OMB Memo and 8 Attachments

OMB Memo

Group Quarters Electronic Response (eResponse) Data Test

OMB Number 0607-0971

October 24, 2016

During the years preceding the 2020 Census, the Census Bureau will pursue its commitment to reducing the costs of conducting a decennial census while maintaining our commitment to quality. The Census Bureau will streamline data collection processes and implement new and improved methods to count the U.S. population for the 2020 Census. One such method is the use of electronic response (eResponse) data. This includes counting individuals residing in Group Quarters (GQs), such as college residence halls, residential treatment centers, skilled-nursing facilities, group homes, correctional facilities, military installations, and locations servicing individuals experiencing homelessness.

Under the generic clearance for 2020 Census Field Tests to Automate Field Data collection Activities (OMB number 0607-0971), the Special Enumerations Branch (SEB) in the Decennial Census Management Division of the U.S. Census Bureau plans to conduct the Group Quarters Electronic Response (eResponse) Data Test from April 2017 through July 2017. The purpose of the Group Quarters eResponse Data Test is to test the capability to receive these eResponse data electronically from GQ administrators within Census Bureau processing systems. This test will enable the Census Bureau to receive and extract data into a useful format. The specific data items requested on an eResponse data file include GQ type code, primary GQ contact name, name of GQ, address of GQ, telephone number of GQ, business email address of GQ contact, maximum number of people who live/stay in the GQ, and demographic information for the residents who live/stay in the GQ. The Census Bureau will examine the efficiencies provided by receiving these records via a secure electronic transfer protocol, as well as study the potential for using eResponse data for universe frame building and enumeration for the 2020 Census.

The Census Bureau will use a secure file transfer protocol system identified by Census’ Office of Innovation and Implementation. The system will allow for secure file transmissions. Title 13 requires that secure means be used at all times for the collection and transmission of personally identifiable data, such as from residents of a GQ facility. The secure file transfer protocol system planned for use in this test enables the Census Bureau to promise GQ stakeholders confidentiality of collected data.

The SEB staff will engage approximately 470 GQ administrators (stateside and Puerto Rico); many were previous umbrella organizations that participated in the Group Quarters Electronic Transfer Capability Survey (GQETCS), a pre-test survey conducted under the generic clearance for questionnaire pretesting research (OMB number 0607-0725). These umbrella organizations agreed to provide address and client-level data for all GQ facilities under their jurisdiction for the Group Quarters eResponse Data Test. The GQETCS was conducted September 21, 2015 through November 30, 2015. The key finding from the 105 responding agencies that participated in the GQETCS are:

• 73.3% have electronic administrative records available

• 72.4% are able to transmit electronic administrative records to Census

• 68.4% can provide an electronic file in Excel format

• 53.3% are willing to participate in the Group Quarters Electronic Transfer Test (GQETT)

The U.S. Census Bureau will mail data requests to each GQ administrator utilizing an express mail delivery service such as FedEx. The GQ administrator will be provided with a data request letter, login information (individual user ID and password), and instructions on how to access a secure Census Uniform Resource Locator, or internet site address, to upload and submit their data file directly to Census Bureau headquarters. Administrators will have two options to provide an eResponse data file. The first is to upload their own “as-is” data file (preferably in Excel format) or other commonly used formats, such as SPSS or Text, and provide accompanying documentation such as a data dictionary that would explain the data fields. The second option is for administrators to download a Census provided Excel spreadsheet template and copy and paste their information into the spreadsheet. SEB will remind administrators to submit their data file as needed with an email and/or telephone call.

After accessing the secure internet site and logging in, a link to the Privacy Act Statement (see attached) will be displayed to inform the administrator of 1) the collection authority for the survey, 2) the purpose of the collection, 3) the use for the collection and disclosure information, and 4) a statement regarding the voluntary submission of personal information and the consequence for not providing it. The total estimated burden for GQ administrators to respond to the eResponse Test is 235 hours (470 administrators x 30 minutes).

The following reference documents are attached:

• Attachment 1 – Data request letter from Lisa Blumerman, Associate Director for the 2020 Census and Decennial Census Programs

• Attachment 2 – Privacy Act Statement

• Attachment 3 – Paperwork Reduction Act Statement

• Attachment 4 – Screen Shots of the Group Quarters Electronic Response (eResponse) Data Test Collection Site

• Attachment 5 – GQ Standard Record Layout (ICR) Template

• Attachment 6 – GQ Standard Record Layout (MCR) Template

• Attachment 7 – Reporting Instructions (currently under development using the GQ eResponse Upload Portal Screens as basis)

• Attachment 8 – Standard Address Format Guidelines

The primary contact person for questions regarding this effort is:

John R. Reese, Jr., Project Manager

U.S. Census Bureau

DCMD HQ-2H472C

4600 Silver Hill Road

Washington, DC 20233

Email: [email protected]

Phone: 301.763.9605

The secondary contact person for questions regarding this effort is:

Dora Durante, Chief

Special Enumerations Branch

U.S. Census Bureau

DCMD HQ-2H475

4600 Silver Hill Road

Washington, DC 20233

Email: [email protected]

Phone: 301.763.9371

Attachment 1

Dear Group Quarter Administrator:

In Fall 2015, the U.S. Census Bureau fielded the Group Quarters Electronic Transfer Capability Survey (GQETCS), designed to explore the availability of electronic group quarters address and client data, and the capability and willingness of GQ administrators, such as yourself, and/or each primary GQ contact under your jurisdiction (local, state, nationwide) to electronically transmit the requested data to the Census Bureau. The GQETCS was a pre-test initiative designed to gain insight into streamlining data collection processes to count the U.S. population for the 2020 Census.

The results of the GQETCS provided the Census Bureau with an increased level of confidence to move forward with testing the secure electronic transmission of both address and client-level response data. This test is called the Group Quarters Electronic Response (eResponse) Data Test, and will open for collection on April 1, 2017, and conclude on July 30, 2017.

Your willingness to participate in the eResponse Test will be instrumental in meeting our test goals. We specifically request your participation in the eResponse Test by submitting one response data file, preferably in Excel format that contains GQ address and client information for residents who live/stay in the GQ(s).

Upon logging in the secured eResponse Test site, please read the reporting instructions prior to uploading and submitting your data file directly to Census Bureau headquarters.

The U.S. Census Bureau is required by law to protect your information. The Census Bureau is not permitted to publicly release your responses in a way that could identify your business or your clients.

We would appreciate your timely response to the test. If you have any questions, please email the SEB staff at DCMD.Special.Enumeration.Branch.List@census.gov or call 301-763-9333.

Sincerely,

Lisa M. Blumerman

Associate Director for the 2020 Census and Decennial Census Programs

Enclosures:

Privacy Act Statement

Paperwork Reduction Act Statement

The Group Quarters Electronic Response (eResponse) Data Test collection is authorized under OMB number 0607-0971

(Approval Expiration – April 30, 2019).

Attachment 2

Privacy Act Statement

Authority for the collection of information for the Group Quarters Electronic Response (eResponse) Data Test is provided under 13 U.S.C. §§141 and 193.

The purpose of collecting this information is to explore the availability of using response data and test the capability to receive these data electronically from group quarters administrators and/or each primary GQ contact under their jurisdiction. Personal information collected includes contact name, name of agency, agency address, telephone number, and email address.

Disclosure of the information provided to us is permitted under the Privacy Act of 1974

(5 U.S.C. § 552a) and may be shared with other Census Bureau staff for the work-related purposes identified in this statement. Disclosure of this information is also subject to the published routine uses as identified in the Privacy Act System of Record Notice COMMERCE/CENSUS-5, Decennial Census Program.

Personal information submitted on this system is voluntary, however, failure to provide the information will affect the Census Bureau’s ability to conduct group quarters enumeration during the 2020 Decennial Census.

Attachment 3

Paperwork Reduction Act (PRA) Statement

Public reporting burden for this collection of information is estimated to average thirty minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to: Paperwork Project 0607-0971, U.S. Census Bureau, 4600 Silver Hill Road, Room 2H472A, Washington, DC 20233. You may e-mail comments to [email protected]; use "Paperwork Project 0607-0971" as the subject.

Attachment 4

Screen Shots of the Group Quarters Electronic Response (eResponse) Data Test Collection Site

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Screen Shots of the Group Quarters Electronic Response (eResponse) Data Test Collection Site

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Screen Shots of the Group Quarters Electronic Response (eResponse) Data Test Collection Site

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Screen Shots of the Group Quarters Electronic Response (eResponse) Data Test Collection Site

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Screen Shots of the Group Quarters Electronic Response (eResponse) Data Test Collection Site

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Screen Shots of the Group Quarters Electronic Response (eResponse) Data Test Collection Site

Attachment 5

GQ Standard Record Layout (ICR) Template

Attachment 5 continued

GQ Standard Record Layout (ICR) Template

Attachment 5 continued

GQ Standard Record Layout (ICR) Template

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GQ Standard Record Layout (ICR) Template

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GQ Standard Record Layout (ICR) Template

Attachment 6

GQ Standard Record Layout (MCR) Template

Attachment 6 continued

GQ Standard Record Layout (MCR) Template

Attachment 6 continued

GQ Standard Record Layout (MCR) Template

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GQ Standard Record Layout (MCR) Template

Attachment 7

REPORTING INSTRUCTIONS

(under development)

Attachment 8

Standard Address Format Guidelines

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Standard Address Format Guidelines

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Standard Address Format Guidelines

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Standard Address Format Guidelines

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Standard Address Format Guidelines