Cost Savings through MAX Common Tools & Shared Services

Transcription

1 Cost Savings through MAX Common Tools & Shared Services

2 Tight budgets and staffing constraints Sequesters and furloughs Canceled programs Cost cutting measures Increased reporting requirements Need accurate, granular data to: Determining program effectiveness Communicating program value

3 Budget Formulation Execution Line of Business (BFELoB) was created in 2006 to develop, with shared resources, IT and Human Capitol solutions that would be too costly or complex for individual agencies to fund. Millions of dollars a year in savings by using MAX tools and shared services Best in class tools allow for increased quality work Automation of rote activity allows analysts to focus on strategic thought and product quality Twenty-eight agency budget offices voluntarily contribute a flat fee for LoB benefits; More than twenty other agency organizations contribute funding to use BFELoB services supporting enhancements that everyone benefits from

4 MAX Applications BFELoB Capabilities The BFELoB MAX.gov Applications are tailored to OMB s policy support needs MAX Authentication MAX Federal Community MAX Collect MAX Analytics MAX Calendar A Single ID for Government wide Interoperability 85,000+ users in 150+ agencies, 300+ bureaus, 14,000+ HSPD 12 users (95 agencies) 6,000+ organizational and organic MAX Groups Seven federated partner Agencies have direct single sign on into MAX Government wide Collaboration and Content Management Functionality Secure interagency and intragency collaboration and information sharing Several thousand collaborations Over a million pages and document versions Growing use as a primary Knowledge Management platform and intranet replacement Government wide data collection, tracking, and publication 260+ OMB and Agency Exercises to date many recurring (160 OMB) Major policy and ad hoc data collections, workflow with multiple review levels, publications Can be ported to special purpose controlled environments (PII, PHI, classified) Analyze and visualize structured data Integrated with MAX Collect, MAX Data Warehouse, as well as other data sources Data Cubes, dashboards, charts, metrics reporting, real time analytics, faceted search Government wide Customizable Collaborative Calendaring Secure shared calendaring with integrated sub calendars Customized date based data collections and exercises (e.g. Sequestration Timeline of Events) Inter agency scheduling (synched personal calendars with free/busy information across agencies) MAX Shared Desktop Also: Publishing, Survey, and Web Hosting Real time Collaboration in a Shared Virtual Environment Unique online meeting and sharable virtual desktop Enables multi user real time collaboration and authoring 1,500+ hosts ran 9,600+ sessions with 14,000+ participants 4 Used by Federal agencies, and where appropriate state, local, & non governmental partners (in secure enclaves )

5 Data Collection, Analysis, & Publication The Challenge Data collection exercises can be large and complex Require quick turnaround, input from multiple organizations Workflow with multiple levels of review (stages and roles) Diverse Analysis and Publication requirements Integrate information from other exercises and sources The Traditional Way The MAX Collect Way E mailed Word/Excel Templates Manual compilation Reediting to restore original format No workflow or tracking capability Version control is problematic Manual Table of Contents No index or search capability No analytical capability Revisions are a huge problem Web based distributed collection Automated compilation Instant publication: PDF, Word, Excel Multiple stage workflow Custom camera ready formats Paginated table of contents Fully indexed and searchable Real time analytics, dashboards, reports, faceted search, microsites Easy to re use/repurpose content 22

6 Create new collections when you need them Business user can create an exercise template in less than an hour Make late binding decisions about your data Add additional fields, outputs or participants at any time Share the work Distribute the data entry activity while still retaining control over formatting Automatic support for cross agency activity for data collections and review

7 MAX Analytics and MAX Publishing are integrated with MAX Collect, but can also be used with other data MAX Analytics provides both camera ready reporting and Business Intelligence tools for data analysis Find problems early and easily Analytical tools help you review data for quality control Get real time status reports on data entry progress Provide visibility into the collection process to executives Push button publishing to preview your final product as often as needed

8 Create multiple dynamic outputs to meet multiple needs using MAX Analytics and MAX Publishing Output all or just portions of your data in PDF, Word and Excel files Granular Permissions managed in MAX Collect enforced in publications. Users see only the data they are authorized to see Multiple outputs for multiple audiences (e.g. internal and external versions) Web dashboards displaying summary information with drill down capabilities to more details Parameterized reports and Faceted search

9

10 10

11 11

12 12

13 Government wide Customizable Collaborative Calendaring Robust calendar capability that spans across organizational boundaries Subscribe to events to synchronize with personal calendars (e.g. Outlook) Calendar fields can be customized to meet specific data needs Tight integration with MAX Collect enables full scale data collections including scheduling, tracking, and analytics 13

14 Document Assemble Enables assembling (i.e. combining) multiple Word, Excel, PDF, image, and PowerPoint into a single integrated Word document. Documents to be assembled can be located on the same or different Community pages Document Compare (merge) Enables comparing (merging) multiple Word attachments against a starting document. Track changes (with attribution) will highlight all differences.

15 Keep track of your data and don t recreate the wheel MAX Collect and MAX Analytics allow you to re-use data. Collect once report many times MAX Community provides a best in class wiki based knowledge and document management solution for a fraction of the cost of other options MAX Search makes it easy to look across your organizations data and find similar data already collected MAX Watcher s help you know what is going on in your agency Access controlled by groups and administered by users

16 Knowledge Management is only effective when content maintenance is integral to an organization s normal activities. By using the MAX Community, MAX Collect, and MAX Analytics for information sharing, collaboration, data collection, analytical, & publishing activities, the knowledge content base automatically accumulates. The Community s powerful capabilities for organizing and multi purposing content can then transform this content into organizational knowledge.

17 MAX Shared services allows you to build new solutions for a fraction of the cost of traditional IT projects. Average savings of over 50% MAX Partners that have built major IT Systems using MAX Shared Services include: Department of Commerce Navy Bureau of Medicine Department of Justice Office of Government Ethics And many more

18 MAX Vision and Roadmap for Government wide Advanced Collaboration Core Services FISMA compliant secure hosting facility Self service user provisioning Gov t wide user profiles, identity Content Sharing, Social Information Management Advanced Groups Enterprise wiki & comments Document management Data Collection & Publications Gov t wide configurable data collection Delegated, point of origin sourced data entry Analytics & Business Intelligence Reporting Social Applications Real time Collaboration Web Meetings & Online events Shared virtual desktops for collaboration Gov t wide SSO Content privacy rules Workflow and notifications Dynamic pivot table browser Secure surveys Instant messaging, real time chat Delegated administration Portal & Microsites Granular data security and tracking Data Transformation (ETL) Dedicated blogs & forums Unified Communications Federated Search Multi agency Directory Service Mashups Simultaneous Editing Document production Business Intelligence (*best of breed) Collaborative Ideation, Q&A Skype for Government Virtual desktops for Telework (serviceable) Location based Functionality (Content / Apps) E mail Integrated Collaboration Social customer service/support SaaS Camera ready publishing Linked open data, semantic web Database as a service Data Exploration, Analysis as a service Images, audio & video streaming Scribd like secure social documents Deviceindependent Functionality (Mobile / Tablet) Images, audio, video streaming Mobile and Tablet data collection Dropbox for Government (advanced file sharing) Function Status Color Codes: Available (Best of Breed) Available (Serviceable, in progress) Within six months Within 1 2 years (faster with funding) Envisioned Waiting for funding 18

19 MAX.gov Cloud Services Capabilities Sponsored by The Budget Formulation and Execution Line of Business (BFELoB) BFELoB Organization and Contacts: LoB Executive Sponsor: Courtney Timberlake, Assistant Director for Budget, OMB Managing Partner: Tom Skelly, Director of Budget Service, Education Policy Lead: Andy Schoenbach, Chief, Budget Systems Branch, OMB Deputy Policy Lead: Phil Wenger, OMB Program Management Office Lead: Mark Dronfield, Education MAX Federal Community Lead: Ryan Harvey, OMB MAX Analytics Lead: Dan Chandler, OMB MAX Authentication Lead: Barry Napear, OMB MAX Collect Lead: Tom Bullers, OMB MAX Calendar Lead: Steve Wynands, OMB Contact the Budget LoB at: Learn More about the Budget LoB at: Visit the Community at: (Federal government employees only) 19