electronic storybook OMB clearance supporting statement final

National Endowment for the Arts Supporting Statement
Collection of Information for the Creation of the Creative Placemaking Electronic
Storybook
A. Justification
1. Explain the circumstances that make the collection of information necessary.
Identify any legal or administrative requirements that necessitate the
collection. Attach a copy of the appropriate section of each statute and
regulation mandating or authorizing the collection of information.
The proposed questionnaire will serve to gather information for the NEA’s C13-18
“Electronic Storybook” project. This web-based resource, focused on Creative
Placemaking (CP), will serve as a practical guide and source of case study
information for CP practice. Although CP has been a growing field for the last 20
years and a programmatic focus for the National Endowment for the Arts since
2009, a comprehensive and accessible resource for policymakers, practitioners, and
the public-at-large does not exist. To support the continued growth in CP, and the
CP community, the questionnaire will facilitate the creation of this resource.
Creative Placemaking happens when communities and local governments, in
collaboration with artists, designers and art organizations, work to improve quality of
life, encourage creative activity, create community identity and a sense of place, and
revitalize local economies. To improve public understanding of communities'
successes and challenges with CP, the NEA, in collaboration with a consultant team
lead by GO collaborative, will develop the “Electronic Storybook” to document
community outcomes, lessons learned, and experiences associated with projects
that received NEA funding through the 2010 Mayors’ Institute on City Design 25 th
Anniversary Initiative (MICD25) and 2011 Our Town initiative.
This interactive, online resource will be designed for use by policy-makers, CP
practitioners, NEA applicants, and the public-at-large. The storybook will serve as a
practical guide for communities planning or implementing their own Creative
Placemaking projects. It will provide succinct case studies, key themes, and
applicable lessons learned for both specific types of projects and for overall creative
placemaking efforts. Descriptive data will communicate the short-term impacts of
recent or ongoing projects.
The questionnaire has been designed based on the findings of initial case study
research done with five exemplary NEA 2010-2011 projects (May - June 2013).
Questions are structured to gather project information in support of the “Electronic
Storybook” project goals and will supplement information provided through initial
grant applications, final reports, and additional supporting data, as provided by
project leaders. The questionnaire is needed because the previously collected data
does not provide the scope and breadth of information needed to create the online
resource, which will include full project narratives, key themes, lessons learned, and
project impacts for more than 70 NEA-funded projects.

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2. Indicate how, by whom, and for what purpose the information is to be used.
Except for a new collection, indicate the actual use the agency has made of
the information received from the current collection.
The information gathered through the questionnaire will be used to support the
creation of web-based content for the future “Electronic Storybook”. The content will
include project narratives, explanations of lessons learned, explanations of barriers
to success, listing of short-term impacts, and identification of key themes found
within each project and across projects. The Storybook will be accessible to the
public-at-large through the NEA’s website.
The questionnaire will be developed through a collaborative process between the
project’s consultant team and NEA staff. It will be distributed electronically and
collected by the consultant firm GO collaborative.
3. Describe whether, and to what extent, the collection of information involves
the use of automated, electronic, mechanical, or other technological collection
techniques or other forms of information technology, e.g., permitting
electronic submission of responses, and the basis for the decision for
adopting this means of collection. Also describe any consideration of using
information technology to reduce burden.
In order to minimize respondent burden, the questionnaire will be distributed
electronically through available survey software (such as Survey Monkey).
4. Describe efforts to identify duplication. Show specifically why any similar
information already available cannot be used or modified for use for the
purposes described in Item 2 above.
As part of the standard grant reporting process, project information previously
submitted to the NEA includes the initial grant application (2010 or 2011) and may
include a Final Descriptive Report (FDR) and additional supporting material (2010 –
2012). However, these standard reports are not designed to collect the kind of
information that is the focus of this project. Additional information will be needed in
order to create an up-to-date project narrative, illustrate first-hand reflections on
lessons learned, and address the “Electronic Storybook” project goals.
To avoid unnecessary duplication, the questionnaire will be adapted per project,
based on the information previously reported. For example, if a respondent’s
organization has already submitted a FDR to the NEA, some questions are
unnecessary. Such questions have been removed from the version of the
questionnaire that will be given to respondents who have already completed this
standard reporting.
For the final distribution three types of questionnaires have been constructed: one
for respondents from whom significant project information has been collected, one
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for respondents from whom we there is only the initial project application and FDR,
and one for respondents from whom we there is little received information.
5. If the collection of information impacts small businesses or other small
entities, describe any methods used to minimize burden.
The questionnaire will be distributed to project leads (which include staff at local
governmental agencies or non-profit organizations.) The questionnaire has been
developed with sensitivity to the constraints faced by these small, independentlyrun, non-profit organizations or small governmental agencies, in terms of the
estimated amount of time it will take to complete the questionnaire, and the careful
construction of questions.
In addition, as discussed above, the questionnaire has been tailored to eliminate
duplicative reporting by removing questions that a respondent has already answered
in other reporting to the NEA. Finally, special attention will be given to minimizing the
burden on applicants by ensuring all available data is carefully reviewed and
recorded before sending out the questionnaire.
6. Describe the consequence to federal program or policy activities if the
collection is not conducted or is conducted less frequently, as well as any
technical or legal obstacles to reducing burden.
If this information is not collected, the NEA will be unable to complete the Storybook.
There has been great demand from the NEA's constituents for more information
about how to achieve success in involving the arts in local community development
efforts, or what we refer to as 'creative placemaking.' The Storybook will be the first
time that case studies and other resources on creative placemaking projects will be
available to the public.
7. Explain any special circumstances that would cause an information collection
to be conducted in a manner:
 requiring respondents to report information to the agency more often than
quarterly;
 requiring respondents to prepare a written response to a collection of
information in fewer than 30 days after receipt of it;
 requiring respondents to submit more than an original and two copies of
any document;
 requiring respondents to retain records, other than health, medical,
government contract, grant-in-aid, or tax records, for more than three
years;
 in connection with a statistical survey, that is not designed to produce
valid and reliable results that can be generalized to the universe of study;
 requiring the use of a statistical data classification that has not been
reviewed and approved by OMB;
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that includes a pledge of confidentiality that is not supported by authority
established in statue or regulation, that is not supported by disclosure and
data security policies that are consistent with the pledge, or which
unnecessarily impedes sharing of data with other agencies for compatible
confidential use; or
requiring respondents to submit proprietary trade secrets, or other
confidential information unless the agency can demonstrate that it has
instituted procedures to protect the information’s confidentiality to the
extent permitted by law.

The information collection will not necessitate any of the special requirements noted
above.
8. If applicable, provide a copy and identify the date and page number of
publication in the Federal Register of the agency’s notice, required by 5 CFR
1320.8 (d), soliciting comments on the information collection prior to
submission to OMB. Summarize public comments received in response to that
notice and describe actions taken by the agency in response to these
comments. Specifically address comments received on cost and hour burden.
Describe efforts to consult with persons outside the agency to obtain their
views on the availability of data, frequency of collection, the clarity of
instructions and recordkeeping, disclosure, or reporting format (if any), and
on the data elements to be recorded, disclosed, or reported.
Consultation with representatives of those from whom information is to be
obtained or those who must compile records should occur at least once every
3 years--even if the collection of information activity is the same as in prior
periods. There may be circumstances that may preclude consultation in a
specific situation. These circumstances should be explained.
The first Federal Register Notice was 78 FR 19534, published on 04/01/2013. No
public comments were received in response to this notice. The second Federal
Register Notice, FR Doc. 2013–20090, published on 08/19/2013.
Data collected in response to the questionnaire will be original to the individual CP
projects and specific to the questions asked. Therefore, the data provided in
response to the questionnaire will not be available from other sources. Because the
data being collected will not be available through other sources, other persons
outside the agency were not consulted regarding the obtaining of this data.
9. Explain any decision to provide any payment or gift to respondents, other than
remuneration of contractors or grantees.
Not applicable. Neither the NEA nor the consultant team will provide any payments
or gifts to respondents.
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10. Describe any assurance of confidentiality provided to respondents and the
basis for the assurance in statute, regulation, or agency policy.
Respondents will be told that all information provided within the questionnaire will be
used for the goals of creating succinct case studies, identifying key themes, listing
lessons learned and identifying the short-term impacts of the project, and therefore
will not be confidential in nature. Respondents will also be informed that the
information provided might be used to report aggregate descriptive statistics of
similar types of projects. Any information that is specific to the project will be sent to
the project manager for review before publication on the website.
11. Provide additional justification for any questions of a sensitive nature, such as
sexual behavior and attitudes, religious beliefs, and other matters that are
commonly considered private. This justification should include the reasons
why the agency considers the questions necessary, the specific uses to be
made of the information, the explanation to be given to persons from whom
the information is requested, and any steps to be taken to obtain their
consent.
No questions of a sensitive nature are included in the information collection.
12. Provide estimates of the hour burden of the collection of information. The
statement should:
 Indicate the number of respondents, frequency of response, annual hour
burden, and an explanation of how the burden was estimated. Unless
directed to do so, agencies should not conduct special surveys to obtain
information on which to base hour burden estimates. Consultation with a
sample (fewer than 10) of potential respondents is desirable. If the hour
burden on respondents is expected to vary widely because of differences
in activity, size, or complexity, show the range of estimated hour burden,
and explain the reasons for the variance. Generally, estimates should not
include burden hours for customary and usual business practices.
 If this request for approval covers more than one form, provide separate
hour burden estimates for each form and aggregate the hour burdens.
 Provide estimates of annualized cost to respondents for the hour burdens
for collections of information, identifying and using appropriate wage rate
categories. The cost of contracting out or paying outside parties for
information collection activities should not be included here. Instead, this
cost should be included in Item 14.
ESTIMATED BURDEN (IN HOURS)
The aim of the questionnaire is to collect grant project data, while at the same time
minimizing the burden placed upon questionnaire recipients. If project data exists, we
will provide the existing data to the respondent within the questionnaire with the
following text:
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“Data previously provided to the NEA addresses the above question. Please confirm or
edit the information found below. Additional comments are welcome.”
Thus each survey will be tailored to the recipient. The response burden
is estimated according to the amount of time it will take respondents to either: 1)
complete the question, or 2) confirm/edit the response data previously provided. A 3
hour maximum response time is anticipated for all responses. This estimate is being
applied to all questionnaires as project information will continue to be reported and
collected over the coming months. As new project information comes in, specific
project questionnaires will be updated.
The chart below shows the two basic types of grant recipients for the NEA MICD25 and
Our Town grant projects: non-profit organizations and governmental agencies. Figures
are based on a one-time response for each project. The maximum expected time
required per respondent is 3 hours.
Type of Primary
Contact for Projects

# of Project
Contacts

Maximum Expected Time per
Respondent (Hours)

Maximum Reporting
Burden (Hours)

Nonprofit Orgs

36

3

108

Gov Agencies

31

3

93

TOTALS

67

201

The estimated number of respondents is based on one project contact for each of
the twenty-two MICD25 projects (eleven submitted by government agencies, and
eleven submitted by non-profit organizations) and fifty Your Town projects (twenty
two submitted by government agencies, and twenty eight submitted by non-profit
organizations).
The totals for each project type are computed as follows:
Non-profit organizations:
39 total MICD25 / Our Town 2011 projects
-3 project who received in-depth site visits
36 total non-profit led projects
Government agencies:
33 total MICD25 / Our Town 2011 projects
-2 project who received in-depth site visits
31 total government agency led projects
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The total hourly burden is estimated at 201 hours. Questionnaire responses will be a
one-time occurrence.
COST TO RESPONDENTS/APPLICATIONS
Type of
Recipient

# of
Project
Contacts

Average
Expected
Time per
Respondent
(Hours)

Total
Expected
Hours

Average
Hourly
Wage

Total

Nonprofit Orgs

36

3

108

$30

$3,240

Gov Agencies

31

3

93

$34

$3,162

TOTALS

67

$6,402

TOTAL COST TO RESPONDENTS = $4,268
The total estimated burden to applicants and grantees combined is $6,402 ($3,240
for non-profit organization and $3,162 for government organizations.) Salaries for
personnel at nonprofit organizations and government agencies will be estimated
based on a sampling of salaries presented in current applications.
Questionnaire has been designed to be answered to by the primary project manager
in a manner that will not need the assistance of additional administrative staff in
order to complete.
13. Provide an estimate of the total annual cost burden to respondents or
recordkeepers resulting from the collection of information. (Do not include the
cost of any hour burden already reflected on the burden worksheet.)
 The cost estimate should be split into two components: (a) a total capital
and start-up cost component (annualized over its expected useful life) and
(b) a total operation and maintenance and purchase of services
component. The estimates should take into account costs associated with
generating, maintaining, and disclosing or providing the information.
Include descriptions of methods used to estimate major cost factors
including system and technology acquisition, expected useful life of capital
equipment, the discount rate(s), and the time period over which costs will
be incurred. Capital and start-up costs include, among other items,
preparations for collecting information such as purchasing computers and
software; monitoring, sampling, drilling and testing equipment; and record
storage facilities.
 If cost estimates are expected to vary widely, agencies should present
ranges of cost burdens and explain the reasons for the variance. The cost
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of purchasing or contracting out information collection services should be
a part of this cost burden estimate. In developing cost burden estimates,
agencies may consult with a sample of respondents (fewer than 10), utilize
the 60-day pre-OMB submission public comment process and use existing
economic or regulatory impact analysis associated with the rulemaking
containing the information collection, as appropriate.
Generally, estimates should not include purchases of equipment or
services, or portions thereof, made: (1) prior to October 1, 1995, (2) to
achieve regulatory compliance with requirements not associated with the
information collection, (3) for reasons other than to provide information or
keep records for the government, or (4) as part of customary and usual
business or private practices.

Not applicable. There are no annual costs to respondents or recordkeepers resulting
from this collection of information.
14. Provide estimates of annualized cost to the federal government. Also, provide
a description of the method used to estimate cost, which should include
quantification of hours, operational expenses (such as equipment, printing,
and support staff), and any other expense that would not have been incurred
without this collection of information. Agencies may also aggregate cost
estimates from Items 12, 13, and 14 in a single table.
There is no additional cost to the federal government for this collection. All activities
are being conducted under an existing contract.
15. Explain the reasons for any program changes or adjustments reported on the
burden worksheet.
Not applicable.
16. For collections of information whose results will be published, outline plans
for tabulation and publication. Address any complex analytical techniques that
will be used. Provide the time schedule for the entire project, including
beginning and ending dates of the collection of information, completion of
report, publication dates, and other actions.
The techniques that will be used to analyze the collected data will include basic
qualitative data coding techniques along with descriptive statistics. No regression
techniques, either simple or complex, will be used.
Time Schedule for entire project:
PHASE ONE
During Phase One, the contractor will create specific navigation and branding
concepts and determine all technical requirements for the website.
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PHASE TWO
Phase Two focuses on the information collection and the creation of webpage
templates and wireframes. Questionnaires will be distributed when OMB approval is
received and initial findings and lessons learned will be written up. The design
component of Phase Two will comprise the creation of wireframe templates, skin
designs, finalization of site functionality, and the building of a basic site with initial
placeholder art and sample elements.
The milestones of Phase Two are:
Data: Organize Initial Project Data
Design: Create 2-3 Wireframe Templates
Design: Create Skin Design
Technical: ALPHA
Data: Distribute Questionnaire to 70 Projects
Data: Finalize Questionnaire Data with Project Contacts
Data: Write Project Summaries (Alec)
Data: Develop Overview Text
Data: Finalize All Project Data

Aug - Oct 2013
Aug - Sept 2013
Sept - Oct 2013
Oct - Nov 2013
Oct 2013
Oct - Nov 2013
Oct 2013 - Feb 2014
Oct 2013 - Feb 2015
Jan - Feb 2014

PHASE THREE
Phase Three of the project focuses on the final production of the Electronic
Storybook. The final project data will be analyzed and reviewed in order to create
introductory text and “chapter” overviews. The contractor will focus on the creation
of final website templates, assembling the site data and art, and testing the site
functionality. The final website is scheduled to be presented in June 2014.
Phase Three project milestones include:
Design: Final Design
Technical: BETA
Video: Videotaping of selected projects
Design: Final Production
Technical: FINAL
All: Presentation of Final Product

Dec 2013
Jan - Mar 2014
Feb - Mar 2014
Mar - May 2013
Mar - May 2013
June 2014

17. If seeking approval to not display the expiration date for OMB approval of the
information collection, explain the reasons that display would be
inappropriate.
Not applicable
18. Explain each exception to the certification statement identified in
“Certification for Paperwork Reduction Act Submissions.”
Not applicable. There are no exceptions to the certification statement.

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