When the Legislature starts its annual session on Wednesday, it will have a seemingly small change that's taken workers thousands of hours over the past eight months to accomplish.
After using Word Perfect software for word processing for the past 15 years, the Legislature is changing its computers to Microsoft Word.
The transition isn't as simple as moving from one program to another, said Aaron Allred, legislative auditor and legislative manager. Not only is there a learning curve, but staff members have had to convert about 38,000 files from one program to the other.
"It's all the programming behind it that takes the enormous amount of time," Allred said.
The project, which cost $55,000, started after last year's session ended. Allred estimates that the IT department's 10 staffers have spent 4,000 to 8,000 hours on the project.
"Those hours didn't include House and Senate clerks' offices and they've put in a lot of time, as well," Allred said. It also doesn't include the time to train staff members on the new system.
House of Delegates Clerk Steve Harrison said the conversion was a major project.
"There is a drafters' code that the bill drafters use to pull in certain sections of the code that had to be converted from Word Perfect to Word," Harrison said. New templates and macros needed to be created, too, he said. "It's been a major project over the last several months."
Allred said the system will be in place Wednesday, but it won't be perfect.
"It's going to work," he said. "Anytime you do a big IT project, it's never perfect when you roll it out. There'll be growing pains with this. That's the way any program is."
But he said he supports the decision to change computer programs.
"The Legislature was speaking French in an English-speaking world," he said. Often lobbyists and citizens would draft bills using Word, which wouldn't be compatible with Word Perfect, he said. Using Word will make the process more standardized and flexible.
"It was just the right thing to do, but it's not going to be pain-free and it has not been pain-free," Allred said.
Assistant Senate Clerk Lee Cassis said learning the new program has been easier for newer staff members than for those who have been there for years. Cassis started working for the Legislature in 2002.
"It was the same for me," he said. "I used Word in college and haven't used it since until this year."
Cassis said he knew the transition to Word was only a matter of time.
"I think this was going to happen eventually because the rest of the world uses Word and several members of the Legislature and outside the Legislature have wanted this for some time," he said.
Along with the transition to Word, the legislature is closing the Journal Room, where people could pick up copies of each bill. Instead, all bills can be printed from the Legislature's website. In the old way of doing things, the Journal Room would hold 100 to 200 copies of each of each bill, available for whomever wanted them. Not all of the bills were wanted, though.
"And at the end of session, we would be rolling out carts of paper to throw away," Allred said. "It was an enormous waste of paper and money."
There are around 2,000 bills introduced each year, and on average about 250 pass, he said. About 1,500 bills don't even get out of committee.
"And the question is how many people actually want a copy of that bill?" he said. It made more sense to print three copies of a bill for the people who asked for them and 500 for the people who wanted another bill than to print 200 of each bill, he said.
People can have bills printed at no charge in the Legislature's print shop in the basement of the Capitol. Allred said anyone who doesn't have access to the Internet can contact the clerks' office or public information. The House clerk's office can be reached at 304-340-3200, the Senate clerk at 304-357-7800 and Public Information can be reached at 304-347-4836.
"Absolutely, we will work with someone who doesn't have Internet access," Allred said.
The Legislature will also print journals - a record of everything that happened in the Legislature on the day before - as needed as opposed to printing several of them that may go unused, Harrison said.
"Each day, we would print numerous journals - and they're thick," he said. "Most days, several were thrown away. Now they'll be printed as needed."
Both the Senate and House staffs are also working to make the bill process more consistent from one side to the other, Harrison said.
One way they're doing that is standardizing the paper the bills are printed on. Now they will be printed on standard 8.5-by-11-inch paper. In the past, the size of the paper varied with what stage each piece of legislation was in, Harrison said.
Senate bills and House bills will also have the same format and font as each other. Harrison said the similar formats will help readers more easily locate differences between the versions of the bill.
"We think that consistency will be a positive thing," Harrison said.
Reach Lori Kersey at
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