTION, POST OFFICE BOX 91106, BATON ROUGE, LOUISIANA 70821-9106 FOR ORM USE ONLY DATE RECEIVED   DATE GIVEN TO TPA   DATE INACTIVATED  

Property Exposure Report UND-4.3 – Building Modification Form Building name changed Building address changed ORM Location Code changed Building renovated Building use changed/Vacancy

FOR ORM USE ONLY DATE RECEIVED   DATE GIVEN TO TPA   DATE COMPLETED   FOR ORM USE ONLY – INTERAGENCY TRANSFER EMAILED ISG   CHANGED LOCATION & CONTACT NAME   Building Modification Form Office of Risk Management NOTE MODIFICATIONS REQUESTS SHALL ONLY BE MADE BY THE OWNING AGENCY OF A BUILDING. AGENCY REQUESTING CHANGE ORM LOCATION CODE AUTHORIZED BY   DATE   BUILDING CODE (SITE CODE/BUILDING NO.) CONTACT NAME PHONE NUMBER LEGACY BUILDING NUMBER (SLABS)   EMAIL ADDRESS   TYPE OF CHANGE (PLEASE CHECK ONE) □ BUILDING NAME CHANGE □ BUILDING ADDRESS CHANGE □ ORM LOCATION CODE CHANGE □ BUILDING RENOVATION/ADDITION □ BUILDING USE CHANGE/VACANCY □ OTHER ___________________________________________________   EXISTING DATA NEW DATA STATE AGENCY NAME   ORM LOCATION CODE   BUILDING NAME   STREET ADDRESS (NOT P. O. BOX – MUST BE PHYSICAL ADDRESS)   CITY, STATE, ZIPCODE   DETAILS (INCLUDE DATE OF TRANSACTION, TYPE OF RENOVATION, CHANGE IN USE, ETC.) RETURN COMPLETED FORM TO THE OFFICE OF RISK MANAGEMENT – UNDERWRITING SECTION, POST OFFICE BOX 91106, BATON ROUGE, LOUISIANA 70821-9106

Wet Marine Exposures

Wet Marine Exposure Reporting Current wet marine exposures sent to agencies for review and update quarterly   (January, April, July, October ) All additions or deletions reported to ORM Values appraised every 3 years by professional appraisal service. ORM reports changes to commercial carrier. Carrier endorses the policy reflecting the change and invoices the additional premium or premium credit.

Exposure Report Cover Letter

Wet Marine Exposure Report

Aviation Exposures

Aviation Exposure Reporting Current aircraft exposures sent to agencies for review and update (January, April, July, October) All additions, deletions, or changes reported back to ORM. Update any exposure changes. ORM will Calculate pro-rata charge or credit per agency added or deleted aircraft . Aircraft must be scheduled with ORM to be covered

Aviation Exposure Report

Exposure Reporting Help Property Exposure Report Contact: Allison Schailler allison.schailler@la.gov (225) 342-8469 Aviation Exposure Contact: Mark Josephmark.joseph@la.gov(225) 342-8472 Wet Marine Exposure Contact: David Barron david.barron@la.gov (225) 219-0064

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