Ontario NEER. User Guide V Parklane Systems August 11, 2014

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1 Ontario NEER User Guide V 12.0 Parklane Systems August 11, 2014

2 User Guide Parklane Systems - All Rights Reserved No part of this publication may be reproduced, transmitted, transcribed, or translated into any language in any form or by any means; electronic, mechanical, manual or otherwise, without prior written permission from Parklane Systems, London, Ontario. This document is strictly proprietary to, and for the sole use of, the person(s) as determined by Parklane Systems. It is against the law to transfer this document or any associated document for any purpose without prior written permission of Parklane Systems. While reasonable efforts have been taken in the preparation of this guide to assure its accuracy, Parklane Systems assumes no liability from any errors or omissions from the use of the information contained herein. Page 2

3 NEER Module Table of Contents TABLE OF CONTENTS... 3 NEW EXPERIMENTAL EXPERIENCE RATING (N.E.E.R.)... 4 PROGRAM OVERVIEW... 4 PROGRAM DETAILS... 4 FACTORS AND RESERVE TABLE DEFINITIONS... 5 PURPOSE OF THE PARKLANE NEER MODULE... 5 OPTIONS... 6 LOAD FACTORS FROM FILE... 6 RESERVE TABLES... 8 DISCOUNTED PAST AWARD... 9 DELETE OLD NEER FILES... 9 ENTER NEER START DATE OVERRIDE ONLY IF LESS THEN 4 YEARS IN NEER PROGRAM MANAGING NEER CREATE NEER FILE PROJECTIONS H08 COST STATEMENT REPORTS AVAILABLE IN NEER INDEX Page 3.

4 User Guide New Experimental Experience Rating (N.E.E.R.) The NEER module is a companion product to the Incident Reporting and WSIB Claims Management Module. The NEER module performs a number of functions to assist with claims management. Specifically, to validate the WSIB quarterly NEER cost statement, to project NEER charges for individual claims, and to determine the impact of individual projections on the entire organization in regard to rebates or surcharges. Program Overview NEER automatically applies to you if you pay more than $25,000 per year in premiums and are in a nonconstruction rate group. Through NEER, you can earn rebates on your premiums by maintaining a good health and safety record. If you have a poor health and safety record, you may be assessed surcharges. Note that NEER only compares you to other companies doing similar work (for example, hospitals are compared to other hospitals). Program Details The cost of your company's claims is compared to the average for your rate group. The size of your company is taken into account. If your claims costs are lower than would be expected for a company of your type and size, you receive a rebate. If your claims costs are higher than would be expected for a company of your type and size, you are assessed a surcharge. You are not penalized for claims filed before the four-year review period. (This emphasizes current safety performance and avoids unfairly penalizing older companies.) You are not penalized for long-term illnesses such as asbestosis or hearing loss. Your surcharge or rebate will be a percentage of your initial premium You are rewarded or penalized at a lower rate if you are a smaller employer. This helps protect small companies from random fluctuations in claims costs. To protect you from the costs of unusually bad years or individual accidents, there are limits to: o The maximum cost assessed for any one claim. o The total amount assessed by NEER for all your claims combined. Page 4

5 NEER Module Factors and Reserve Table Definitions Rate No.: The WSIB groups businesses that do the same types of work into Classification Units. Classification Units are then placed into Rate Groups based on similar expected risks and rates of injury and illness. Overhead Factor: The amount of money added to the claim cost to pay for overhead costs such as WSIB services and safety education. The amount is calculated by applying the Overhead Factor to the Discounted Past Awards plus the Projected Future Costs. Claim Cost Limit: The maximum cost that can be charged to you for any one claim. This amount is equal to five times the maximum insurable earnings, representing the maximum earnings for which benefits can be paid as of January 1st each year. In 2013 the Claim Cost Limit is $416,000, and in 2014 it is $420,500. Rating Factor: The percentage applied to the difference between your actual claims costs and your expected claims costs to arrive at the refund or surcharge. The factor generally ranges from a minimum of 25 per cent for smaller firms to a maximum of 100 per cent for larger firms. Expected NEER Costs: Your firm s expected claims costs for this Accident Year. The amount is calculated by applying the Expected Cost Factor to the premium. Purpose of the Parklane NEER Module The purpose of the Parklane NEER module is to conduct statement validation, create individual incident cost projections, and ultimately view corporate cost projections. The Parklane NEER module relies solely on the claim information within the WSIB Incident Reporting module. The accuracy of claim data is critical to the creation of a NEER file. The claims must have a claim classification, rate number, firm number, return to work date, and accurate WSIB costs to-date. It is also critical that the Weekly WSIB Benefit field also be completed for all lost time accidents for accurate calculation of Claim Type. Page 5.

6 User Guide Options Within the NEER module itself, tables and factors must be loaded to facilitate the calculation of the WSIB NEER formulae. Load Factors from File Each year WSIB publishes Reserve Factor Tables for each Rate Group. These tables are the basis for determining the reserve factor, a percentage applied to the total cost of the temporary disability/loe, health care, and early and safe return to work benefits paid to date in order to determine the amount to be set aside for future costs. The claim type and the age of the claim are used to select the reserve factor applicable to the claim at the time of the current cost valuation. You will need to access the WSIB website at click on Employers > Prevention. Scroll down to Incentive Programs and click on NEER Reserve Factor Tables. They provide the NEER Reserve Factor Tables in a text format electronically. Click on the All Rate Groups.xls file for the appropriate years and save to your computer. Once saved, open the excel file and resave it as a CSV file. The file can now be downloaded (converted) into the Parklane NEER module. Remember to note the file name before you begin. Access the NEER module and click on Options. Select Load Factors from File from the pull down menu. Select the File Name and click Open. Page 6

7 NEER Module The system with prompt with a message that the file is about to be converted into the correct format for the NEER module. Click OK to continue The system will confirm that the conversion is complete. Click OK to continue. Enter the Rate No. or type ALL to select all Rate Groups and press Tab. Enter the calendar year of the factors and press Continue F5 The system will read the file and select the factors for your Rate Number. When finished you will see the following screen. Click OK to continue. Reserve Factor Tables are released by WSIB after the current review year has been concluded (September 30th). In order to produce future projections for the current year the user must also load the previous year s table into the current year. Once the current year s table is requested, received, and saved from WSIB it should be loaded into the current review year, overwriting the old table, and also loaded into the next review year. Page 7.

8 User Guide Reserve Tables In addition to the Reserve Factors required from WSIB s website, the system also requires several variables from your most recent quarterly NEER Statement in order to perform the necessary calculations. Access the NEER module and click on Options. Select Reserve Tables from the pull down menu. Enter the Calendar Year of the factors you wish to input and press Tab. Confirm the Rate Number by pressing Tab or input a different Rate Number and press Tab. Confirm the Firm Number by pressing Tab or input a different Firm Number and press Tab. Referring to your most recent NEER Claim Cost Statement, enter the Overhead Factor (%) and the Claim Cost Limit ($) for the appropriate calendar year. Referring to your most recent NEER Firm Summary Statement, enter the Rating Factor (%) and the Expected Costs ($). These factors must be entered for all review years. Factors for the current year will change every quarter of that year. As a precaution, check these factors against the most recent NEER statement before creating a Parklane NEER file. This will ensure that the resulting calculations will be accurate Use the Print List of Reserve Factors to create the H16-List of Reserve Factors report which shows all reserve factors set up by Firm Number/Rate Number for each year. Page 8

9 NEER Module Discounted Past Award Discounted past award factors may be found on the WSIB website under WSIB Experience Rating section. Enter the latest factors for each relevant year. If factors are not entered, the default will be for this calculation. Delete Old NEER Files The NEER file is only a snapshot of what exists in the WSIB module on the date the NEER file was created. The system allows the user to create multiple NEER files. The Delete Old NEER Files option allows the user to delete old or outdated files. Remember that files are only as good as the data pulled across from the WSIB module on that date. If data in the WSIB module has been altered in any way, the changes will not be reflected in a previously created NEER files. Access the NEER module and click on Options/Delete Old NEER Files and press Yes to continue. Page 9.

10 User Guide Double click on the specific file to be deleted and the system will acknowledge that the file has been deleted. Enter NEER Start Date Override only if less then 4 years in NEER program Have you been in the WSIB NEER Program for 4 years or more? If yes, bypass this feature. If no, enter the date that your Company become part of the WSIB NEER Program. When creating a Parklane NEER file, this date will determine which incident claim records will be included. Click on Options/Enter Start Date Override and enter the NEER Start Date. Page 10

11 NEER Module Managing NEER Create NEER File The Create NEER File feature allows the user to produce a NEER file. Click on Create NEER File and enter the Date of Statement then press Continue. When validating a current quarterly statement, create the file based on the statement date, and view the statement using the H08 Cost Statement When creating a future projection, whether for an individual or corporation, create the file based on a future date (usually the final statement date of September 30), and use the Projections to manipulate the data, and view by using the H08 Cost Statement Select the appropriate variable for your organization Page 11.

12 User Guide Select claims with costs according to NEER Guidelines if you are validating a WSIB NEER Statement. Include claims with no costs on file if you want to review claims that currently do not have any costs applied. The system will select the appropriate records and alert the user when the file is available. Once a NEER file is created it can be viewed two different ways, as Projections or as a Cost Statement. Page 12

13 NEER Module Projections Projections allows the user to alter the factors and costs on a claim to make what If scenarios. Once altered, the new calculations may be substituted for the original calculations in order to view the differences those changes would make from an organizational perspective. Click Manage NEER and select Projections. Double click on the file to be viewed. The system will open the file and the user can page up or page down to view specific claim records. Page 13.

14 User Guide The Claim Types push button provides a panel of the Claim Type Codes for reference purposes. Using the projection Work Sheet allows the user to create up to four different scenarios per claim. The sheet allows the user to alter specific fields to create different projections on a claim. Page 14

15 NEER Module When a scenario is created, it can be copied back to the file in order to see how the changes effect the organization. Indicate the Worksheet Number selection in the left hand column and click on Copy to Projections. The Claim Projections screen will appear with the changes showing in the Current column. Click on the Totals push button to see the organization totals. Previous Adjustments must be entered prior to pressing Calculate Totals. Page 15.

16 User Guide H08 Cost Statement The H08 Cost Statement report is presented in the same format as the WSIB Quarterly NEER Statement. This allows for easy comparison when validating data against the paper statement received from WSIB. The report may also be exported to Excel. By clicking and highlighting a line of the report with the workers name and then clicking the F2 button at the bottom of the panel, the system will open that specific incident record for review or revision. Once you have finished reviewing the record click Exit and the system reverts back to the report panel. The report must be recreated to see any record revisions. Page 16

17 NEER Module Reports Available in NEER Manage NEER H16 H08** H02 H03 H13a H13b H16 List of Reserve Factors Cost Statement Report of Projections Projection Work Sheet Weekly Benefit Show All Applicable Claims Weekly Benefit Show Claims Missing Weekly Benefit List of Reserve Factors ** Option to Create Export File in addition to Report Page 17.

18 Index C Create NEER File 11 D Delete Old NEER Files 9 Discounted Past Award 9 E Enter NEER Start Date Override 10 F Factors and Reserve Table Definitions 5 H H08 Cost Statement 16 L Load Factor Tables from File 6 M Managing NEER 11 O Options 6 P Program Details 4 Program Overview 4 Projections 13 Purpose of the Parklane NEER Module 5 R Reports 17 Reserve Tables 8 T Table of Contents 3

19 PARKLANE SYSTEMS Nottinghill Road London, ON N6K 4L4 Canada Access the Parklane web site for more details about Parklane products

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