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Administrative Rules of Montana Initiative. MT Rules! ARMed for Success www.mtrules.org. MT Rules!. ARMI is a technology initiative to: Automate state agency rule submittals
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Administrative Rules of MontanaInitiative MT Rules! ARMed for Success www.mtrules.org
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
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 Inventory seven years out of date and costly to update.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.
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
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
What our state agencies wanted Simpler submittal process Online tools Standardized templates Instructions Single authoritative database for rules Maintain print version
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
What we decided on • 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 Creation of the database
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
Montana Rulemaking • Agencies follow the Montana Administrative Procedure Act • A speedy rulemaking process • Electronic submission of files
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.
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
Secure Login mopetersen@mt.gov
General Tasks • Modify department info • Manage interested party list • View/Edit agency users list
ARM Tasks • Updating rules • Modify Chapter, Subchapter, and Rule Titles • Biennial Review Report • View Returned Filings
Register Features • Intuitive workflow • Templates with self-populating fields • Easy to find rule text
Register Tasks • Start a rule cycle • Notices in progress • View returned filings • Review and reply to comments • Multiple Check Out Rule Report
Building the Register • Start a rule cycle
Notice Edit • Agency constructs notice information
Notice Edit • Calendars help agency users construct notice
Easy to use editor • Recognizable features • Functionality like Word • Agencies can easily change the notice
Submit to ARM • Notice is submitted to SOS
SOS receives email notice • Staff clicks on Review Submitted Notices
Confirmation • SOS staff member can View or Edit the notice • Choose to Confirm or Return it.
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
Publishing the Register print copy Web-based interface Automatic pagination No special software needed
Basic steps • Confirm starting page number • Create page files for all notices • Generate Table of Contents
Updating the ARM • Rule-based rather than page-based • Prepopulation of rules to be amended • Can view registers when working on the rule
SOS takes over the process • 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
System architecture Cliff Li, CEO of CommerNet, Inc.