Facilitating Government-wide Collaboration, Knowledge

Management, & Data Collection and Tracking

The MAX Federal Community

www.max.omb.gov

Sponsored by the Budget Formulation and Execution Line of Business (BFELoB)

Three of the Ten “Common Solutions” of theBudget Formulation & Execution Line of Business

Program Management (Coordination, Standards, Architecture)

Agency Budgeting Tools Analytical Tools

Budget Performance Integration

Data Collection & Tracking - Tools and Services that capture, process, and manage data government-wide

o Review and optimize recurring data calls and exercises o Define data exchange methodologies and tools.

Document Production

Knowledge Management - Tools and services that capture, organize, store, and share knowledge and experiences.

Human Capital (the Federal Budgeting Profession)

Budget Execution and Financial Management Integration

Collaboration - Tools and services that improve information sharing, communication, and collaborative work among government organizations:

o Government-wide collaboration site for Federal agencies and OMB.o Government-wide collaboration site for Federal agencies and OMB.

o Secure capability for online meetings that is certified & accredited.o Secure capability for online meetings that is certified & accredited.

Data Collection and Tracking –Success Stories

• The BFELoB has set up a service-based framework for quickly developing web-based data collection exercises

• Used so far for six major exercises: 19,000 Earmarks in just six weeks

Across-the-Board Rescissions in the Consolidated Appropriations Act in just three weeks

Improper Payments

Credit Supplement Report

E Q&A’s and an E-briefing book on the President’s Budget

Monthly Outlay Estimates

Data Collection and Tracking -BFELoB Web-based Services

Web-based Services

Provisioning: Authentication and Authorization via the MAX Portal (will be integrated with E-Authentication)

Configurable Workflow with stages and roles-based authorities

Agile Ruby-on-Rails framework – enables applications in weeks instead of months

Agencies are encouraged to take advantage of these services in their own Web-based application development and partner with the BFELoB on their further development.

Collaboration

And

Knowledge Management

An Integrated Federal Community with 6,200 users -Readily Accessible From a Single Dashboard

Example – The Budget Community

Countless Collaboration Activities Currently Occurring

Success Story: The Earmarks Exercise -Sharing Information Early and Often

The Earmarks Exercise -Communicating Using Threaded Comments

Collaborations Can Be “Restricted” To Any Combination of Users and Groups

Each Agency Has Its Own Space with Its Own Logo and Administration

Information Can be Dynamically Multi-purposed

Example: Highlights

Example: Data Calls and Exercises

Direct, Network-like Editing of Attachments in MS Office Applications

Create Drawings & Diagrams OnAny Page - With Links to Other Content

Knowledge Management and Collaboration are closely linked.

Knowledge Management is only feasible when its creation and maintenance are integral to an organization’s course-of-business activities.

By using the MAX Community for information sharing and collaboration activities, a content base automatically accumulates.

The Community’s powerful capabilities for organizing and multi-purposing content can then transform this into organizational knowledge

Pages

Attachments

Comments

Diagrams

Knowledge

Knowledge Management

Gardening

Robust Wiki Capabilities

Information organized into Spaces and Pages.

Pages can be put into a subject hierarchy or accessed across hierarchies through search.

Pages are easy to create and modify by anyone using either basic Rich Text or advanced Wiki formatting.

Layered access restrictions can be placed on any page or page families based on combinations of groups and individuals.

Administration of groups is delegated so teams can self-manage.

Multiple Attachments on any page (maximum attachment size currently set to100MB each).

Threaded Comments on any page.

Users can self-register to Watch any page to be notified by e-mail of a change.

Government-wide Integration

Single sign-on with all of OMB’s government-wide data collection applications (MAX A-11, PARTWeb, ITWeb, Earmarks, Apportionment, many others), and the BFELoB’s secure online meeting service.

Integrated content search across all agency and government-wide community spaces. Search results honor individual user’s page restrictions.

Federal directory – 6,100+ user phone numbers, e-mail, organizations, and addresses.

Fully integrated with the BFELoB’s quick-turnaround government-wide data collection and tracking tools (Earmarks, PARTWeb, Across-the-Board Rescissions…)

Will integrate with agency HSPD12 cards. Will partner with interested agencies on true single sign-on.

Robust Infrastructure

FISMA Compliant

Software (Atlassian Confluence) is readily customizable and extendible

Industry standard relational database (DB2) capable of large data volumes

Multiple Redundant Servers

Business Continuity at two geographically separate sites Looking to partner with agencies on additional locations

Estimated capacity – about 50,000 users (10x current) Architecture allows straightforward expansion through

clustering and federation

Current Scope

Government-wide “Management and Budget Class” that OMB interacts with (estimated at 30-40,000 potential users):

Acquisition Budget E-Government Financial Management Human Capital Planning Performance

Available for use by agencies for their own activities and any federal cross-government community

(Future) will allow interactions with states and localities

Business Requirements for Government Collaboration & Knowledge Management

Single (federated) authentication Shared sign-on True single login

Single (federated) organizational structure for assigning permissions/restrictions

Single (federated) search that respects content permissions/restrictions

User Friendly (wysiwyg) interface Single learning curve to facilitate adoption

Compatibility with MS Office applications (including track changes)

Records managed

Opportunities and Challenges

Opportunities: There is currently a fairly open field for federal

inter- and intra-agency collaboration capabilities

There is a growing interest in Web 2.0

Challenges: Fill that space with an integrated solution before it

gets filled with incompatible point solutions that are an impediment to efficiency and effectiveness

Focus our resources and efforts

Models for Agencies to Implement the MAX Federal Community

Ad Hoc Collaborations – Just use it! The current Community infrastructure has ample capacity for modest ad hoc collaborations

Implementing a significant number of users: SaaS – Agencies/components contract with the LoB to provide

full web-based services in a dedicated space. The LoB handles central software, hardware, network, etc. turnkey.

Appliance – Agencies/components contract with the LoB to provide an instance of the current MAX Community software configuration that the agency installs and maintains in their own data center on their own hardware and database.

Managed Appliance – Agencies/components contract with the LoB for all operations and management of a separate dedicated instance – either at an LoB Data Center or the Agency data center.

Sponsored by The Budget Formulationand Execution E-Gov Line of Business

BFELoB Organization and Contacts:LoB Executive Sponsor: Beth Robinson, Asst. Dir. for Budget, OMBPolicy Lead: Andy Schoenbach, Chief, Budget Systems Branch, OMBManaging Partner: Tom Skelly, Director of Budget Service, EducationProgram Management Office Lead: Sandi McCabe, Education

Contact the Budget LoB at: BudgetLoB@Ed.gov

Learn More about the Budget LoB at: www.BudgetLoB.gov

Visit the Budget Community at: max.omb.gov (Federal government only)

The MAX Federal Community