Change is often good…but rarely easy!
That pretty much sums up our recent foray into software and systems upgrades!

The Need for Upgrade

We started our journey over two years ago. We had been using the same claims and pool management programs for more than twelve years. And we originally installed our computerized accounting software over twenty years ago!

While we had kept up with updates as new features were added, we simply outgrew these legacy systems. Managing the growing size and complexity of the GSRMA risk pool demanded new software tools.

New Claims and Pool Management System

Our most substantial upgrade was implementing a software application that combined pool management and claims-adjusting functions of our pool. Our workers’ compensation, liability, and property claims examiners use basic claims software to collect data about claims, disburse funds, and report to various governmental and business partner entities. The new system provides us with more advanced integration with other systems, a more efficient claims interface, and more sophisticated reporting.

Enhanced Member Data Management

Integrated with claims is a member data management system. With it, we can maintain our member demographic, policy, exposure, and risk control data. This includes standard CRM features such as contact information maintenance and the documentation and storage of member communications.

Additional member data, such as asset schedules, exposure data, and coverage documents, are also maintained here.

Finally, underwriting and quoting are managed here, as is the calculation of individual member coverage costs prior to export to the accounting system.

Improved Online Member Portal

The new system includes a more robust and feature-rich online member portal. Members can now view and edit their contact and demographic information, view and download policy documents, complete annual renewal forms, and maintain property schedules by providing descriptions and values of buildings, vehicles, mobile equipment, and the like. They can also request certificates of coverage online. The portal now provides access to member claims data in the form of reports and dashboards, giving members a greater sense of control and security over their data and financial management.

Upcoming Risk Control Features

One of the more exciting features of this new system, which is currently being implemented, is the analysis, delivery, and tracking of various Loss Prevention/Risk Control resources. As these resources are rolled out in the last half of 2024, we anticipate they will significantly impact our members’ ability to mitigate risks and control losses.

Advanced Accounting Software

These upgrades not only replace our claims and pool management software but also transition all accounting functions to a more powerful and sophisticated cloud-based accounting software. This new system will provide our team with reports and dashboards that support more in-depth analysis and increased agility in business decisions.

For our members, the benefits are equally significant. They will have access to an integrated module that allows them to manage their financial relationship with the pool. This module enables members to receive invoices and statements via email, acknowledge receipt of billing documents, view their account history, send messages to our finance department regarding their accounts, and even pay their invoices online.

Benefits for Members

While features, power, and efficiency for our internal staff are important aspects of these upgrades, the ease with which members interface with our team is significantly improved as well. Easier access to data, more robust reporting and analytics, and greater convenience will significantly improve as our staff and members adopt these new tools.

Conclusion

These software upgrades represent a significant step forward for our organization and our members. By embracing modern technology, we’re not just improving our internal processes – we’re enhancing our ability to serve you, our valued members. We’re excited about the increased efficiency, transparency, and control these new systems will bring to our operations and your experience with GSRMA. As we continue to roll out these features, we look forward to your feedback and to serving you better than ever before.