MT Rules!ARMed for Success

www.mtrules.org

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 Inventory seven years out of date and costly to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

mopetersen@mt.gov

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

X

•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 Email Templates

•Manage Security Roles

•Create or Edit System FAQ

•Send Alert Emails

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: www.mtrules.org

Jean Branscum jabranscum@mt.gov

Molly Petersen mopetersen@mt.gov

Kathleen Ely kely@mt.gov