The Budget Formulation and ExecutionLine of Business (BFELoB)

MAX Capabilities

April 2010Sponsored by the Budget Formulation and Execution

Line of Business (BFELoB)

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Shared Services as “Common Solutions” of theBudget Formulation & Execution Line of Business

2Program Management (Coordination, Standards, Architecture)

Agency Budgeting Tools

Analytical Tools – Tools and services that facilitate analyzing and visualizing data.

Budget Performance Integration

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

Document Production - Document publication tools that automatically integrate numbers and text.

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.

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Government-wide Scope (including Non-federal Partners)

Inter-agency

Government-to-Government

Intra-agency

Policymaking, Management and Budget class of activities

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State, Local, and Non-Governmental Partners

Government-wide Policymaking, Management, and Budget Class of activities

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

Interactions with state, local, & non-governmental partners using Enclave spaces

MAX Applications & Services

Agility and cost effectiveness through a service oriented approach

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MAX Federal Community Govt-wide Information Sharing, Collaboration,

& Content Management - 30,000 users

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

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Rich Collaboration and Content Management Features

o Extensive Help Section

o Fully-Indexed Search Helps You Find Your Content Quickly

o Content Can Be Protected By Flexible Access Restrictions - Any combination of users and MAX Groups

o Favorite Pages For Quick Navigation

o Watch Any Page (or family of pages) To Be Notified Of Activity Via Email

Dynamically Updated Membership Lists - Generates E-mail Distribution List

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o Use MAX Groups to restrict access to pages and exercises

o Function as dynamically updated Distribution Lists

Cross-agency DLs

o Self-administered & managed

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Shared Calendars - With Up to Six Color-coded Sub-calendars

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

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All File Versions Remain Available (with attribution & date stamp)

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

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Set Up a Workflow Process For Review and Tracking

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Documents In Branch Review• Document A• Document F• Document N

Documents In Division Review• Document C• Document R

Documents In Agency Review• Document B• Document N• Document Q• Document X

DocumentsApproved

• Document L• Document M• Document Y

AuthorRe-Draft

• Document O• Document Z

Track Status of All Documents or Projects Automatically

Move Document Through Review Stages Using Buttons

Government-wide Directory of all MAX Users

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MAX Collect, MAX Analytics, & MAX Publications

Government-wide data collection, tracking, analytics, and publication

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Data Collection, Analysis, & PublicationThe Challenge

Data collection exercises can be large and complex Require quick turnaround; input from multiple organizations & users Workflow with multiple levels of review (stages and roles) Diverse Information requirements:

– Text (bullets, rich-text, comments), numbers (data fields, tables), attachments

– Analytical capabilities: Charts, graphs, reports, dashboards, export– Camera-ready publishing (incl. paginated Table of Contents and index)

Integrate information already collected

Data Collection, Analysis, & PublicationThe Answer

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Each Data Collection Can Include Any Combination of Flexible Section Options

Bullets Two Types of Paragraphs:

– Unformatted - exercise manager retains full publication control– Rich Text – user controls presentation in publication

Tables– Fixed Format - exercise manager retains full control of columns– Flexible Format – user can modify column headings and add additional

columns – Tables can also be included as Attachments or in Rich Text paragraphs

Attachments - for existing information and complex displays Comments

– Non-printable and printable– General, or section specific– Custom viewing permissions (personal marginalia)

Contacts

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Flexible Workflow With Access Controls

Workflow reflects each step (“stage”) of the exercise. Access permissions can be customized for each workflow stage:

– Authoring– Initial Review– Collaboration– Final Review– Publish

Access Permissions can also be set for each topic level:– Exercise– Category– Subcategory– Individual Topic/Question

Permissions can be grouped into “Roles” using any combination of MAX “Groups” and individual users.

Workflow can be managed at any topic level by Stages and Roles.

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Fully Paginated Table of Contents & Indexed Categorizations

… and Full-Text Search

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Example: Bulleted Talking Points, Simple In-line Table,

and a Chart from an Attachment

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MAX Analytics

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MAX Analytics

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Analyze and visualize data from MAX Collect and other data sources:

Easy-to-use interface to develop queries Dynamic 3D Charts and Graphs Publish output of queries in multiple formats:

o Spreadsheets and HTML with dynamic drilldowno Dynamically display content in the Community and

other web dashboardso PDFs to include in documents and presentations

Data Cube functionality (OLAP) allows users to “slice and dice” data for real time analysis and review.

Dynamic Integrated Charts

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3D Bar Chart

Knowledge Management - A Natural Extension of Using MAX

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KnowledgeOrganizing

Multi-purposing

Gardening

Knowledge Management is only effective when content maintenance is integral to an organization’s

normal course-of-business activities.By using the MAX Community, MAX Collect, and MAX Analytics for information sharing, collaboration, data collection, & analytical activities, a content base automatically accumulates.The Community’s powerful capabilities for organizing and multi-purposing content can then transform this content into organizational knowledge

MAX Community Pages Attachments Comments DiagramsMAX Collect, MAX Analytics Data (textual & numeric) Charts & Graphs Publications Reports

MAX Online MeetingsDynamically Share Presentations

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Share visual information to make conference calls & complex phone calls more effective. Draft documents collaboratively real-time

Permanent named rooms - both pre-registered participants and ‘guests’ Secure – all users authenticated thru MAX Login FISMA compliant (fully certified & accredited) - will not be blocked by agency firewalls Cost effective shared service

Robust MAX Infrastructure

FISMA Compliant Fully integrated authentication (MAX IDs and MAX groups)

• HSPD-12 login option (C&A’d at FIPS-199 ‘moderate’)• Capable of partnering with agencies on single-signon• Useable by agencies in their own web applications

Highly agile - readily customizable and extendible platform Highly Scalable

• Current capacity for 150,000 users (6x current usage)• Architecture allows straightforward expansion through

clustering and federation Business Continuity

• Multiple redundant servers• Two geographically separate sites

(Looking to partner with agencies on additional locations)26

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Sponsored by The Budget Formulation

and Execution Line of Business (BFELoB)

BFELoB Organization and Contacts:LoB Executive Sponsor: Courtney Timberlake, Assistant Dir. for Budget, OMBManaging Partner: Tom Skelly, Director of Budget Service, EducationPolicy Lead: Andy Schoenbach, Chief, Budget Systems Branch, OMBDeputy Policy Lead: Phil Wenger, OMBProgram Management Office Lead: Mark Dronfield, EducationMAX Federal Community Lead: Emily Fort, OMBMAX Collect and Analytics Lead: Dan Chandler, OMB

Contact the Budget LoB at: BudgetLoB@Ed.gov Learn More about the Budget LoB at: www.BudgetLoB.gov Visit the Community at: www.max.gov (Federal government employees only)

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MAX Capabilities