Brett E. Dahl updated IT system to help track Montana's coverage needs

When Brett E. Dahl took on the top risk management position for the state of Montana in 1990, he entered a low-tech environment: The Helena, Mont.-based Risk Management and Tort Defense Division had few systems, processes or technologies in place to identify, measure or control risk.

“We had different spreadsheets in Lotus, broken up by agency, and then sent them out to the various entities who would mark them up with red pen,” recalled Kristie Rhodes, risk finance specialist.

But in 2000, Mr. Dahl led the development of Montana's proprietary risk information management system, which it calls the Property/Casualty Insurance Information System, to centralize all insurance exposure and underwriting information.

Such automation, developed in conjunction with the state's Information Technology Services Division,was instrumental in persuading state lawmakers to allocate the resources that were necessary to address the state's unfunded liabilities, which Mr. Dahl said amounted to about $33 million when he took over as risk manager in 1990.

“We had a hard time justifying our request for additional money,” Mr. Dahl recalled. “We had some things to fix” that would enable him to more accurately “paint the picture of risks” the state faced.

Today, each state agency and university “can go into the system, find the record by line of coverage, make updates as necessary,” such as when a new vehicle is purchased, Ms. Rhodes said. During the first few months of the year, Ms. Rhodes compiles the information in databases that are presented to the state's insurance broker and underwriters for July 1 renewals.

The PCIIS also enables the risk management division to allocate the cost of insurance coverage and liabilities among the 57 state agencies, 10 Montana University System campuses, 5,000 state properties, 22,000 state and university employees and hundreds of boards, councils and commissions.