Data Collection and Tracking

Transforming Budget Exercises at Agencies and OMB

max.omb.gov/community

Budget Formulation and Execution Line of Business (BFELoB)

Data Collection and Tracking

Phil Wenger

pwenger@omb.eop.gov

David Harmon

dharmon@omb.eop.gov

Agenda Goals and Objectives and Approach Accomplishments

ExercisesServices

Next StepsUpcoming ExercisesQ&A/QFR/Briefing BooksHow to Get Involved

Goals and ObjectivesOptimize Data Collection/ Tracking• Tools and services that capture, process, and manage data government-wide. • Review and optimize recurring budget exercises.• Define data exchange methodologies and tools.

Description – identify, acquire, and make available processes, technologies, and services that enable the budgeting community to capture, process, and manage data from multiple sources government-wide.  Will be agile enough to enable use for fast-turnaround exercises, handles both text and numbers, and have access controls that enable staged data sharing.

Outcomes and Benefits – will greatly improve OMB and agency efficiency and effectiveness in carrying out the numerous budget data exercises that occur. Benefits will apply to both central budget exercises and exercises at the departmental/agency level.

Approach Flexible framework of services and tools Collaborate “early and often” using the MAX

Federal Community Reach deeper into agencies/components

Accomplishments Pilot data collection exercises

demonstrate and expand capabilities while providing immediate value

Robust framework for centralized data collection exercises

Simplified data collection capabilities using MAX Federal Community

Pilot Q&A/QFR exercise

Data Collection Exercises Earmarks Continuing Resolution Credit Supplement Report Improper Payments Across the Board Monthly Outlay Plans OMB Q&As MSR Change Sheets

Data Collection Exercises Earmarks

Earmarks

2005 Baseline Detail (Early 2007)2008 Tracking (Summer/Fall 2007) 2008 Baseline Detail (Closing this week)2009 Tracking (Kickoff April 16th)

Data Collection Exercises Continuing Resolution

Designed for both short-term and full-year CR’s

Data Collection ExercisesCredit Supplement Report

Allowed upload of credit reform information output by Credit Subsidy Calculator

Replaced spreadsheet collection method reducing redundant data entry and greatly reducing the workload of preparing and reviewing data submissions

Data Collection ExercisesImproper Payments

Used by OFFM to collect agency estimates on improper payments

Dramatically reduced reporting time

Data Collection ExercisesAcross the Board

Collected across-the-board reduction information that resulted from Omnibus Bill

Treasury used it to issue ATB warrants for 3 agencies

For remaining agencies, Treasury used it to reconcile with agencies submissions for ATB warrants

Data Collection ExercisesMonthly Outlay Plans

Replaced manual method of collecting Exhibit 135B information

Will be used by Treasury’s Office of Fiscal Projections

Eliminates requirement for agencies to submit actual outlays and President’s Budget / Mid-Session Review estimates

Data Collection ExercisesMSR Change Sheets

Will replace manual method of collecting Mid-Session Review change sheet data

Reduces potential for errors Expected May/June 2008

Data Collection ExercisesTechnology Improvements

Rapid turnaround capability - reusable components for Work flow User interfaceData Access (via MAX Home Page)Spreadsheet Upload

Capability to store and retrieve historical information

QFR/Briefing Book Exercises Significant workload for agencies Most agencies use Email, Excel and Word

Often with Word change tracking Extensive workflow requirement

Generally tracked manually (with spreadsheet) A few agencies have systems

SharepointOther?

QFR/Briefing Book Exercises

Requirements Need to track materials for multiple hearings Hundreds of questions per hearing Short turn-around time (5-10 days) Need for extensive cross-checking

Internal, year-to-year, hearing-to-hearing Format is tightly constrained

Font size, etc.

QFR/Briefing Book Exercises

Requirements (continued) Extensive workflow for review and approval

e.g. Program Bureau Agency OMB Sometimes multiple parties at the same time Need to know status and who is accountable

Need to track changesEnsure that key stakeholders’ changes are

accommodated Need to search and re-use content

QFR/Briefing Book Exercises

Potential Solutions Tools that are ready to use now:

MAX Federal Community – include macrosMAX Federal Community – direct editing

What a potential application might look like:Tracking application with links to WikiTracking application with Word/Excel attachmentsExercise builder (database and/or XML)

Using Include Macros

Using Include Macros

Using Include Macros

Direct Editing (Checkin/Checkout)

OMB Q&A ExerciseBriefing Materials for 2009 Budget Rollout (OMB)

500+ questions, 864 pages, categorized by subject Old way -- Microsoft Word -- including table of

contents -- and 40 paper copies, tabbed in binders New way -- Simple interface, with text, standard

table, and PDF attachments.  Instant publication with automatic table of contents

OMB Q&A Exercise

Q&A Exercise – Managing Questions

Q&A Exercise – Entering Data

Q&A Exercise – Publishing

QFR/Briefing Book Exercises

Next Steps Validate the Requirements

Input so far from Agriculture, Interior, Labor, Commerce, Education, VA and NSF

Need to hear from more agencies Evaluate Technical Approaches Pilot – need partner agencies

How to Stay Involved Workgroup meetings

Alternate Wednesdays at 11:00 (April 23rd) Upcoming exercises

Q&A/QFR Exercise BuilderMid-Session Review Change Sheets

Comments and recommendations:How can we make these exercises better?Which exercises would be most beneficial?

Questions?