SUPPORTING STATEMENT - PART A
Personnel Accountability and Assessment for a Public Health Emergency – 0720-0067
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1. Need for the Information Collection
The principal purpose of the DD form 3112, “Personnel Accountability and Assessment Notification for a Public Health Emergency,” is to collect information used to protect the health and safety of individuals working in, residing on, or assigned to DoD installations, facilities, field operations, and commands, and to protect the DoD mission. When authorized by DoD, this form may be used to provide information about individuals who are infected or otherwise impacted by a public health emergency or similar occurrence or when there is an isolated incident in which an individual learns they have been exposed to a contagious disease. or hazardous substance/agent. The form will also be used to document personnel accountability for and status of DoD-affiliated personnel in a natural or man-made disaster, or when directed by the Secretary of Defense. Such events could include severe weather events, acts of terrorism or severe destruction. The collection of this information is necessary to support the DoD in protecting the health and safety of DoD-affiliated individuals and maintain the DoD mission.
The information collected via the DD-3112 will inform decisions made about the status of DoD facilities and spaces that Affected Individuals have entered. This information may be used to make decisions to protect the health and safety of DoD personnel and facilities. It may also be used to notify other individuals who may have contacted the Affected Individual.be used to make informed decisions about the status of the DoD facility and office space that subject individuals exposed to communicable diseases or hazardous substances/agents have entered. This information may be used to make Health Protection Condition (HPCON) level decisions. It may also be used to notify other individuals who may have been in contact with the subject individual(s).
The collection of this information is authorized by the following authorities:
10 U.S.C. 113, Secretary of Defense
10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness
10 U.S.C. 7013, Secretary of the Army
10 U.S.C. 8013, Secretary of the Navy
10 U.S.C. 9013, Secretary of the Air Force
10 U.S.C. 2672, Protection of Buildings, Grounds, Property, and Persons
DoD Instruction 3001.02, Personnel Accountability in Conjunction with Natural or Manmade Disasters
DoD Instruction 6200.03, Public Health Emergency Management (PHEM) Within the DoD
DoD Instruction 6055.17, and DoD Emergency Management (EM) Program
2. Use of the Information
Information will be collected using the DD-3112 when a public health emergency has been declared or the health protection condition level has increased at a particular DoD installation or facility. The collection will be made through a DoD Form in a PDF fillable format that may be posted on a DoD website or e-mailed to the individual filling out the form. It may be converted into a web portal. The form is concerning a particular individual who has access to DoD installations/facilities and may have been exposed to a communicable disease. The public respondents of the DD-3112 include government contractors, Contracting Officer Representatives, DoD employee dependents, as well as any other residents or visitors to DoD facilities. It may be filled out by the affected individual, or someone on their behalf, such as a supervisor, agency representative, contracting officer representative, or DoD sponsor (if the affected individual is a visitor), etc. Once the form is completed, it will be delivered back to the requesting agency; which could be done via e-mail or if a web-based portal was created based on the form, through that portal. In certain circumstances, the receiving agency may complete the form over the phone. The format and delivery method will depend on what makes the most sense for the particular DoD installation/facility given the circumstances of the situation.
The DD-3112 will be widely disseminated to DoD employees for use at the component and proponent level. The form will be accessible at https://www.esd.whs.mil/Directives/forms/. Once completed, respondents submit the form to the appropriate office within their DoD component via email (respondents also have the option to submit their responses by telephone, however this submission method is not expected to be widely utilized. Once the DD-3112 forms have been received by the DoD Component, they will be reviewed by the decision making authorities for the DoD installation/facility to include the public health emergency officer. They will be saved electronically in a shared folder only accessible by those who need to know the information provided.
The information collected will allow for informed decisions to be made by installation commanders, public health emergency officers, senior DoD officials, military housing/ facilities managers and supervisors about the status of the DoD facility and office space that the exposed respondent has entered.
3. Use of Information Technology
99% of responses will be collected electronically.
4. Non-duplication
The information obtained through this collection is unique and is not already available for use or adaptation from another cleared source.
5. Burden on Small Businesses
This information collection does not impose a significant economic impact on a substantial number of small businesses or entities.
6. Less Frequent Collection
This information is collected upon the occasion a DoD-affiliated individual or recent facility visitor is potentially exposed to a communicable disease or hazardous substance/agent and a possible public health or safety issue may ensue. Should this information be collected less frequently, the health and safety of individuals working in, residing on, or assigned to DoD
installations, facilities, field operations, and commands may be put at risk, and also result in a public health issue.
7. Paperwork Reduction Act Guidelines
This collection of information does not require collection to be conducted in a manner inconsistent with the guidelines delineated in 5 CFR 1320.5(d)(2).
8. Consultation and Public Comments
Part A: PUBLIC NOTICE
A 60-Day Federal Register Notice (FRN) for the collection published on Tuesday, April 28, 2020. The 60-Day FRN citation is 85 FRN 23509.
No comments were received during the 60-Day Comment Period.
A 30-Day Federal Register Notice for the collection published on Monday, October 19, 2020. The 30-Day FRN citation is 85 FRN 66314.
Part B: CONSULTATION
No additional consultation apart from soliciting public comments through the Federal Register was conducted for this submission.
9. Gifts or Payment
No payments or gifts are being offered to respondents as an incentive to participate in the collection.
10. Confidentiality
A Privacy Act Statement (PAS) is required for this collection. The PAS is provided on page 2 of the form.
A System of Record Notice (SORN) is required for this collection. The SORN, DPR 39 DoD, “DoD Personnel Accountability and Assessment System” is available at https://dpcld.defense.gov/Portals/49/Documents/Privacy/SORNs/OSDJS/DPR-39-DoD.pdf.
A Privacy Impact Assessment (PIA) is not required for this collection because PII is not being collected electronically.
The Military Departments, Joint Chiefs of Staff and OSD all retain in accordance with their individual Records and Information Management retention schedules.
11. Sensitive Questions
No questions considered sensitive are being asked in this collection.
12. Respondent Burden and its Labor Costs
Part A: ESTIMATION OF RESPONDENT BURDEN
DD-3112
Number of Respondents: 100,000
Number of Responses Per Respondent: 1
Number of Total Annual Responses: 100,000
Response Time: 5 minutes
Respondent Burden Hours: 8,333.3 hours
Total Submission Burden
Total Number of Respondents: 100,000
Total Number of Annual Responses: 100,000
Total Respondent Burden Hours: 8,333.3 hours
The generous public burden estimates are based on data provided by the Emergency Operations Center of 540 responses in a month. However, based on the scope of the pandemic or a similar situation, the burden estimate will vary. The burden estimate will be revised as needed upon future submissions for OMB extensions of this collection.
Part B: LABOR COST OF RESPONDENT BURDEN
DD-3112
Number of Total Annual Responses:100,000
Response Time: 5 minutes
Respondent Hourly Wage: $7.25
Labor Burden per Response: $0.60
Total Labor Burden: $60,416.67
Overall Labor Burden
Total Number of Annual Responses: 100,000
Total Labor Burden: $60,416.67
The Respondent hourly wage was determined by using the Department of Labor Wage Website ([http://www.dol.gov/dol/topic/wages/index.htm]).
13. Respondent Costs Other Than Burden Hour Costs
There are no annualized costs to respondents other than the labor burden costs addressed in Section 12 of this document to complete this collection.
14. Cost to the Federal Government
Part A: LABOR COST TO THE FEDERAL GOVERNMENT
DD-3112
Number of Total Annual Responses: 100,000
Processing Time per Response: 15 minutes
Hourly Wage of Worker(s) Processing Responses : $40.82*
Cost to Process Each Response: $10.21
Total Cost to Process Responses: $1,020,500.00
Overall Labor Burden to the Federal Government
Total Number of Annual Responses: 100,000
Total Labor Burden: $1,020,500.00
*https://www.opm.gov/policy-data-oversight/data-analysis-documentation/federal-employment-reports/reports-publications/profile-of-federal-civilian-non-postal-employees/
Part B: OPERATIONAL AND MAINTENANCE COSTS
Cost Categories
Equipment: $0.00
Printing: $0.00
Postage: $0.00
Software Purchases: $0.00
Licensing Costs: $0.00
Other: $0.00
Total Operational and Maintenance Cost: $0.00
Part C: TOTAL COST TO THE FEDERAL GOVERNMENT
Total Labor Cost to the Federal Government: $1,020,500.00
Total Operational and Maintenance Costs: $0.00
Total Cost to the Federal Government: $1,020,500.00
15. Reasons for Change in Burden
There has been no change is estimated burden.
16. Publication of Results
The results of this information collection will not be published.
17. Non-Display of OMB Expiration Date
We are not seeking approval to omit the display of the expiration date of the OMB approval on the collection instrument.
18. Exceptions to “Certification for Paperwork Reduction Submissions”
We are not requesting any exemptions to the provisions stated in 5 CFR 1320.9.
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| Author | Kaitlin Chiarelli |
| File Modified | 0000-00-00 |
| File Created | 2021-03-18 |