BFEM Discussion of Capabilities and

Requirements for HUD

April 2013

BFEM Overview

BFEM is managed and operated by the Administrative Resource Center, a member of the Treasury Franchise Fund.

Program funding provided by inter-agency agreements with customer agencies.

BFEM is a 100% government owned application, so customer agencies do not pay licensing costs (open source software).

Annual firm-fixed price fees provide for shared service support. Federal program management Application hosting and database support System development and enhancements Level of direct operational support services desired

BFEM Overview

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Staff of Seventeen (FY 2013)• Budget Professionals with Process Management Expertise• Project Management (PMBoK) • Application Experts• Operations and Maintenance Developers

Application• 100% Government Owned and Operated• Low Cost, Low Risk, Subscription Service• Variety of Operational Service Level Paradigms• Two modules can function independently or linked together

• BFEM (Budget Formulation and Execution Manager)• PMM (Performance Measure Manager)

BFEM Customers and Awards

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• President’s Award for Management Excellence – 2008• American Council for Technology Excellence.gov Award Finalist – 2011 and 2012• Federal Computer Week “Federal 100” – March 2012

• Department of Homeland Security• Department of State• US House of Representatives• Administration of Children and Families (HHS)• US Agency for International Development• U.S. Air Force (Implementation Project)

• Department of Justice• Department of the Treasury• US Forest Service• Corporation for National and Community Service• US Agency for International Development OIG

• Department of Energy• National Aeronautics and Space Administration

• Department of the Treasury• Administrative Resource Center

Budget Formulation Customers

Performance Management Customers

Program Awards

Benefits of Shared Service

Common project management lowers administrative costs.

Centralized infrastructure minimizes support costs.Knowledge sharing saves development expenditures.Generic solutions to specific problems means

development for one customer benefits all.Experienced staff with a proven history of successful

Departmental and Bureau-level formulation and performance implementations

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Key Challenges and Solutions

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Requirements Challenge Solution

Data Collection

•Distributed data calls•Many initiatives with significant information•Large amount of Numbers and Text•Unique challenges for each decision unit

• Web Based Centralized Repository of Numbers and Text• Self service configuration, administration, and document templates• Ease of Use for both Decision Units and Budget Office

Data Quality

•Significant amount of data with significant amount of stakeholders results in many versions with little or no change control•Multiple copies of the same number in different document sections causes synchronization challenge

• Single instance of all Numbers and Documents• Audit trail for all Number and Document Changes• Self service security for governing data access

Document Creation and Formatting

•Need consistent format from numerous sources•Need easy instructions for decision units•Consolidating documents and numbers from all sources causes bottleneck and large workload

• Automatic Document Creation• Automatic Merging of Numbers into Documents• Consistent Format from Consistent Templates• Flexible Documents allow unique content (tables, charts, graphs etc)

Change Management

•Process is inherently iterative, change always happens•Change requires large efforts for updating document, numbers in document and consolidation of documentation.

• Automatic Updates of Numbers in Text• Re-Creation of CJ and reports as simple as a click of a button

Documents•Generated Tables•MS Word Text

Document Engine

Data Structure

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System Framework

Interface

Import

Reloadable Spreadsheet

Document Upload

Data Elements•Data Set

─ Creates work space•Organization─Establishes hierarchy•Generic Data Point

─ Defines data type•Modification

─ Used to change data•Allocation─Distribute values to common categories•Generic Attribute─Text field attached to an org, mod, or allocation.

Enter Data Manage Data Use Data

Disc. $ inThousands FTE

Mod

Mod

Organizations

Sets Generic Data Points

Excel Reports•JAVA•Hierarchy

Export

Reloadable Spreadsheets

Change Data

Change Data

AllocationBudget Object Class

•1100 Personal Services•1200 Contacts•1300 Equipment

AllocationStrategic Goal

•Goal One•Goal Two•Goal Three

Generic Attributes•Program Code•Category Code•Tracking Number

XYZ

1999z100

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User Interaction - Worksheets

Web 2.0 Cloud Solution• GWT

Worksheet by:• Organizations• Report Hierarchies

Configurable Columns• Colors of Money• FTE’s• Anything that is

quantifiable

Configurable Mod TypesReal Time Calculations

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Word Report Output

Microsoft Word Templates Templates collected for:

* Organizations* Modifications* Allocation Values

Dynamic Tables Single Source for all

Numbers!

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Excel Report Output

Custom Written into our Customers’ formats

Native MS Excel Formulas for local gaming Multiple “Sets” (columns) Multiple Worksheets

Preliminary Assessment of BFEM’s ability to meet HUD Core Budget Formulation and Forecasting Functions

Assemble Budget

Scenarios

Reports Documents

Model Calculation

Data Validation

Import Data

Model Calculation

Model Calculation

Model Calculation

Data Validation

Data Validation

Data Validation

Import Data Import Data

Import Data

Import data, validate data, and calculate budget models for multiple programs

Workflow

LegendCan be accomplished with current BFEM requirements

Not existing BFEM functionality, but possibly feasible with future development

Need more information to make assessment

Requires modest software enhancements to existing BFEM capabilities

A BFEM Subject Matter Expert’s review of the Next Generation Management System (NGMS), Budget Formulation and Forecasting Requirements Definition, dated March 8, 2013 identified the above core functions. Each core function cuts across multiple HUD requirements. For example, the function import data creates the ability to meet “1.1 Data Import Process,” 3.3 Upload PD&R PHA Level Inflation Factors,” and other similar requirements. The box colors reflects a preliminary assessment of BFEM’s ability to accomplish most of the sub-requirements related to that function. This assessment is based on a limited review of the requirements and could be revised with additional analysis.