From Joan.Compton at adm.idaho.gov Wed Mar 14 11:46:25 2018 From: Joan.Compton at adm.idaho.gov (Joan Compton) Date: Wed, 14 Mar 2018 17:46:25 +0000 Subject: [Icoord] FY19 Auto Physical Damage coverage Memo Message-ID: Good morning Insurance Coordinators, The purpose of this email is to provide notification of two important changes that will take place to the State's Automobile Physical Damage Program effective July 1, 2018. Please open and view the attached memo from Faith Cox, Statewide Risk Manager for additional details. Questions or concerns can be directed to either me (208-332-1872) or Faith Cox (208-332-1871). Thank you! p.s. I will be sending the annual July Insurance renewal notification email early next week. Joan Compton, Risk Management Analyst State of Idaho Idaho Department of Administration Risk Management Program 650 W. State Street, P.O. Box 83720 Boise, Idaho 83720-0079 208-332-1872 208-334-5315 Fax joan.compton at adm.idaho.gov Work hours: 7:00am to 4:00pm Confidentiality Statement: This electronic message contains information from the Risk Management Program of the State of Idaho, Department of Administration, and is confidential or privileged. This information is intended solely for the use of individual(s) or entity(ies) named above. If you have received this e-mail in error, please notify us immediately by telephone at 208-332-1872, or by e-mail reply and then immediately delete the message. Thank you. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Auto Physical Damage Coverage Memo March 14 2018.pdf Type: application/pdf Size: 30818 bytes Desc: Auto Physical Damage Coverage Memo March 14 2018.pdf URL: From Joan.Compton at adm.idaho.gov Tue Mar 20 15:49:10 2018 From: Joan.Compton at adm.idaho.gov (Joan Compton) Date: Tue, 20 Mar 2018 21:49:10 +0000 Subject: [Icoord] FY2019 INSURANCE RENEWAL PROCESS (BOND/CRIME, MAJOR PROPERTY, OPTIONAL INLAND MARINE AND OPTIONAL AUTO PHYSICAL DAMAGE) Message-ID: Good afternoon all agency Insurance Coordinators, It's that time of year to update your agency's RMIS insurance data for the FY2019 (July 1, 2018 to July 1, 2019) insurance renewal process involving the Major Property, Optional Inland Marine, Optional Automobile Physical Damage and Employee Bond & Crime coverages. Please review the four attached applicable cover letters for additional Renewal Instructions. You'll need to check your RMIS data and determine whether it is accurate as is or needs to be modified. Your agency's FY2018 Major Property values in RMIS were increased by Risk Management when the data was rolled into FY2019 to reflect current replacement cost for FY2019 by applying the following annual inflation factors: * 1.90% to buildings * 1.00% to contents and stock/supplies. Mobile equipment values were not inflated since they are reported as ACV "actual cash value". Additionally, a few agencies request Business Interruption or Loss of Rents coverage. If you are one of these agencies, please review the RMIS FY2019 data to determine if the figures are adequate or need to be updated for your applicable building locations. If the figures need to be updated, please use the drop down arrow key next to the field box and complete the template. Then select "continue", which populates the field box. Do not enter the figure directly into the field box. Here are the dates you'll need to remember for updates to RMIS: 1. BOND & CRIME 1. STARTING NOW - Enter your employee numbers (Class A & B) into RMIS. Be sure to select the FY2019 drop down on the Bond/Crime data input screen in RMIS. 2. BEFORE JUNE 1 i. Updates must be complete in RMIS by all agencies. ii. After your annual update, click "SEND TO RISK MANAGEMENT" button shown on the RMIS Bond & Crime input screen to conclude the renewal process. 1. MAJOR PROPERTY 1. STARTING NOW - continue all data additions, deletions and/or modifications to major Property in RMIS. Be sure to select the FY2019 drop down on the Major Property data input screen. Please read the attached Property letter regarding a change in coverage for "outdoor Property items" and follow those instructions. A separate email will be sent by me in the next couple of days to specific agencies who have specified outdoor property items currently showing in RMIS. 2. MAY 1 - Risk Management will generate a statewide property data report from RMIS and send to the insurance carrier to start the renewal process. Risk Management requests all agencies to have most of their property value changes completed in RMIS by May 1. 3. BEFORE JUNE 1 - All FINAL property data changes must be complete in RMIS by all agencies. After your agency has finalized data values in RMIS, click "SEND TO RISK MANAGEMENT" button shown on the RMIS Property input screen to conclude the renewal process. 4. On JUNE 1 -Risk Management will generate a second statewide property data report from RMIS and send to the insurance carrier as final "true up" of all statewide values. This June 1, 2018 report will be utilized to determine each agency's final FY2019 property premium. 1. OPTIONAL AUTO PHYSICAL DAMAGE - Please read attached Auto Physical Damage Coverage Memo for important change to agency auto physical damage deductible. 1. STARTING NOW - Make all additions, deletions and/or modifications to auto data in RMIS. Be sure to select the FY2019 drop down on the Major Auto data input screen. 2. BEFORE JUNE 1 i. All automobile data changes must be finalized by agencies in RMIS. ii. After your agency has finalized auto data changes in RMIS, click "SEND TO RISK MANAGEMENT" button shown on the RMIS Auto input screen to conclude the renewal process. 1. OPTIONAL INLAND MARINE 1. STARTING NOW - Make all data additions, deletions, and/or modifications to Inland Marine data in RMIS. Be sure to select the FY2019 drop down on the Inland marine data input screen. 2. BEFORE JUNE 1 i. All Inland Marine data changes must be finalized by agencies in RMIS. ii. After your agency has finalized Inland Marine changes in RMIS, click "SEND TO RISK MANAGEMENT" button shown on the RMIS Inland Marine data input screen to conclude the renewal process. 1. If your agency does not participate in either the optional auto physical damage or inland marine programs, simply enter into each of the RMIS screens, click the Fiscal Year drop down selecting the "FY2019 coverage year", then click the "GET ALL" button, then click the "NA" button and finally click the "SEND TO RISK MANAGEMENT" button which concludes the process. Please feel free to call me (332-1872) or Kristie Fields (332-1869) if you have questions. We appreciate you taking the time to make sure you read the attachments and your agency data is complete and timely. Thank you! Joan Compton, Risk Management Analyst State of Idaho Idaho Department of Administration Risk Management Program 650 W. State Street, P.O. Box 83720 Boise, Idaho 83720-0079 208-332-1872 208-334-5315 Fax joan.compton at adm.idaho.gov Work hours: 7:00am to 4:00pm Confidentiality Statement: This electronic message contains information from the Risk Management Program of the State of Idaho, Department of Administration, and is confidential or privileged. This information is intended solely for the use of individual(s) or entity(ies) named above. If you have received this e-mail in error, please notify us immediately by telephone at 208-332-1872, or by e-mail reply and then immediately delete the message. Thank you. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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Name: FY19 INLAND MARINE Cover letter1.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 63667 bytes Desc: FY19 INLAND MARINE Cover letter1.docx URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Auto Physical Damage coverage Memo March 14 2018.pdf Type: application/pdf Size: 30807 bytes Desc: Auto Physical Damage coverage Memo March 14 2018.pdf URL: From Joan.Compton at adm.idaho.gov Tue Mar 27 15:50:54 2018 From: Joan.Compton at adm.idaho.gov (Joan Compton) Date: Tue, 27 Mar 2018 21:50:54 +0000 Subject: [Icoord] FW: Request for Renewal Information - Eff 07/01/2018 - Cyber In-Reply-To: References: Message-ID: Good afternoon Insurance Coordinators, The Cyber Liability policy is due to renew on 07/01/2018. At this time, the insurance carrier has requested a renewal application from most State agencies. * First, view the attached FY19 Cyber Liability Excel spreadsheet then click on the second tab at bottom of sheet. If your agency name is NOT listed, then please only complete the attached PDF application and not the Excel form. * As necessary, you may have to forward the application to your IT Dept. for completion. * Please answer all yes/no questions. * Insert approximate number of Personally Identifiable Information (PII) and Protected Health Information (PHI) records stored on state computing equipment or in your agency's control (any paper files containing sensitive PII/PHI information) into the appropriate area called "Applicant Details" shown on top section of application (does not include records contractually sourced out to a private vendor stored on their computing devices). * A document defining PII and PHI is also attached for your convenience. * Please complete, sign and return the application via email to joan.compton at adm.idaho.gov prior to April 30, 2018. For smaller agencies who are supported by Dept. of Administration, OCIO, and your agency name is listed on 2nd tab of attached FY19 Cyber Liability Excel spreadsheet, following are separate instructions: * Please click on the first tab of the FY19 Cyber Liability Excel spreadsheet. Enter name of your agency and approximate total number of PII and/or PHI records either stored on state computing equipment or in your agency's physical control (any paper files containing sensitive PII/PHI information). * Do not complete the attached application, this will be done by OCIO. * A document defining PII and PHI is also attached for your convenience. * Please complete the excel template and return via email to joan.compton at adm.idaho.gov prior to April 30, 2018. If you have questions, please feel free to contact me. Thank you!!! Joan Compton, Risk Management Analyst State of Idaho Idaho Department of Administration Risk Management Program 650 W. State Street, P.O. Box 83720 Boise, Idaho 83720-0079 208-332-1872 208-334-5315 Fax joan.compton at adm.idaho.gov Work hours: 7:00am to 4:00pm Confidentiality Statement: This electronic message contains information from the Risk Management Program of the State of Idaho, Department of Administration, and is confidential or privileged. This information is intended solely for the use of individual(s) or entity(ies) named above. If you have received this e-mail in error, please notify us immediately by telephone at 208-332-1872, or by e-mail reply and then immediately delete the message. Thank you. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: FY19 CYBER LIABILITY COVERAGE PHI and PII COUNT.xls Type: application/vnd.ms-excel Size: 147968 bytes Desc: FY19 CYBER LIABILITY COVERAGE PHI and PII COUNT.xls URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: EXPLANATION AND DEFINITION OF PERSONALLY IDENTIFIABLE INFORMATION.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 127819 bytes Desc: EXPLANATION AND DEFINITION OF PERSONALLY IDENTIFIABLE INFORMATION.docx URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: App - Cyber Liability - 2018 0701f.pdf Type: application/pdf Size: 296362 bytes Desc: App - Cyber Liability - 2018 0701f.pdf URL: From Joan.Compton at adm.idaho.gov Tue Mar 27 16:09:11 2018 From: Joan.Compton at adm.idaho.gov (Joan Compton) Date: Tue, 27 Mar 2018 22:09:11 +0000 Subject: [Icoord] FW: Request for Renewal Information - Eff 07/01/2018 - Cyber In-Reply-To: References: Message-ID: Insurance Coordinators, My apologies, but I inserted the incorrect Excel FY19 Cyber Liability spreadsheet in my previous email and ask that this attached Excel spreadsheet be used instead. Joan Compton, Risk Management Analyst State of Idaho Idaho Department of Administration Risk Management Program 650 W. State Street, P.O. Box 83720 Boise, Idaho 83720-0079 208-332-1872 208-334-5315 Fax joan.compton at adm.idaho.gov Work hours: 7:00am to 4:00pm Confidentiality Statement: This electronic message contains information from the Risk Management Program of the State of Idaho, Department of Administration, and is confidential or privileged. This information is intended solely for the use of individual(s) or entity(ies) named above. If you have received this e-mail in error, please notify us immediately by telephone at 208-332-1872, or by e-mail reply and then immediately delete the message. Thank you. From: Joan Compton Sent: Tuesday, March 27, 2018 3:51 PM To: Joan Compton Cc: Greg Zickau ; Faith Cox ; Kristie Fields Subject: FW: Request for Renewal Information - Eff 07/01/2018 - Cyber Good afternoon Insurance Coordinators, The Cyber Liability policy is due to renew on 07/01/2018. At this time, the insurance carrier has requested a renewal application from most State agencies. * First, view the attached FY19 Cyber Liability Excel spreadsheet then click on the second tab at bottom of sheet. If your agency name is NOT listed, then please only complete the attached PDF application and not the Excel form. * As necessary, you may have to forward the application to your IT Dept. for completion. * Please answer all yes/no questions. * Insert approximate number of Personally Identifiable Information (PII) and Protected Health Information (PHI) records stored on state computing equipment or in your agency's control (any paper files containing sensitive PII/PHI information) into the appropriate area called "Applicant Details" shown on top section of application (does not include records contractually sourced out to a private vendor stored on their computing devices). * A document defining PII and PHI is also attached for your convenience. * Please complete, sign and return the application via email to joan.compton at adm.idaho.gov prior to April 30, 2018. For smaller agencies who are supported by Dept. of Administration, OCIO, and your agency name is listed on 2nd tab of attached FY19 Cyber Liability Excel spreadsheet, following are separate instructions: * Please click on the first tab of the FY19 Cyber Liability Excel spreadsheet. Enter name of your agency and approximate total number of PII and/or PHI records either stored on state computing equipment or in your agency's physical control (any paper files containing sensitive PII/PHI information). * Do not complete the attached application, this will be done by OCIO. * A document defining PII and PHI is also attached for your convenience. * Please complete the excel template and return via email to joan.compton at adm.idaho.gov prior to April 30, 2018. If you have questions, please feel free to contact me. Thank you!!! Joan Compton, Risk Management Analyst State of Idaho Idaho Department of Administration Risk Management Program 650 W. State Street, P.O. Box 83720 Boise, Idaho 83720-0079 208-332-1872 208-334-5315 Fax joan.compton at adm.idaho.gov Work hours: 7:00am to 4:00pm Confidentiality Statement: This electronic message contains information from the Risk Management Program of the State of Idaho, Department of Administration, and is confidential or privileged. This information is intended solely for the use of individual(s) or entity(ies) named above. If you have received this e-mail in error, please notify us immediately by telephone at 208-332-1872, or by e-mail reply and then immediately delete the message. Thank you. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... 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