Administrative Rules of Montana Initiative

1. Administrative Rules of MontanaInitiative MT Rules! ARMed for Success www.mtrules.org

2. MT Rules! 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

3. Business Drivers 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 Inventory seven years out of date and costly to update.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.

4. 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. What we did

5. What our users wanted 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

6. What our state agencies wanted Simpler submittal process Online tools Standardized templates Instructions Single authoritative database for rules Maintain print version

7. What our office wanted 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

8. What we decided on • A “one stop” web portal • A flexible centralized database • Simple agency interface • Online tools for users • Keep printing

9. Conversion challenges Loss of tabs, leader dots, double spaces Tables Images Source data Quality assurance process Flexible Creation of the database

10. Using the Public Interface 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

11. Montana Rulemaking • Agencies follow the Montana Administrative Procedure Act • A speedy rulemaking process • Electronic submission of files

12. Publishing • 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.

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

14. Secure Login mopetersen@mt.gov

15. Agency Home Page

16. General Tasks • Modify department info • Manage interested party list • View/Edit agency users list

17. ARM Tasks • Updating rules • Modify Chapter, Subchapter, and Rule Titles • Biennial Review Report • View Returned Filings

18. Register Features • Intuitive workflow • Templates with self-populating fields • Easy to find rule text

19. Register Tasks • Start a rule cycle • Notices in progress • View returned filings • Review and reply to comments • Multiple Check Out Rule Report

20. Building the Register • Start a rule cycle

21. Create a New Notice Cycle

22. Starting a Notice Cycle

23. Choosing Actions and Rules X

24. Choosing the Chapter and Rule

25. Starting a Notice

26. Choosing a Template

27. Notice Edit • Agency constructs notice information

28. Notice Edit • Calendars help agency users construct notice

29. A Notice is generated

30. Latest version of rule in the text

31. Easy to use editor • Recognizable features • Functionality like Word • Agencies can easily change the notice

32. Submit to ARM • Notice is submitted to SOS

33. SOS receives email notice • Staff clicks on Review Submitted Notices

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

35. Register Published Online • 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

36. Publishing the Register print copy Web-based interface Automatic pagination No special software needed

37. Basic steps • Confirm starting page number • Create page files for all notices • Generate Table of Contents

38. Choose to edit by notice

39. Review and edit page-by-page

40. Publish Register issue print copy

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

42. Step 1: New rule numbering

43. Step 2: Update rule history

44. Step 3: Edit rule content

45. Step 4: Review and submit

46. SOS takes over the process • SOS clicks Review Submitted Rule Filings

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

48. Manage Admin Users • Manage Email Templates • Manage Security Roles • Create or Edit System FAQ • Send Alert Emails

49. System architecture Cliff Li, CEO of CommerNet, Inc.