LOSS PREVENTION PROGRAM

1
LOSS PREVENTION PROGRAM

• DIVISION OF ADMINISTRATION
• OFFICE OF RISK MANAGEMENT
• LOSS PREVENTION UNIT

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INTRODUCTION

• Loss Prevention Unitfunction
• Staff
• LPOs

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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?

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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

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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.

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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.

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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.

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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.

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SOME FAQ EXAMPLES (Q. 6)

• IS THE SELF-AUDIT REQUIRED?

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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.

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AUDIT SCHEDULE FORNEXT 3 YEARS
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JULY 1, 2009 TO JUNE 30, 2010

• DecemberEmployee Benefits
• JanuaryDHH
• MarchDOC, DEQ
• AprilDNR

• JulyDOI, DSS
• AugustDOJ
• SeptemberDOE, ULS
• OctoberSpecial Schools

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JULY 1, 2010 TO JUNE 30, 2011

• JulyDOL, DWLF
• SeptemberDAF, LSU System
• OctoberLegislature
• NovemberSec. of State
• DecemberSouthern System

• JanuaryRevenue
• FebruaryDOTD
• MarchDOA, Youth Services
• AprilJudiciary

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JULY 1, 2011 TO JUNE 30, 2012

• JanuaryExecutive
• FebruaryLSUMC
• MarchDED
• AprilBoards Commissions

• JulyDPS
• AugustCRT, Lt. Gov.
• OctoberLTCs CCs
• NovemberCS, PSC
• DecemberTreasury

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Audit/CR Misc.

• Entrance/Exit conference
• Compliance letter
• CR review questions

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APPRAISALS

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

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INVESTIGATIONS

• Who initiates LPs involvement?
• LPs purpose?
• Where does the final report go?

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BOILERS

• HSBs involvement
• What does the agency pay for HSBs
• inspection?
• HSBs inspection report
• Posting of inspection certificates

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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

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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

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Questions?