Supporting Statement A_ DOE's Applicant Portal

Supporting Statement for Applicant
Portal
Part A: Justification
OMB No. 1910-NEW
DOE F 321.2, DOE’s Applicant Portal

November 2021

U.S. Department of Energy
Washington, DC 20585

Table of Contents
Part A: Justification ........................................................................................................................................ i
A.1. Legal Justification ............................................................................................................................. 2
A.2. Needs and Uses of Data.................................................................................................................... 3
A.3. Use of Technology ............................................................................................................................ 4
A.4. Efforts to Identify Duplication .......................................................................................................... 4
A.5. Provisions for Reducing Burden on Small Businesses ...................................................................... 4
A.6. Consequences of Less-Frequent Reporting ...................................................................................... 4
A.7. Compliance with 5 CFR 1320.5 ......................................................................................................... 5
A.8. Summary of Consultations Outside of the Agency........................................................................... 5
A.9. Payments or Gifts to Respondents ................................................................................................... 6
A.10. Provisions for Protection of Information ....................................................................................... 6
A.11. Justification for Sensitive Questions .............................................................................................. 6
A.12A. Estimate of Respondent Burden Hours ........................................................................................ 6
A.12B. Estimate of Annual Cost to Respondent for Burden Hours ......................................................... 7
A.13. Other Estimated Annual Cost to Respondents ............................................................................... 7
A.14. Annual Cost to the Federal Government ....................................................................................... 7
A.15. Reasons for Changes in Burden ...................................................................................................... 8
A.16. Collection, Tabulation, and Publication Plans ................................................................................ 8
A.17. OMB Number and Expiration Date................................................................................................. 8
A.18. Certification Statement .................................................................................................................. 8

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A.1. Legal Justification

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 information collection.
President Biden signed into law the Bipartisan Infrastructure Deal, or BID (Public Law (PL) 117-584, the
Infrastructure Investment and Jobs Act). The Department of Energy (DOE) has a key role in
implementing the clean energy provisions of BID to modernize the nation’s energy infrastructure, create
jobs, reduce greenhouse gas emissions, advance our energy sector, and benefit underserved
communities. BID provides more than $62 billion in new funding to DOE to establish clean energy
demonstration and deployment programs that will underpin a resilient and flexible energy system for
the nation and deliver a more equitable clean energy future for the American people by doing the
following:
•

Investing in American manufacturing and workers;

•

Expanding access to energy efficiency and clean energy for families, communities and
businesses;

•

Delivering reliable, clean, and affordable power to more Americans; and

•

Building the technologies of tomorrow through clean energy demonstrations.

This funding represents the most dramatic change to the Department since our founding in 1977. To
support the President’s law, DOE will need to hire nearly 1,000 new employees in the immediate future.
To support meeting this historic initiative, PL 117-58 provides the Secretary of Energy the authorization,
upon a determination that there is a severe shortage of candidates or a critical hiring need for particular
positions to carry out DOE activities funded under this title, may, from within the funds provided to DOE
under PL 117-58, recruit and directly appoint highly qualified individuals into the competitive service.
The authorization in PL 117-58 permits DOE to use Direct Hire Authority (DHA) to fill critical positions
related to energy infrastructure, innovative technologies, and information technology. DHA is a
streamlined hiring process outside of the normal Title 5 competitive hiring procedures that allows the
Department to fill positions expeditiously based upon critical needs.
When assessing ways to improve hiring to support Diversity, Equity, Inclusion, and Accessibility
initiatives and optimize DOE’s ability to connect with underrepresented communities, it was determined
that the Federal application system is difficult to navigate, and the traditional vacancy postings often do
not resonate with the public. To be able to hire new employees and attract a diverse applicant pool from
outside of the Federal government to fill these critical positions, it is imperative for DOE to have a
targeted hiring campaign that can reach the widest applicant pool possible and provide them with an
easy and effective way to identify interest in new Federal job opportunities at DOE to support the BID.
To that end, DOE created a centralized applicant portal to focus its recruitment, marketing, and
outreach efforts to directing all interested candidates to one central location.
USAJobs, the U.S. Office of Personnel Management’s (OPM) system used for hiring in the Federal
government, is not configured to allow collecting applicant information in a more generic format.
Individual job vacancy announcements are required that are tailored to specific positions which often
utilize confusing Government jargon.
To leverage USAJobs for DOE’s massive BID hiring efforts, posting 1,000 separate job announcements
would not be an attainable approach. Consolidating positions by job series would limit announcements

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to the 30-40 range but would limit the Department’s ability to filter applicants by program area of
interest and/or areas of expertise. Additionally, DOE would need to spend significant resources to not
only reach underserved communities and the general population, so they are aware of these new job
opportunities; but also, to train them on the nuances of Federal hiring terminology to ensure they apply
to the appropriate job opening. This greatly limits exposure by not connecting effectively with
candidates who are unfamiliar with Government terminology and will significantly delay DOE’s ability to
bring on quality hires quickly to support the BID.
DOE is committed to reaching underserved communities and the public from across the country who
may not be used to applying to government jobs or with the terminology used in the traditional job
postings. Having a centralized applicant portal to facilitate resume collection from interested members
of the public will allow DOE to implement a targeted hiring strategy that will significantly streamline and
ease the burden on applicants.

A.2. Needs and Uses of Data

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
This information is being requested, collected, and maintained to facilitate filling DOE’s critical vacant
positions to support the President’s agenda. Specifically, this information will be used by DOE staff
charged with filling the vacant positions. Respondents voluntarily completing the form will be asked a
series of questions. Questions marked as required are:
-

First Name
Last Name
Email Address
Phone
US Citizen
Veteran of the U.S. Armed Forces
Currently Employed by the Federal government
Current or prior political appointee
Years of Experience
Supervisory/Management Experience
Functional Area of Expertise
Employment Availability
Area of Interest
Interested in Remote Work
Interested Geographic Locations
Applicant Source

Respondents can opt to respond to the below additional questions to assist DOE with better filtering
interested candidates to the appropriate hiring managers:
-

Highest Degree Attained
Degree Type
Project/Program Budget Oversight Experience
Technical Skills and Certifications

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All interested applicants will be required to submit a resume.
Once an interested person completes the form, DOE will use the answers to the questions to generate
search tags (e.g., years of experience, areas of interest, technical certifications) to create “building
blocks” to narrow down candidate profiles and identify necessary technical expertise for positions. The
information provided will support resume capture and management, along with candidate sorting,
grouping and referrals, and associated metrics (such as skills cataloging).
DOE intends to collect the information via DOE F 321.2 located at www.engergy.gov/jobs. The form will
display an OMB Control Number and expiration date, as well as a PRA Burden Disclosure Statement and
a Privacy Act Statement.
While the information collected is intended to be used for internal purposes, a complete list of the
routine uses can be found in the system of records notice associated with this collection of information,
OPM/GOVT-5, Recruiting, Examining, and Placement Records., 79 FR 16834 (March 26, 2014),
modification published 80 FR 74815 (November 30, 2015).

A.3. Use of Technology

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.
The Department will collect the information using electronic forms. In rare cases if a reasonable
accommodation is requested by a potential applicant, paper-based forms may be used. DOE anticipates
99.5% of responses will be submitted electronically.

A.4. Efforts to Identify Duplication
Describe efforts to identify duplication.

DOE is not collecting this information anywhere else within the Department. As was previously stated,
USAJobs is not configured to allow collecting applicant information in a more generic format that allows
applicants to identify interest in multiple functional areas. Individual job vacancy announcements are
required for specific positions which utilize often confusing Government jargon. To utilize USAJobs for
DOE’s massive BID hiring efforts, DOE would need to spend significant resources training potential
applicants on the nuances of Federal hiring terminology to ensure they apply to the appropriate job
opening. This greatly limits exposure by not connecting effectively with candidates who are unfamiliar
with Government terminology and will significantly delay DOE’s ability to bring on quality hires quickly
to support BID.

A.5. Provisions for Reducing Burden on Small Businesses

If the collection of information impacts small businesses or other small entities, describe any methods
used to minimize burden.
This information collection request has no identified impact on small businesses and organizations.

A.6. Consequences of Less-Frequent Reporting

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.

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Interested applicants will need to complete the form one time. Completion of this form is voluntary.

A.7. Compliance with 5 CFR 1320.5

Explain any special circumstances that require the collection to be conducted in a manner inconsistent
with OMB guidelines:
(a) requiring respondents to report information to the agency more often than quarterly;
(b) requiring respondents to prepare a written response to a collection of information in fewer than
30 days after receipt of it;
(c) requiring respondents to submit more than an original and two copies of any document;
(d) requiring respondents to retain records, other than health, medical government contract, grant-inaid, or tax records, for more than three years;
(e) in connection with a statistical survey, that is not designed to product valid and reliable results
that can be generalized to the universe of study;
(f) requiring the use of statistical data classification that has not been reviewed and approved by
OMB;
(g) that includes a pledge of confidentially that is not supported by authority established in stature of
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
(h) 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.
There are no other special circumstances involved in the collection of this information.

A.8. Summary of Consultations Outside of the Agency

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 5CFR 320.8(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 in response to the comments. Specifically address comments
received on cost and hour burden. Describe efforts to consult with persons outside DOE 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 report.
Due to the immediate hiring need, the Department intends to request an exception to the 30-day notice
Federal Register requirement.

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A.9. Payments or Gifts to Respondents

Explain any decision to provide any payment or gift to respondents, other than remuneration of
contractors or grantees.
No gifts or payments of any kind have been provided to any individuals who are connected to this
collection.

A.10. Provisions for Protection of Information

Describe any assurance of confidentiality provided to respondents and the basis for the assurance in
statute, regulation, or agency policy.
Personal Identifiable Information (PII) collected through this form will be retained and covered by
OPM/GOVT-5, Recruiting, Examining, and Placement Records., 79 FR 16834 (March 26, 2014),
modification published 80 FR 74815 (November 30, 2015). A Privacy Act Statement is included on the
form.

A.11. Justification for Sensitive Questions

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 DOE 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.
There are no sensitive questions on the voluntary interest form.

A.12A. Estimate of Respondent Burden Hours

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, DOE should not
conduct special surveys to obtain information on which to base hour burden estimates.
Consultation with a sample fewer than 10 potential respondents is desirable.
The estimated number of respondents and responses is 15,000. This estimate is based on the number of
potential people who may be interested in applying to DOE to work on BID jobs. Of the 15,000
respondents, DOE estimates that 75 respondents (0.5%) will submit the paper-based form, and 14,925
respondents (99.5%) will submit the form electronically. The form requires approximately 0.167 hours
(or 10 minutes) for completion, to include time for reviewing the instructions, completing the response,
and submitting the information to the agency. The total burden hours requested for the six-month
period covered by this emergency clearance is 2,500 hours.

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Table A1. Estimated Respondent Hour Burden

Form Number/Title (and/or
other Collection Instrument
name)

Type of
Respondents

DOE F 321.2 – paper form
DOE F 321.2 – electronic form
TOTAL

General
Public
General
Public

Number of
Respondents

Annual
Number of
Responses

Burden
Hours Per
Response

Annual
Burden
Hours*

Annual
Reporting
Frequency

75

75

0.167

13

1

14,925

14,925

0.167

2,492

1

15,000

15,000

2,500

* Totals may not add due to rounding

A.12B. Estimate of Annual Cost to Respondent for Burden Hours
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 under ‘Annual Cost to Federal Government’.
The estimated total cost to respondents is $145,475. This is based on a fully burdened hourly wage of
$58.19/hour using the ‘Professional and related’ line item on the BLS Civilian workers table
(https://www.bls.gov/news.release/ecec.t02.htm).

Table A2. Estimated Respondent Cost Burden
Type of Respondents
General Public
TOTAL

Total Annual Burden
Hours
2,500
2,500

Hourly Wage Rate
$58.19

Total Respondent Costs
$145,475
$145,475

A.13. Other Estimated Annual Cost to Respondents

Provide an estimate for the total annual cost burden to respondents or recordkeepers resulting from
the collection of information.
No other costs, including capital or maintenance costs, will be incurred by respondents, beyond their
time.

A.14. Annual Cost to the Federal Government

Provide estimates of annualized cost to the Federal government.
The annualized cost to the Federal government for this information collection is estimated to be
$28,400. This includes the costs associated with the 250 hours spent on the design, preparation,
printing, and distribution of the form. Federal employee costs are estimated to be $28,400 based on an
assumed fully loaded rate of $113.60 ($71 per hour base rate (GS 14/15 level personnel), plus a 1.6
multiplier).

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A.15. Reasons for Changes in Burden

Explain the reasons for any program changes or adjustments reported in Items 13 (or 14) of OMB
Form 83-I.
This is a new collection and thus this is not applicable.

A.16. Collection, Tabulation, and Publication Plans

For collections whose results will be published, outline the plans for tabulation and publication.
This package contains no collection whose results will be published for statistical use.

A.17. OMB Number and Expiration Date

If seeking approval to not display the expiration date for OMB approval of the information collection,
explain the reasons why display would be inappropriate.
DOE will display the OMB Control number and expiration date upon OMB’s approval of the information
collection.

A.18. Certification Statement

Explain each exception to the certification statement identified in Item 19 of OMB Form 83-I.
The Department is not requesting any exceptions to the Certification Statement.

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