LOSS PREVENTION PROGRAM

1. LOSS PREVENTION PROGRAM DIVISION OF ADMINISTRATION OFFICE OF RISK MANAGEMENT LOSS PREVENTION UNIT

2. INTRODUCTION • Loss Prevention Unit—function • Staff • LPOs

3. WHAT HAS BEEN HAPPENING • Consulting on new manual/audit • Receiving exceptions • LPOs uniformity • Agencies’ FAQs

4. SOME FAQ EXAMPLES (Q. #1) • IF THE NUMBER OF AGENCY USER IDs FOR ACCESS TO THE ON-LINE VERSION OF THE NEW SELF-AUDIT IS LIMITED, HOW CAN THOSE AGENCY LOCATIONS WITHOUT ACCESS ACHIEVE COMPLIANCE WITH THE NEW REQUIREMENTS?

5. SOME FAQ EXAMPLES (A. #1) • Any agency location without access will need to complete the MS Word version of the self-audit, available on the ORM web site, and have a copy of it available for review by the LPO at the beginning of the audit/CR visit. • Loss Prevention website: http://www.doa.louisiana.gov/orm/lp.htm

6. SOME FAQ EXAMPLES(Q. & A. #2) • WILL STANDARD FORMS, SUCH AS THE DA2054, BE SET UP SO THAT THE AGENCY CAN TYPE IN THE REQUIRED INFORMATION? • Most, if not all, forms on the ORM web site are already set up for such.

7. SOME FAQ EXAMPLES(Q. & A. #3) • IF AN EMPLOYEE HAS AN ACCIDENT IN THEIR PERSONAL VEHICLE AFTER HOURS, DO THEY HAVE TO REPORT IT? • Not unless they were ticketed.

8. SOME FAQ EXAMPLES(Q. & A. #4) • DOES "ANNUAL" TRAINING MEAN THE TRAINING OCCURS AT THE SAME TIME EACH YEAR, OR SIMPLY SOME TIME WITHIN THE FISCAL YEAR? • The intent is for each employee to receive the training as close as possible to a 12-month interval. Therefore, the training must occur within the same month as the previous year's training.

9. SOME FAQ EXAMPLES(Q. & A. #5) • WHAT IS CONSIDERED AN "OFFICIAL" ODR? • Only those that clearly indicate they are from the state's Office of Motor Vehicles, whether they say "official" or "unofficial" on them. Local, parish, and state police forms are not considered official for purposes of the Loss Prevention audit.

10. SOME FAQ EXAMPLES(Q. #6) • IS THE SELF-AUDIT REQUIRED?

11. SOME FAQ EXAMPLES (A. #6) • Yes. Every agency subject to a compliance review OR an audit must complete the self-audit and make it available to the Loss Prevention Officer before/at the time of the visit. If the self-audit is not available OR incomplete, the agency will not pass the CR/audit for that year and may be subject to the mandatory 5% penalty. However, the assigned LPO will remain on site and assist the agency in completing the self-audit document.

12. AUDIT SCHEDULE FORNEXT 3 YEARS

13. July—DOI, DSS August—DOJ September—DOE, ULS October—Special Schools December—Employee Benefits January—DHH March—DOC, DEQ April—DNR JULY 1, 2009 TO JUNE 30, 2010

14. July—DOL, DWL&F September—DA&F, LSU System October—Legislature November—Sec. of State December—Southern System January—Revenue February—DOTD March—DOA, Youth Services April—Judiciary JULY 1, 2010 TO JUNE 30, 2011

15. July—DPS August—CRT, Lt. Gov. October—LTCs & CCs November—CS, PSC December—Treasury January—Executive February—LSUMC March—DED April—Boards & Commissions JULY 1, 2011 TO JUNE 30, 2012

16. Entrance/Exit conference Compliance letter CR review questions Audit/CR Misc.

17. APPRAISALS Who is responsible for notification? Why is notification so important? What is a Vacant Building Permit? What is a Denial of Building Permit?

18. INVESTIGATIONS • Who initiates LP’s involvement? • LP’s purpose? • Where does the final report go?

19. BOILERS HSB’s involvement What does the agency pay for HSB’s inspection? HSB’s inspection report Posting of inspection certificates

20. TRAINING Primary responsibility transferred to Agencies in ‘05 Required General Safety training Required Driver Safety training Required Water Vessel training LP PPTs for agency training updated in ‘06

21. TRAINING(cont.) • Required Departmental LP/Safety Coordinators and Representatives training • LP will conduct some “train-the-trainer” • Annual Equipment Management training by HSB and GAPS

22. Questions?