MT Rules! ARMed for Success

ARMI is a technology initiative to:  Automate state agency rule submittals  Streamline the publishing processes of the Montana Administrative Register and Administrative Rules of Montana (ARM) publications, and  Enhance online publications and services

 Operation costs exceed current revenues.  Growing online customer base with new needs.  Declining number of print subscribers.  State agency customers wanted online tools.  Lack of confidence in online version of ARM.  Complex program and slow process to update online ARM.  State agencies duplicating web services.  Inventory seven years out of date and costly to update.  No centralized rules database.

 Secured top management commitment  Brought together the stakeholders: our staff, agency users, and customers from the “real world”  Stakeholders defined about 140 requirements  Issued Request for Proposal to build system  Awarded contract to CommerNet, Inc.

 More timely updating of ARM  State-of-the-art searching options  To see versions of a rule in the past  The ability to track rule changes  The ability to navigate easily within ARM

 Simpler submittal process  Online tools  Standardized templates  Instructions  Single authoritative database for rules  Maintain print version

 Streamline publishing processes  Increase public access to administrative rules  Encourage public participation in rulemaking process  Gain administrative efficiencies  Reduce in-house inventory with print- on- demand  Ability to archive digitally

 A “one stop” web portal  A flexible centralized database  Simple agency interface  Online tools for users  Keep printing

 Conversion challenges  Loss of tabs, leader dots, double spaces  Tables  Images  Source data  Quality assurance process  Flexible

 Fast, versatile searching  Presentation by rule with versioning  Direct links to Montana Code Annotated and other rules within rule text  Personal eBook  eNotification service  Online comments  ADA Compliant

 Agencies follow the Montana Administrative Procedure Act  A speedy rulemaking process  Electronic submission of files

 Montana Administrative Register  Published twice a month  115 hard copy subscribers  Prior to May 2008, online PDF of the Register  Administrative Rules of Montana  29 three-ring binders for 20 state agencies  Total of about 18,000 pages and updated quarterly  440 hard copy subscribers to full set or extra title  Maintain inventory of 25 full sets  Prior to May 2008, online presentation was page- based to replicate the hard copy EXACTLY.

Secure state agency login Home page for agency users User tracking Able to add editor’s notes Special reports: biennial review, multiple users

 Modify department info  Manage interested party list  View/Edit agency users list

 Updating rules  Modify Chapter, Subchapter, and Rule Titles  Biennial Review Report  View Returned Filings

Intuitive workflow Templates with self-populating fields Easy to find rule text

 Start a rule cycle  Notices in progress  View returned filings  Review and reply to comments  Multiple Check Out Rule Report

 Start a rule cycle

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Agency constructs notice information

Calendars help agency users construct notice

Recognizable features Functionality like Word Agencies can easily change the notice

 Notice is submitted to SOS

Staff clicks on Review Submitted Notices

SOS staff member can View or Edit the notice Choose to Confirm or Return it.

The system automatically generates a Table of Contents SOS staff create the special notice and table sections to complete the TOC Publish online with the click of a button

 Web-based interface  Automatic pagination  No special software needed

Confirm starting page number Create page files for all notices Generate Table of Contents

Rule-based rather than page-based Prepopulation of rules to be amended Can view registers when working on the rule

SOS clicks Review Submitted Rule Filings

Accept and Publish Reject and Return with “Post-It Note” feature

Manage Admin Users Manage Templates Manage Security Roles Create or Edit System FAQ Send Alert s

Cliff Li, CEO of CommerNet, Inc.

 Did our homework at the start and listened to customers  Claimed ownership with centralized database  Improved online presentation with links and versioning  Better online tools for public users: searching, alerts  Simplified process for agencies with online templates  Confirmed quality of the database

 Documenting new work processes  Requires new skills, such as HTML  Online publishing requires more staff effort  Keeping database current and maintaining integrity of data  New system will require ongoing training and support for state agencies  Print process is still a work in progress

Making it easier for the public to access rule information and to participate in rulemaking process can:  Improve regulatory decisions and increase quality of administrative rules  Increase compliance  Enhance ability of government agencies to achieve program and policy goals

 Contact information: Website: Jean Molly Kathleen