Facilitating Government-wide Collaboration, Knowledge Management, & Data Collection and Tracking

1. 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)

2. Three of the Ten “Common Solutions” of theBudget Formulation & Execution Line of Business Agency Budgeting Tools Analytical Tools Budget Execution and Financial Management Integration Budget Performance 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 Secure capability for online meetings that is certified & accredited. 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) Program Management (Coordination, Standards, Architecture)

3. 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

4. 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.

5. Collaboration And Knowledge Management

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

7. Example – The Budget Community

8. Countless Collaboration Activities Currently Occurring

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

10. The Earmarks Exercise - Communicating Using Threaded Comments

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

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

13. Information Can be Dynamically Multi-purposed

14. Example: Highlights

15. Example: Data Calls and Exercises

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

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

18. Knowledge Management • 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 Gardening

19. 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. Robust Wiki Capabilities

20. 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.

21. 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

22. 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

23. 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

24. 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

25. 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.

26. The MAX Federal Community Sponsored by The Budget Formulation and Execution E-Gov Line of Business BFELoB Organization and Contacts: LoB Executive Sponsor: Beth Robinson, Asst. Dir. for Budget, OMB Policy Lead: Andy Schoenbach, Chief, Budget Systems Branch, OMB Managing Partner: Tom Skelly, Director of Budget Service, Education Program 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)