Department of Administration

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Major Accomplishments 2009-2012

Department of Administration
Janet R. Kelly, Director

Architecture and Engineering Division

• Completed construction on significant projects, i.e., energy-efficient Data Centers; UM Law School Addition; UM Native American Studies Building (Leadership in Energy and Environmental Design (LEED) Platinum); MSU Gaines Hall (LEED Silver); MSU Animal Bioscience Building; Montana Tech Montana Bureau of Mines and Geology/Petroleum Building; UM Western Main Hall Renovation, Phase 1.
• Managed a substantial number of facility energy upgrade projects for state agencies with American Recovery and Reinvestment Act (ARRA) grants and deferred maintenance dollars (part of Governor's 20x10 effort).
• Received national awards from National Society of Professional Engineers (NSPE) and American Council of Engineering Companies (ACEC) for the division's quality-based selection process for professional consultants.
• Hosted a September 2012 meeting of facilities managers representing departments, agencies, and the Montana University System to organize a work group tasked with the development of High Performance Building Standards for the State of Montana. The initial meeting of the group was held in November 2012.
• Completed over 140 lighting, mechanical, and energy upgrade projects to improve the energy efficiency of numerous state agency and University System facilities. The projects, valued at over $22 million, utilized federal ARRA funds.
• In conjunction with MSU personnel, established a planning process for the design of the new School of Business Building on the Bozeman campus. The project is funded by a $25 million benefactor gift, the single largest donation ever received for the construction of a state building.

  Banking and Financial Institutions Division

• No bank failures in Montana.  Nationwide, 389 bank failures since 2009.
• 2010:  Conference of State Bank Supervisors re-accredited the division.
• Successfully transitioned 1200 mortgage brokers, mortgage lenders, and mortgage loan originators to the Nationwide Mortgage Licensing System.
• Sponsored legislation requiring the licensing and regulation of mortgage loan servicers.  Implemented licensing of mortgage loan servicers on the Nationwide Mortgage Licensing System.
• Obtained certifications of bank examination and mortgage examination staff through the Conference of State Bank Supervisors.
• Returned approximately $20,000 in restitution to Montana residents who were victims of mortgage fraud.
• Returned an additional $20,000 in restitution to Montana residents as a result of errors identified during examinations of mortgage brokers and mortgage lenders.
• Returned $169,000 in restitution to Montana residents as a result of errors found during examinations of title lenders, consumer loan companies, sales finance companies, mortgage brokers, and mortgage lenders.
• In the process of testing a new database to manage all of the division’s regulated entities.
• Continued to analyze and approve the mergers and sales of a number of financial institutions as industry consolidation continues.
• Prepared for major updates to the Montana Codes over which the Division has primary regulatory authority in order to modernize them for current practices.

  General Services Division

• Developed a web-based leasing database program to improve reporting and transparency.
• Completed numerous facility energy upgrades on Capitol Complex buildings.
• Reduced grounds maintenance irrigation costs with the aid of a water management program.
• Upgraded the Capitol Complex access control software and hardware to ensure dependable service to state agencies.
• Save agencies over $300,000/yr with a new mail processing system.
• Contributed over $300,000/yr to the general fund through procurement and fuel card rebates.
• Reimbursed state agencies $1 million from surplus sales.
• Moving forward with a Legislative Audit recommendation to eliminate the Central Stores program in favor of a direct delivery method.
• Contributed $446,000 to the General Fund in FY 2012 through procurement and fuel card rebates.

  Health Care and Benefits Division

• Implemented a new pharmacy management program (URx) in plan year 2010, resulting in significant savings for the plan and its members.
• Developed and implemented several care management programs to help better manage costs related to diabetes, high blood pressure, and infusion therapy.
• Implemented all applicable aspects of the Patient Protection and Affordable Care Act (PPACA), through 2011.  The State Plan continues to be a "Grandfathered" plan and therefore many aspects of PPACA are not applicable at this time.
• Developed and implemented employee training on Work Place Safety and Return to Work Programs.  Our training efforts have resulted in lower workers' compensation costs.
• Awarded contract to Cigna and Delta Dental for third-party administrative services. Transition from Blue Cross Blue Shield and New West Health Services to Cigna and Delta Dental will be complete effective January 1, 2013.
• Awarded contract to CareHere for the development of on-site employee health centers in the State of Montana. Opened the first site in Helena on August 31, 2012. Began development of additional sites in Billings and Miles City in November 2012.

  Risk Management and Tort Defense Division

• Reduced property/casualty insurance premium assessments by $2.5 million through improved risk management practices.
• Awarded $1.7 million in insurance premium discounts to state agencies and universities that established comprehensive and effective risk management programs.
• Earned a national award from the Public Risk & Insurance Management Association (PRIMA) for developing an innovative loss prevention program "Preventing Distracted Driving".
• Enhanced insurance coverage for state and university risks including bond, earthquake, flood, fine art, foreign travel, and student interns.
• Successfully investigated, evaluated, and resolved approximately 2,100 claims involving auto, aviation, general liability, and property losses.
• Approximately 2,100 state and university employees attended 103 risk management training programs sponsored by division loss prevention consultants.
• Conducted a record number (75) of infrared thermographic surveys by loss prevention staff. Numerous electrical and sonic anomalies were identified and reported to state and university clients to help them mitigate property losses.
• Offered $512,000 in insurance premium discounts to state agencies and universities that participated in auto and property loss prevention programs.
• Paid approximately nearly $300,000 in loss mitigation grants during FY 2012 for projects, equipment, and training that prevent or mitigate potential risks.
• Obtained a new cyber/data information security insurance policy for state and university clients to cover privacy notification, credit monitoring, regulatory fines/penalties, and website content/media.
• The division’s insurance brokers bid the state’s commercial excess property insurance program worldwide. Favorable insurance terms and conditions were obtained at renewal with less than a 6% increase in premium despite the catastrophic losses, worldwide disasters, and increases in total insured values.

  State Accounting Division

• Prepared and issued Montana Comprehensive Annual Financial Reports (CAFR) for each fiscal year, receiving a Certificate of Achievement for Excellence in Financial Reporting for all reports.
• Implemented a new PeopleSoft nVision based reporting tool for the CAFR that can be expanded for use by multiple agencies.
• Implemented Governmental Accounting Standards Board (GASB) Statements 49 and 51 through 62.
• Maintained and upgraded the Statewide Accounting, Budgeting, and Human Resources System(SABHRS) financial system and worked with agencies to implement new Billing and E-Bill payment modules.
• Maintained the Montana Budget Analysis and Reporting System (MBARS) system and assisted in the budget preparation process.
• Updated the local government Budgeting and Reporting System (chart of accounts), accounting and revenue collections manuals and audit guide to reflect the new Governmental Accounting Standards Board (GASB) statements, new Governmental Audit and Accounting Standards (GAAS) and legislative changes.
• Issued daily wire, Automated Clearing House (ACH), and warrant payments (3.1 million in FY 2010).
• Processed agency deposits, reconciled State bank accounts and implemented positive pay.
• Prepared monthly General Fund and cash flows and provided these to the Governor's Office, Legislative Fiscal Division and Board of Investments.
• Prepared, negotiated, and received approval for federal Statewide Cost Allocation Plans.
• Continued working on the MBARS upgrade which is projected to be ready for use in the next budget cycle.
• Completed the first overhaul of the records retention schedules and related processes since before SABHRS was implemented.
• Initiated a major rewrite of the debt offset process in SABHRS with the Department of Revenue.

  State Human Resources Division

• Facilitated the creation of a five-year vision, goals, and objectives for Montana state government' workforce development initiative.
• Reviewed and revised all statewide employment policies and related guides.
• Upgraded SABHRS-HR to version 9.1.
• Designed and implemented the selection side of Montana's web-based employment application system.
• Delivered 6,300 hours of classroom training to 10,560 people.
• Incorporated The Leadership Challenge into PDC's Essentials of Management 2 curriculum.
• Developed interactive web-based training on Generations at Work and on-demand training courses for New Employee Orientation and State Code of Ethics.
• Achieved 90 percent paperless paychecks and annual benefit change elections.
• Reached economic agreement with the three largest unions and with the blue collar unions.
• Delivered 14 sessions of The Leadership Challenge to a total of 235 people through the Professional Development Center.
• Worked with SITSD to develop a data warehouse to measure recruiting data through the online employment system.
• Most training programs are now recorded for use by end users at more convenient times and places.

  State Information Technology Services Division

• Completed construction of major data center in Helena and back-up site in Miles City.
• In the process of migrating agencies into the new data center on a volunteer basis.
• Achieved 78% virtualization of servers saving over $4.8 million is administration, hardware, and energy costs.
• Expanded and improved the network with more than 150 sites upgraded and migrated to the new network (SummitNet III).
• Adopted and implemented the Financial Transparency Model (FTM) to describe and justify rates for the FY 12/13 biennium.
• Continued work on SITSD Acquisition Management strategic plan and implementation of processes.
• Implemented a Miles City Data Center project to put the SITSD primary disaster recovery site in Miles City along with offering rack space services to agencies. This project is scheduled to be complete in late January 2013.
• SITSD started a comprehensive workforce development initiative to help prepare the next generation of workers to provide superior information technology service statewide.  This effort includes classification reviews of employees to ensure positions match job duties, focusing IT on business outcomes, and creating career ladders to promote learning and development.
• To improve the SITSD service desk's ability to resolve IT problems, and facilitate services, implemented Wendia’s Point of Business (POB) system to replace HP's Service Center.
• Established a full-time statewide interoperability coordinator. Established the Statewide Interoperability Governance Board via executive order. Engaged public safety stakeholders in development of a statewide public safety communications plan.

  Major Accomplishments 2005-2008

  Revised December 2012