OMB Supporting Statement - VR External Survey - part B

SUPPORTING STATEMENT FOR REQUESTS FOR APPROVAL UNDER
THE PAPERWORK REDUCTION ACT AND 5 CFR 1320

Tennessee Valley Authority (TVA) - Valley Relations External Stakeholder
Survey
B. Statistical Methods
Survey analysis includes the use of summarization techniques such as counts, frequencies, and means.
Statistical calculations include margin of error, statistical significance, variation, and standard deviation.

The following is from the instructions for completing the supporting statement:
B. Collections of Information Employing Statistical Methods
The agency should be prepared to justify its decision not to use statistical methods in any case where such methods
might reduce burden or improve accuracy of results. When Item 17 on the Form OMB 83-I is checked, "Yes," the
following documentation should be included in the Supporting Statement to the extend that it applies to the methods
proposed:
1. Describe (including a numerical estimate) the potential respondent universe and any sampling or other respondent
selection methods to be used. Data on the number of entities (e.g., establishments, State and local government units,
households, or persons) in the universe covered by the collection and in the corresponding sample are to be
provided in tabular form for the universe as a whole and for each of the strata in the proposed sample. Indicate
expected response rates for the collection as a whole. If the collection had been conducted previously, include the
actual response rate achieved during the last collection.
The potential respondent universe includes all 600 (approximately) external stakeholders served by the
Valley Relations organization. No subset will be used. The entire group will receive the survey and have an
opportunity to provide input. The following table shows the approximate number of survey recipients
divided by congressional district office level, state level, and local level.

Number of Survey
Recipients
(Approximate)

Congressional District
Office Level

State Level

Local Level
(City or County)

75

250

275

Approximately 600 Total
Response rate is expected to be approximately 30 percent.
2. Describe the procedures for the collection of information including:
* Statistical methodology for stratification and sample selection,
* Estimation procedure,
* Degree of accuracy needed for the purpose described in the justification,
* Unusual problems requiring specialized sampling procedures, and
* Any use of periodic (less frequent than annual) data collection cycles to reduce burden.
The completed surveys will be collected and provided to a TVA statistician who specializes in organizational
performance. The statistician will analyze and summarize the results using simple descriptive statistics

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(mean, count, standard deviation). Margins of error based on 95 and 99% confidence intervals will be
calculated and reported. The statistician will prepare a report of results and findings. Valley Relations will
use the report to determine current performance levels related to the two performance indicators regarding
the service Valley Relations provides its external stakeholders. Valley Relations will also use the results to set
goals for the next fiscal year.
Statistical methodology for stratification and sample selection--No sample selection of the “universe” covered
by the collection will be utilized. Stratification of the data will be based on government office level (i.e.,
Congressional District Office Level; State level; Local Level) where applicable1.
Estimation procedure—margins of error will be calculated for the mean results which will be used in setting
reasonable and meaningful goals for next year2. Since the targets for customer satisfaction are expressed in
percent favorable, or percent satisfied, margin of error calculations will be based on the binomial
distribution. Given the small universe of possible responses, a finite population correction factor will be used
in the determination of the margin of error.
Degree of accuracy needed for the purpose described in the justification—The degree of accuracy will be
directly proportional to the response rate and observed mean level of results since the binomial distribution
will be used in the margin of error calculations. A margin of error of +/- 5% at a mean satisfaction rate of
80% is desirable.
Unusual problems requiring specialized sampling procedures--none anticipated
Any use of periodic (less frequent than annual) data collection cycles to reduce burden--none
3. Describe methods to maximize response rates and to deal with issues of non-response. The accuracy and
reliability of information collected must be shown to be adequate for intended uses. For collections based on
sampling, a special justification must be provided for any collection that will not yield "reliable" data that can be
generalized to the universe studied.
Various steps will be taken to improve the survey response rate including:
• Recipients receiving an advanced notice (postcard) notifying them of the upcoming survey.
• Area district managers will verbally notify survey recipients of the upcoming survey.
• Prior to the survey deadline, area district managers will remind survey recipients of the
approaching deadline.
Accuracy and Reliability of Information Collected: The survey will ask external stakeholders specific, easyto-understand questions, which will reduce the possibility of confusion and could reduce the response rate.
The survey is intended to provide specific feedback related to performance indicators on the Valley Relations
report card. Questions on the survey are directly related to those performance indicators.
4. Describe any tests of procedures or methods to be undertaken. Testing is encouraged as an effective means of
refining collections of information to minimize burden and improve utility. Tests must be approved if they call for
answers to identical questions from 10 or more respondents. A proposed test or set of test may be submitted for
approval separately or in combination with the main collection of information.
None

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The stratification pool for the Congressional Offices is likely too small to be of use. However, in the case of State
Level, and Local Level constituents, it is likely that stratification of their responses will result in useful goal setting
information. For example assuming a 30% response rate, the margin of error based on a 95% confidence interval
and using a finite population correction factor for State Office Levels at an average satisfaction rate of 80%, is +/7.7%.
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Meaningful improvement targets should generally be greater than or equal to the margin of error.

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5. Provide the name and telephone number of individuals consulted on statistical aspects of the design and the name
of the agency unit, contractor(s), grantee(s), or other person(s) who will actually collect and/or analyze the
information for the agency.
Name of individual who will collect and analyze the information for Valley Relations:
Dr. Darren Smith
Program Manager, Cultural Health Index
Tennessee Valley Authority
400 West Summit Hill Drive
Knoxville, Tennessee 37902
(865) 632-7768

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