Enterprise Scheduling System (ESS)

Forms and Documents

Document Name	Status
Justification for the Non-Substantive Changes - 0828 (IT Mod Change Request).docx Justification for No Material/Nonsubstantive Change	2023-12-01
Supporting Statement - 0960-NEW (ESS).docx Supporting Statement A	2022-07-26

IC Document Collections

IC ID	Document Title	Status
254580	Enterprise Scheduling System (ESS) - Technician Input Other-ESS Screen Package	Modified
254579	Enterprise Scheduling System (ESS) - Respondent Input Other-ESS Screen Package	Modified

ICR Details

OMB Control No: 0960-0828	ICR Reference No: 202312-0960-001
Status: Received in OIRA	Previous ICR Reference No: 202309-0960-001
Agency/Subagency: SSA	Agency Tracking No:
Title: Enterprise Scheduling System (ESS)
Type of Information Collection: No material or nonsubstantive change to a currently approved collection	Common Form ICR:  No
Type of Review Request: Regular	Date Submitted to OIRA: 12/01/2023

	Requested	Previously Approved
Expiration Date	10/31/2025	10/31/2025
Responses	3,150,000	3,150,000
Time Burden (Hours)	210,000	210,000
Cost Burden (Dollars)	0	0

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Abstract: The Enterprise Scheduling System (ESS) will provide a better respondent and employee experience. The first ESS release is specific to allowing self-scheduling for enumeration services. ESS subsequent releases will expand services for other appointment needs. Through ESS respondent self scheduling and technician scheduling, SSA will collect specific information about respondents (e.g., respondent: name, address, zip code, telephone number, and email address). In addition, we ask the respondent to consent to receive optional electronic messaging or opt out; electronic message preference (email/text), if respondents provide consent; language preferences (English/Spanish); respondent’s preferred office to receive service; and appointment (day and time preference) to schedule an in-office appointment to process a request for an original SSN or replacement Social Security card. In addition, we will ask respondents scheduling their initial appointment through a technician to create a one-time passcode to securely allow online updates to their appointment. The technician will document the one-time passcode with the respondent's other appointment preferences. Respondents will use ESS to complete required screens and fields to select a date and time for an appointment at an SSA field office (FO) to provide the proofs necessary to obtain a replacement or original SSN card. Respondents can complete the online collection themselves. If respondents encounter issues with ESS, they may contact SSA by phone to complete scheduling the appointment through a technician. We will integrate ESS with VIPr Mobile check-in functions, so ESS respondents will have the option to check-in for their appointment using Mobile check-in on their personal device, instead of checking in at the kiosk. Using VIPr, SSA employees can request walk in visitors and individuals with appointments to come into the office. The respondents are individuals looking to schedule their own SSA visit using ESS. This is an IT Mod non-substantive Change Request to allow the customer to allow customers see the contact type of their scheduled appointment; require consent to email messaging when the customer requests a video appointment; and revising the language on the confirmation email a customer receives to reflect the contact type of the appointment with the addition of Video.

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Authorizing Statute(s): None

Citations for New Statutory Requirements: None

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Associated Rulemaking Information
RIN:	Stage of Rulemaking:	Federal Register Citation:	Date:
	Not associated with rulemaking

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Federal Register Notices & Comments
60-day Notice:	Federal Register Citation:	Citation Date:
	87 FR 31598	05/24/2022
30-day Notice:	Federal Register Citation:	Citation Date:
	87 FR 44180	07/25/2022
Did the Agency receive public comments on this ICR? No

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Number of Information Collection (IC) in this ICR: 2

IC Title	Form No.	Form Name
Enterprise Scheduling System (ESS) - Respondent Input
Enterprise Scheduling System (ESS) - Technician Input

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ICR Summary of Burden

	Total Request	Previously Approved	Change Due to New Statute	Change Due to Agency Discretion	Change Due to Adjustment in Estimate	Change Due to Potential Violation of the PRA
Annual Number of Responses	3,150,000	3,150,000	0	0	0	0
Annual Time Burden (Hours)	210,000	210,000	0	0	0	0
Annual Cost Burden (Dollars)	0	0	0	0	0	0

Burden increases because of Program Change due to Agency Discretion: No

Burden Increase Due to:

Burden decreases because of Program Change due to Agency Discretion: No

Burden Reduction Due to:

Short Statement:

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Annual Cost to Federal Government: $10,499,000

Does this IC contain surveys, censuses, or employ statistical methods? No

Does this ICR request any personally identifiable information (see OMB Circular No. A-130 for an explanation of this term)? Please consult with your agency's privacy program when making this determination.     Yes

Does this ICR include a form that requires a Privacy Act Statement (see 5 U.S.C. §552a(e)(3))? Please consult with your agency's privacy program when making this determination.     Yes

Is this ICR related to the Affordable Care Act [Pub. L. 111-148 & 111-152]? No

Is this ICR related to the Dodd-Frank Wall Street Reform and Consumer Protection Act, [Pub. L. 111-203]? No

Is this ICR related to the American Recovery and Reinvestment Act of 2009 (ARRA)? No

Is this ICR related to the Pandemic Response? No

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Common Form ICR:  No

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On behalf of this Federal agency, I certify that the collection of information encompassed by this request complies with 5 CFR 1320.9 and the related provisions of 5 CFR 1320.8(b)(3).

The following is a summary of the topics, regarding the proposed collection of information, that the certification covers:

(a) It is necessary for the proper performance of agency functions;

(b) It avoids unnecessary duplication;

(c) It reduces burden on small entities;

(d) It uses plain, coherent, and unambiguous language that is understandable to respondents;

(e) Its implementation will be consistent and compatible with current reporting and recordkeeping practices;

(f) It indicates the retention periods for recordkeeping requirements;

(g) It informs respondents of the information called for under 5 CFR 1320.8 (b)(3) about:

(i) Why the information is being collected;

(ii) Use of information;

(iii) Burden estimate;

(iv) Nature of response (voluntary, required for a benefit, or mandatory);

(v) Nature and extent of confidentiality; and

(vi) Need to display currently valid OMB control number;

(h) It was developed by an office that has planned and allocated resources for the efficient and effective management and use of the information to be collected.

(i) It uses effective and efficient statistical survey methodology (if applicable); and

(j) It makes appropriate use of information technology.

If you are unable to certify compliance with any of these provisions, identify the item by leaving the box unchecked and explain the reason in the Supporting Statement.

Certification Date: 12/01/2023

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