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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EachAgencyHasItsOwnSpacewithItsOwnLogo,andbothInternal

&InterdepartmentalCollaborationAreas

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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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Government‐wideDirectoryofallMAXUserswithQuickSearch

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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

A1

Slide 17

A1 Document Assemble can now do WORD or PDF. Need to add the PDF symbolAuthor, 08/12/2015

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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DataEntrySectionTypes

EnhancedGrid

Paragraph‐PlainText

Paragraph–RichText

ShortText

Attachments

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DataExports

DefaultPublication CustomPublication

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UserRolesandWorkflow

UsersorMAXGroupscanbeassignedrolesattheExercise,Category,SubCategoryorItemLevel

EachItemisassociatedtoaWorkflowPhase

WorkflowPhases:• Setup• Authoring• InitialReview• Collaboration• FinalReview• Publish

Example:FullyPaginatedTableofContents&IndexedCategorizations

…andFull‐TextSearch

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Example:BriefingBookwithBulletedTalkingPoints,In‐lineTableandChart

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Example:PublishedTablesinthePresident’sBudgetAnalyticalPerspectives

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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

IntegratedGISMapping

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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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UsingMAXCommunityOMBDirector’sReview

HowOMBusesMAXCommunitytoproducetheOMBDirector’sReviewBooks

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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

CentralizedLocationforTrackingDocumentWorkflow

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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

Over200BudgetHighlightsusedtoBuildFactSheets

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Budget Highlights used in multiple Fact Sheets

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FY16KeyIssuesFactSheetsonWhitehouse.gov

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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

Workflow&Dashboards

Workflow&Dashboards

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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

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BenefitsofMAXCollectSTRUCTUREDDATA

CONSISTENTINFORMATIONCOLLECTION

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BenefitsofMAXCollect

WORKFLOWMANAGEMENT

CONSISTENTFORMATTINGANDPUBLICATION

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:BudgetLoB@ed.govAboutMAX.gov:www.MAX.gov Contact:MAXSupport@omb.eop.gov or(202)395‐6860

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MAX.govCloudServicesCapabilities