HomeMy WebLinkAboutFIN-08-148 - Claims Management Program Software - Use Agreement - City of BrantfordI L REPORT 74
Report To: Councillor B. Vrbanovic, Chair, and Members of
the Finance and Corporate Services Committee
Date of Meeting: November 17, 2008
Submitted By: Dan Chapman, General Manager of Financial Services
Prepared By: Craig Smith (2959)
Ward(s) Involved: ALL
Date of Report: November 6, 2008
Report No.: FIN-08-148
Subject: CLAIMS MANAGEMENT PROGRAM SOFTWARE
"That the Mayor and Clerk be authorized to sign an agreement satisfactory to the City
Solicitor with The Corporation of the City of Brantford, granting Brantford a revocable
licence to use the Claims Management Program Software developed by City staff."
EXECUTIVE SUMMARY:
The City of Brantford has requested a copy of the City of Kitchener's Claims Management
Program Software for their use. Staff supports this request as long as the software is provided
on a good will basis in which the City of Kitchener will not provide maintenance and there is no
warranty on the program's functionality.
On October 1, 2008, the City of Brantford's Risk Management and IT staff attended a meeting to
view the City of Kitchener's Claims Management Program. They were impressed with the
functionality and capabilities of the system and requested that approval be given to the City of
Brantford to utilize a copy of this software program. The Claims Management Program is an
Oracle based database that was originally developed internally by the City's IT Department back
in 1996. It was later modified in 1998 to meet the needs of the Insurance Pool and than up-
dated most recently in February of 2007 to its current format.
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Summary of the Claims Management Program's Uses
The Claims Management Program is a database for the recording of essential information on all
claims received by the Pool, including third party liability claims, municipal vehicle accidents and
property damage claims. This system maintains the data which enables more effective claims
handling, risk management, and actuarial analysis. The following explains the functionality of
each area:
Claims Handling: The program facilitates the entire claims handling process, from the opening
of a new claim, through reserve and payments monitoring, maintenance of legal and adjusting
information and claim status changes, to the settlement or denial of the claim and its ultimate
closure.
Risk Management: Various reports available in the system provide summary information of the
types of claims and the costs incurred, assisting with the identification of potential risk
management issues.
Actuarial Analysis: Payment, reserve and coverage information can also be extracted from the
Claims Management system into a format suitable for actuarial analysis.
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A copy of the Claims Management Program Software will be provided to the City of Brantford
only on the basis that the City of Kitchener will not warrant the functionality or capabilities of the
program, nor will the City of Kitchener provide technical support for any problems that the City of
Brantford may encounter or modifications that they may require. All programming will be at the
sole cost of the City of Brantford.
FINANCIAL IMPLICATIONS:
Cooperation amongst municipalities with the sharing of information is important. The offer of
providing a copy of the Claims Management Program Software to the City of Brantford is being
done on a good will basis in which the City of Kitchener will not provide maintenance and there
is no warranty on the program's functionality.
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Through the assistance of the City of Kitchener's IT and Legal Departments arrangements are
being made to provide the City of Brantford with a copy of the Claims Management Program
Software subject to Council's approval and based upon the terms and conditions of a revocable
licensing agreement.
Dan Chapman, CA
General Manager of Financial
Services
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Craig Smith, CIP, RF
Risk Manager