getting things done with max - bureau of the fiscal service · getting things done with max.gov ......
TRANSCRIPT
25th AnnualGovernmentFinancialManagementConference
GettingThingsDonewithMAX.Gov–
PracticalSolutionsforImprovingEffectiveness
AndySchoenbach,OMBAratiPatel,OMB
KatieSantoro,OMBJustinaTong,BFELoB
August18,2015
TheBudgetLineofBusiness:TenSharedServicesasCommonSolutions
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ProgramManagement(Coordination,Standards,Architecture)
AgencyBudgetingTools
AnalyticalTools
BudgetPerformanceIntegration
DataCollection&Tracking
DocumentProduction
KnowledgeManagement
HumanCapital(FederalBudgetingProfession)
BudgetExecutionandFinancialManagementIntegration
Collaboration GenerallyApplicableGovernment‐wide
ServicesviaMAX.gov
BudgetFormulationandExecutionSpecificServices
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•DOD ‐ Air Force Health Futures Group, Futures Based Agile Thinking•DOD ‐ Navy BUMED Health and Medical KM, Operation TOMODACHI; Responder Safety•DOJ ‐ Congressional Reporting, Federal Knowledge Managers Community of Practice•DHS FEMA ‐ Hurricane Sandy, National Continuity Programs•GSA – E‐Gov Travel Service , FedRamp, Web Content Managers •HHS – HAITI Health Facilities•NASA – OCFO Collaboration and Knowledge Management•OMB – President’s Budget authoring; Collaborations, Data Calls, Intranet; 2008 Presidential Transition•OPM – Human Capital Community, Hiring Reform , Diversity & Inclusion, Chief Learning Officers•USTR – Trans Pacific Partnership; US Trade Advisory Committee
Collaboration, Content Management, Knowledge Management (1,000’s)
•CEQ ‐ Green Sustainability (Executive Order 13514)•DOD ‐ Navy BUMED Force Health Protection Emergency Management, Contract Management & Budgeting•DOJ ‐ Congressional Questions for the Record; Performance Reporting•DHS ‐ Cyberscope authentication (HSPD‐12 PIV/CAC) •GSA ‐ Federal Internet Domain Usage; Networx (FTS 2001) Implementation•OGE ‐ Stock Act Reporting•OMB ‐ President’s Budget Chapters, 150+ Data Calls incl. Qs&As, QFRs, Crosscuts, Sequestration •ONDCP ‐ Annual National Drug Control Strategy•Treasury ‐ ECIPC Shared Service
Data Collection, Tracking, BI Analytics, Publications (600+)
•E‐Gov – CxO.gov websites, Federal Permitting, Uncle Sam’s List•Earmarks.gov•OPM ‐ Shared List of People With Disabilities
Websites (both Public Facing and Controlled Access)
UsedBroadly– ManyExamples
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Government‐wideScope(includingNon‐FederalPartners)
Inter‐agency
Government‐to‐Government
Intra‐agency
Policymaking,ManagementandBudgetclassofactivities
State,Local,Tribal,International,andNon‐GovernmentalPartners
Usedforinter‐agency,intra‐agency,andgovernment‐wideactivities Interactionswithstate,local,tribal,territorial,international,andnon‐
governmentalpartnersinsecureEnclaves
ThePublic
Collaboration&InformationSharing• MAXFederalCommunity• MAXCalendar• OnlineMeetings,MAXSharedDesktop
DataCollection,Analysis,Publications• MAXCollect,MAXAnalytics,Modeling• MAXPublishing• MAXSurvey
SpecializedApplications•A‐11(President’sBudget),AppendixText,Apportionment,MonthlyOutlays,Earmarks,StockAct,UncleSam’sList,CIO.gov,Permitting,ITDashboard,…
Identity&Provisioning
CommonDatabase
WebFrameworks
Workflow
BusinessIntelligence
Publishing
RecordsManagement
MAXServiceOrientedArchitecture
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Agilityandcosteffectivenessthroughmodularwebservices,opensource,openstandards,andweb‐orientedAPIs.
Platform as a Service (PaaS)
BetterResultsThroughAgileDevelopment
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X Traditional “Waterfall” Model – Full Requirements UpfrontConception Design Construction Testing Production Implementation Maintenance
Result: Long delivery times and high risk of project failure
More than 75% of IT projects are late, over budget, or do not meet business requirements
Agile Model – Rapid Iterative DevelopmentRapid Evolutionary Development using Sprints Iterative Adaptive Response to Real User Experience
Result: Shorter delivery times, lower risks, higher relevancy
Requirements are validated by real users ‐‐mistakes are identified and corrected early
VS.
MAXAuthenticationServices148,000+Users,180Agencies,30,000+PIV/CACCards
• Automaticregistrationforfederalusersbyemaildomain
• HSPD‐12PIV/DODCACcardsandSMS2‐factorforsensitiveactivities
• EnterpriseFederatedPartnerAutomatedLogin(i.e.singlesign‐on)withagencies
• Usablebynon‐MAX.govsystemsasacost‐effectiveservice(e.g.Cyberscope,Data.gov,manyothers)
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MAX.govCapabilitiesSummary
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A Single ID for Government‐wide Interoperability • 148,000+ users in 180+ agencies, 300+ bureaus, 30,000 HSPD‐12 PIV/CAC users at 100+ agencies • 7,000+ organizational and organic MAX Groups• ‘Federated partner’ Agencies have direct single sign‐on into MAX
MAX Federal Community
MAX Collect/PaaSMAX Survey
Government‐wide Data Collection, Tracking, and Publication• 600+ OMB and Agency data collections and exercises , 6+ million data rows• 1,000+ surveys, FISMA and 508 compliant, options for anonymous, tokenized, or authenticated • Both major collections and ad hoc collections, multiple stage workflow, formal publications• Can be hosted in other environments for handling PII, PHI, classified data
Government‐wide Collaboration and Content Management Functionality• Secure inter‐agency and intra‐agency collaboration and information sharing• Several thousand collaborations ‐ 2+ million pages and document versions• Growing use as a primary Knowledge Management platform and intranet replacement
MAX AnalyticsAnalyze and Visualize Structured Data
• Integrated with MAX Collect, MAX Data Warehouse, other data sources • Data Cubes, dashboards, charts, metrics reporting, real‐time analytics, faceted search• Camera‐ready publications with integrated table of contents and index
MAX Shared DesktopReal‐time Collaboration in a Shared Virtual Environment
• Unique online meeting and sharable virtual desktop • Enables multi‐user real‐time collaboration and authoring • 3,000+ hosts have run 20,000+ meetings and sessions
MAX Authentication MAX Authentication
Also: Government‐wide Directory and Web Hosting (both authenticated and public facing)
Government‐wide Customizable Collaborative Calendaring• Inter‐agency scheduling (synched personal calendars with free/busy information)• Secure shared calendaring with integrated sub‐calendars • Customized date‐centric data collections and exercises (e.g. Sequestration Timeline of Events)
MAX Calendar
MAXCommunity,MAXCalendar,MAXSharedDesktop
IntegratedGovernment‐widecontentsharingandknowledgemanagementplatform
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MAXFederalCommunityGovernment‐wideInformationSharing,
Collaboration,&ContentManagement– NOW148,000+Users
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Fully‐IndexedSearchwithadvancedfacets
FlexibleAccessRestrictions‐ AnycombinationofusersandMAXGroups
ExtensiveHelpSection
FavoritesPages
“Find”featuretoeasilylocateusersandcontentinmultipleways
“Breadcrumb”trailtoeasilytraceyoursteps
RichCollaborationandContentManagementFeatures
Recentlyviewed&updatedpages
WatchAnyPage(orfamily ofpages)tobenotifiedofactivityviaemail
MAXSearch
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AdvancedFilteringToLocateSpecificContent
Selectparticularcontenttypes
Targetsearchthroughadvancedfiltering:• title/filename• withinpagearea• additionalterms
withinresults• location• daterange• user• keywords/labels
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MAXGroups:DynamicallyManagedWeb2.0MembershiplistsforAccessControl,Email,more…
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UseMAXGroupstorestrictaccesstopagesandexercises
FunctionasdynamicallyupdatedDistributionLists
Self‐administered&managed
DirectEditingofDocumentsinMSOfficeApplications
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DirectView&EditFilesViewablewhileBeingEditedbyOthers
AllFileVersionsRemainAvailable(withattribution&date)
ComparePreviousVersions
DocumentAssemble&DocumentCompare
DocumentAssemble
Enablesassembling(i.e.combining)multipleWord,Excel,PDF,image,andPowerPointintoasingleintegratedWorddocument
DocumentstobeassembledcanbelocatedonthesameordifferentCommunitypages
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DocumentCompare Enablescomparing(merging)
multipleWordattachmentsagainstastartingdocument
Trackchanges(withattribution)willhighlightalldifferences
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Multi‐stageWorkflowProcessForReviewingandTracking
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DocumentsInBranchReview• DocumentA• DocumentF• DocumentN
DocumentsInDivisionReview• DocumentC• DocumentR
DocumentsInAgencyReview• DocumentB• DocumentN• DocumentQ• DocumentX
DocumentsApproved
• DocumentL• DocumentM• DocumentY
AuthorRe‐Draft
• DocumentO• DocumentZ
TrackStatusofAllDocumentsorProjectsAutomatically
MoveDocumentThroughReviewStagesUsingSimpleButtons
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MAXCalendarEnhanceandorganizegroupactivitiesSimplifycross‐agencymeetingscheduling
• Robustgroupcollaborativecalendaringthatspansorganizationalboundaries Multiplecalendarsarepresentedina
color‐codeddisplay “Subscribe”featureenablesiCal
notificationsofevents
• SynchronizeyourpersonalagencycalendarwithyourMAXCalendar Securelypublishyour 'free/busy‘or
“detail”informationtoMAX Allowanycombinationofindividualsand
MAXgroupstoseeyour'free/busy'informationorcalendardetails
• SpecializedCalendar‐baseddatacollections Customevents‐baseddatacollections
withscheduling,tracking,andanalytics
MAXSharedDesktop:AdvancedCollaboration&VirtualDesktop
Enablesmulti‐usercollaboration&authoring UseforTelework,enhancesconferencecalls Completelyisolatedenvironmentwitha
virtualWindowsdesktop UseoniPad,Android,Netbookorother
limitedsoftwaredevicetorunOfficeandotherapplications
Customconfigurationscanbetailoredforspecificagencyneeds
3,000+usershavehostedover20,000meetings
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MAXCollect,MAXAnalytics,MAXSurvey
IntegratedGovernment‐widedatacollection,tracking,analytics,
publications,surveying
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DataCollection,Analysis,&Publication
Datacollectionexercisescanbelargeandcomplex Requirequickturnaround,inputfrommultipleorganizations Workflowwithmultiplelevelsofreview(stagesandroles) DiverseAnalysisandPublicationrequirements Integrateinformationfromotherexercisesandsources
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• E‐mailedWord/ExcelTemplates• Manualcompilation• Reeditingtorestoreoriginalformat• Noworkflowortrackingcapability• Versioncontrolisproblematic• ManualTableofContents(ornone)• Noindexorsearchcapability• Noanalyticalcapability• Revisionsareahugeproblem
TheOldWay
• Web‐baseddistributedcollection• Automatedcompilation• Instantpublication:PDF,Word,Excel• Multiplestageworkflow• Customcamera‐readyformats• Paginatedtableofcontents• Fullyindexedandsearchable• Real‐timeanalytics,dashboards,
reports,facetedsearch,microsites• Easytore‐use/repurposecontent
TheMAXCollectWay
600+CollectionsMajorDataCollectionsandQuickDataCalls
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• OMB’sBudgetBriefingBook(over500questions,1,000pages,160enterers)
• AidtoState&LocalGovernments (President’sBudget,FY2013AnalyticalPerspectivesCh.17)
• Cuts,Consolidations,andSavings(President’sBudgetFY2013,120pages)
• FEAEnterpriseArchitectureSegment(20dataelements,61,000rows)
• FederalInternetDomainUsage(1,800domains,2,000pages,220enterers)
• GreenSustainabilitySurvey(80questionsfrom86organizations)
Examples
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UserRolesandWorkflow
UsersorMAXGroupscanbeassignedrolesattheExercise,Category,SubCategoryorItemLevel
EachItemisassociatedtoaWorkflowPhase
WorkflowPhases:• Setup• Authoring• InitialReview• Collaboration• FinalReview• Publish
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3D Bar Chart
GIS Map
3D Pie Chart
AnalyzeandvisualizedatafromMAXCollectandotherdatasources
Easy‐to‐useinterfaceforqueries,reports,3DCharts,andGraphs,GISmapping
DataCubefunctionalityallowsusersto“sliceanddice”dataforrealtimeanalysisandreview
PublishOutputinmultipleformats,includingPDFs,spreadsheets,andHTMLwithdynamicdrilldown
DynamicallyintegrateintotheCommunityandotherwebdashboards
Data Cube
MAXAnalytics
MAXSurvey– 1,000+SurveysEasy‐to‐useweb‐basedsurveyswithuniquecapabilitiesforgovernmentuse
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Wideselectionofsurveyquestiontypesincludingconditionalsectionsandcustomizedtemplates
Capableoflargescaleandhigh‐volume Widevarietyofsurveymodes: Anonymouslinks– eitherunrestrictedor
limitedtospecificgroups Individualized(“tokenized”)links:
‐ Customizedinvitationemails,responsetracking,andtargetedfollow‐up
‐ Resultscanbeanonymous,fullyattributed,orretainonlymeta‐data
‐ Canrequireuserloginformoresecurity Resultscanbedynamicallydisplayedinreal
timedashboardsandintegratedwithotherdatasetsusingMAXAnalytics
FISMAandSection508compliant
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Challenge:Time‐ConsumingandManual Solution:DocumentAssemblytoPDF
PublicationofOMBDirector’sReview:ChallengesandSolutions
Productionprocesstookoveranhour beforefinalproductcouldbesenttotheprinter Afterdocumentsarefinalized,eachneeds
tobePDF‐ed andsavedlocally AdobeAcrobatisusedtocombine
documentsintoasinglePDF TableofContentsiscreatedmanuallyin
WordorExcelandmergedintothePDF,alongwiththecover
Bookmarksarecreatedmanually
Processtakes10minutes fortheinitialset‐upand3minutesorless foreachassembly
IndependentlyconvertseparateWordandExcel“chapters”intoPDFs
IndividualPDfs areautomaticallycombinedintoasinglePDFbook
Multi‐levelTableofContentsisincludedwithbookmarksandpagenumbers
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DocumentAssembly
Automatedforwide‐spreaduseoutsideofOMB
Improved,easy‐to‐useinterface Choiceof:
– Insertingamulti‐level,customizedTableofContents
– Insertingpagenumbers– Insertingacoverpage– Verticalorlandscapepageformat
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UsingMAXCommunityandCollectPresident’sBudgetKeyIssues
FactSheets
HowOMBusesMAXCommunityandMAXCollecttoproducethePBKeyIssuesFactSheets
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CHALLENGES
• MostbudgethighlightsarereferencedinmultipleFactSheets
• ChangesmadetoanybudgethighlightneedtobeupdatedinallrelevantFactSheets
• Cantakeupfor3days
BudgetHighlightsusedtobuildFactSheets,21KeyIssuesFactSheetspostedto
WhiteHouse.gov
• ExternalreviewersincludeOMBDirector’sOffice,WestWingandEOPPolicy
• EachreviewermakeseditstoFactSheetsinMSWord
MultipleAuthorsandExternalReviewers
PublicationofPBKeyIssuesFactSheets:ChallengesandSolutions
SOLUTION
• TextwascollectedinMAXCollectandexporteddocumentswereuploadedtoMAXCommunity
• ProcessparsedallbudgethighlightsfromeachFactSheetintoindividualdocumentsusingDocumentCompareandattributingedits
FormattedExportsfromMAXCollect
• 48Worddocumentswithtrackchangesandcomments
• Datamergeprocessparses1,053differentversions
• EachBudgetHighlightwasmergedwithotherssimilartoit,withtrackedchangeson,resultingin204separateversions
DocumentCompare
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UsingMAXCollectHeartbleedVulnerability
HowtheE‐Gov OfficeatOMBusesMAXCollecttogatherdataonpotentiallyvulnerablesystems
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ChallengesandSolutions
Multiplerespondents
Lackofversioncontrol
Pronetoerrors
Informationcollection
Lackofgoodanalysis
PreviousIssues PainPoints
MAXSolution
Streamlineddatacollection
Dailysnapshotofdata
Real‐timedashboard
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AgencyDrivenDataCollectionDataiscollectedattheagencylevel,withagenciesenteringinspecificdataforallvulnerablesystems
Folderstructureisorganizedbyrespondingagencies
Collectsdatainputsinstructuredtables Drop‐downconstraints Requiredcolumns
AnalyticalDashboard
UtilizingdatacollectedinMAXCollect,usersareabletocreatevariousreportsinMAXAnalytics
forareal‐timedashboard
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UsingMAXCommunityBudgetJustificationSheets
HowtheU.S.ArmyCorpsofEngineersusesMAXCommunitymanagethe
productionofJ‐Sheets
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Challenge:VersionControl Solution:WorkflowinMAXCommunity
ManagingUSACEJ‐Sheets:ChallengesandSolutions
Thereviewandproductionprocesswasverytime‐consuminganddisorganizedduetolackofcontroloverindividualdocuments Almost1,000documentsareeditedand
approvedbymultiplepartiesatmultiplelevelsofreview
ChangesmadeinMSWordande‐mailarelostandversionhistoryiscompromised
TableofContentsiscreatedmanuallyinMSWord
SeveraldashboardsareusedtomanagebudgetJ‐Sheetsorganizedbyappropriation
Five‐stageworkflowisusedtotrackthestatusofalldocuments
Allversionsofeachdocumentaremaintainedandcanberestored
Dashboardskeeptrackofwhichdocumentsareinwhichstageofreviewtohelpauthorsquicklyidentifythestatusofeachdocument
Workflow&Dashboards
Sixappropriationsinthemenubar
Drop‐downsforeachappropriation
Clickontheappropriationorthespecificdrop‐downtolocateJ‐Sheets
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UsingMAXCollectQuestions‐for‐the‐Record
HowtheDepartmentofJusticeusesMAXCollecttomanagethe
QFRprocess
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Manual,paper‐basedprocessesusing
MSWord ande‐mail
Strictdeadlinesrequiringaquick
turnaround
Resource‐intensive
Lackofversioncontrol
Managingclearances
InformationCollection
WorkflowManagement
DocumentPublication
PreviousProcesses,Tools,andIssues
PainPoints
ChallengesandSolutions
Structureddatacollection
Workflowmanagement
Importutilitytobulkuploads
Formattedpublications
MAXSolution
KnowledgeManagement:ANaturalExtensionofUsingMAX
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KnowledgeOrganizing
Multi-purposing
Gardening
KnowledgeManagementisonlyeffectivewhencontentisautomaticallymaintainedaspartoftheorganization’snormaldailyactivities.
ByusingtheMAXCommunity,MAXCollect,andMAXAnalyticsforinformationsharing,collaboration,datacollection,analytical,&publishingactivities,theknowledgecontentbaseautomaticallyaccumulates.
TheCommunity’spowerfulcapabilitiesfororganizingandmulti‐purposingcontentcanthentransformthiscontentintoorganizationalknowledge.MAXCommunityPagesDocuments(attachments)CommentsDiagrams
MAXCollect,MAXAnalyticsData(textual&numeric)Charts&GraphsFacetedSearchPublicationsReports
SponsoredbyTheBudgetFormulationandExecutionLineofBusiness(BFELoB)
BFELoBOrganizationandContactsLoB ExecutiveSponsor: CourtneyTimberlake,AssistantDir.forBudget,OMBManagingPartner: TomSkelly,DirectorofBudgetService,EducationPolicyLead: AndySchoenbach,Chief,BudgetSystemsBranch,OMBDeputyPolicyLead: PhilWenger,OMBProgramManagementOfficeLead: MarkDronfield,EducationMAXCommunityLead: SteveWynands,OMBMAXCollect/MAXPaaSLead: RyanHarvey,OMBMAXAnalytics,Survey,andSharedDesktopLead:DanChandler,OMBMAXAuthenticationLead:BarryNapear,OMB
LearnMoreAbouttheBudgetLoB:www.BFELoB.gov Contact:[email protected]:www.MAX.gov Contact:[email protected] or(202)395‐6860
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MAX.govCloudServicesCapabilities