Each year, our federal clients must submit budget justifications (Exhibit 300s) for major acquisitions and major information technology (IT) systems or projects. Each budget submission—mandated by the Office of Management and Budget (OMB) through the Department of Commerce (DOC)—is used to review funding requests and to evaluate new and ongoing projects. Each Exhibit 300 explains the relationship between the project description and its importance to an agency’s mission. It also provides detailed budget estimates of all operations and maintenance costs, the project’s acquisition strategy, and a technical description of the proposed solution, risk management policies, the project schedule, the program management efforts, and security practices. Typically, our federal clients receive notification of the need to submit Exhibit 300s only 10 days prior to the first submission deadline.

The Solution

Noblis has been supporting federal clients in the Exhibit 300 process since the late 1990s. During that time, Noblis has been influential in shaping the internal reporting schema for its clients, as well as providing support for meeting all federal guidelines. As our federal clients strive to meet the rapidly changing reporting requirements, Noblis will continue to support the Exhibit 300 process by providing guidance, tools, and expertise in various technical areas.

The Information Resources Division of the Federal Bureau of Investigation (FBI) asked Noblis to help bridge the gap between the concepts that needed funding and the additional data required to get the programs funded. A Noblis team prepared Exhibit 300s for six FBI program initiatives. In each case, Noblis helped define the program or initiative and identify feasible technical solutions. After addressing the cost, schedule, and technical risk areas, Noblis assisted in the preparation of high-level budgetary estimates. The Noblis team combined information from existing documentation, FBI vision statements, and additional Noblis-developed data to meet OMB’s requirements.

Noblis has been instrumental in helping clients sort through the vague guidance for completing Exhibit 300s. The IT security plans developed by Noblis became the basis of the IT security sections in the Exhibit 300s; these plans also met the federal clients’ Certification and Accreditation requirements. For IT programs, Noblis also develops and maintains the IT Architecture documentation. Excerpts from these documents are used to fulfill the project/program Exhibit 300 reporting requirements. In addition, Noblis helps clients prepare eGov and the Federal Enterprise Architecture responses to support the Exhibit 300 process and helps them meet the reporting requirements for data calls—including Architecture Capability Maturity Model Assessments—for line offices and operating units.

Based on its initial experience with Noblis in the preparation of Exhibit 300s, the National Oceanic and Atmospheric Administration (NOAA) opted to adjust its Exhibit 300 reporting process. Noblis worked with NOAA to determine the options on the project level and the impact on the individual submissions in order to produce the overall organization submission. Noblis also developed tools to ensure proper reporting of financial resources across the organization.

After the annual Exhibit 300 submissions are completed, Noblis develops supporting documentation and tools to provide consistency and traceability among the individual annual submissions. In addition, Noblis identifies gaps in the client’s internal Exhibit 300 process and data and then makes recommendations to management for improving the next Exhibit 300 reporting cycle.

The Outcome

Noblis’ support of its federal clients in the Exhibit 300s arena continues to grow. Noblis’ non-competitive stance gives it “trusted agent” status and working-level access to both long-range planning and information that is technically and financially procurement-sensitive. Noblis works hand in hand with its federal clients to develop these highly visible reports. As an outside entity, Noblis adds perspective that ensures continuity and consistency and also provides expertise in such areas as risk analysis, Federal Enterprise Architecture, IT security, and financial analysis.

During the past four years, the Exhibit 300 support for NOAA has increased to include seven new and existing programs in 2003. For new programs, Noblis works with the client to identify its proper place in the reporting process, then works independently to develop the appropriate responses for the client’s review. The client relies on Noblis to decipher form and content changes, identify new requirements, develop the appropriate response, and meet submission deadlines. In 2004, it is anticipated that Noblis will support the development and submitted of 10 Exhibit 300s for NOAA.