The Fully Functional Standard Application Process Portal 

John Finamore

FCSM Research and Policy Conference 

November 2021

National Center for Science and Engineering Statistics

Social, Behavioral and Economic Sciences

National Science Foundation

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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Presentation Outline	

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Background Information 

SAP Technical Framework 

SAP Portal Wireframes

SAP Development and Schedule 

Conclusions

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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Background Information

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

Foundations for Evidence-based Policymaking Act

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STANDARD APPLICATION PROCESS (44 USC 3583)

The Director (of the Office of Management and Budget) shall establish a process through which agencies, the Congressional Budget Office, State, local, and Tribal governments, researchers, and other individuals, as appropriate, may apply to access the data assets accessed or acquired under this subchapter by a statistical agency or unit for purposes of developing evidence.

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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Standard Application Process

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The Evidence Act defines the application process to include:

Common application form

Review criteria for access determination 

Timeframes for prompt determinations

An appeals process for adverse decisions

Standards for transparency including: 

Each application received

The status of each application

The determination made for each application

Any other information, as appropriate, to ensure full transparency

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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Phase 1 – One-stop Application Portal 

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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Phase 1 – Lessons Learned 

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Increased communication at all levels of participating agencies 

Coordination between the participating agencies and OMB

Increased number of testing opportunities 

Sufficient time for engagement and portal development 

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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Phase 2 – SAP Portal Development Process

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EVIDENCE ACT – Standard Application Process

The Law

INTERAGENCY COUNCIL ON STATISTICAL POLICY

Executive guidance

ENGAGEMENT

TECHNICAL

POLICY

SAP Working Groups

Requirements identification

SAP

Technical 

WG

With input from...

Requirements

implementation

CONTRACTOR

OMB

Stakeholders

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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SAP Technical Working Group

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John Finamore, NCSES (Chair) 

James Fetzer, BEA 

Matt Durose, BJS 

Rachel Morgan, BJS 

Beth McLean, BLS 

Nicole Nestoriak, BLS 

Demetra Collia, BTS 

David Beede, Census 

Barbara Downs, Census 

Heather Madray, Census 

Leanna Mellott, Census 

Paul Arnsberger, SOI/IRS 

David Kinyon, EIA

Kevin Moore, FRB 

Tabatha McNeil, NCHS & CBHSQ 

Benjamin Franco, SSA 

Marc Sinofsky, SSA 

Audra Zakzeski, NASS, ERS &NAHMS

Barry Johnson, SOI/IRS (Executive Champion)

Tom Leckey, EIA (Executive Champion) 

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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What the SAP is (and what it is not)

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The SAP is:

a standardized cross-agency application process

a process by which applicants find data, apply for access, are reviewed for access, and may appeal adverse determinations

The SAP is NOT:

a data repository or warehouse (agencies curate their data)

a data linkage service           (though part of the motivation was making applications for projects linking cross-agency data easier)SPACE             

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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SAP Technical Framework

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

SAP Technical Framework 

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Components (in blue)

Web-based application

Application review

Appeals process

Credentials 

Support Database (in orange)

Metadata

User accounts

Project information 

Researcher information

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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Proposed Application Process

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Application Submission

Application Review

Application Rejection

Revise and Resubmit

Application Approval

Application Approval

Application Rejection

OR

OR

OR

Data Discovery

X weeks (chess clock)

X weeks

X weeks

Appeals Process

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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SAP Portal Wireframes

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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SAP Development and Schedule

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

Current SAP Discussion Topics

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Metadata requirements (for data discovery purposes) 

Multiple-agency requests

Specifics of the appeals process

Amendments for approved applications

Agency resources 

Applicant support 

Agency transition to the SAP portal

On-going SAP stakeholder engagement 

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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SAP Testing Milestone Schedule

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| Testing milestone                         | Targeted stakeholder group | Completion Date |
|-------------------------------------------|----------------------------|-----------------|
| Dashboard testing                         | 1, 2, 3                    | November 2021   |
| Metadata ingest                           | 2                          | December 2021   |
| Beta SAP Metadata inventory               | 1,3                        | February 2022   |
| Multiple-agency reviews andMetadata edits | 2,3                        | March 2022      |
| Beta SAP Portal Release – Phase 2         | 1, 2, 3                    | July 2022       |
| Beta SAP Portal Release – Phase 3         | 1, 2, 3                    | December 2022   |

Target stakeholder groups

1 – Applicants 

2 – Agency metadata editors 

3 – Agency application reviewer

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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SAP Release Milestone Schedule

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| Release Milestone              | Date          |
|--------------------------------|---------------|
| SAP Metadata Inventory Release | March 2022    |
| SAP Portal Release – Phase 2   | August 2022   |
| SAP Portal Release – Phase 3   | December 2022 |

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

Phase 3 includes the following components:

API for exporting application materials to agency tracking systems

Interface with agency-supported APIs to receive application decisions

Within-SAP component to support 6-week extension request

Within-SAP post-approval amendment component 

Reach goals

Retain and share information on researchers’ clearances and training

Electronic signatures 

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SAP Release Milestone Schedule

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| Release Milestone              | Date          |
|--------------------------------|---------------|
| SAP Metadata Inventory Release | March 2022    |
| SAP Portal Release – Phase 2   | August 2022   |
| SAP Portal Release – Phase 3   | December 2022 |

Data Discovery

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

Phase 3 includes the following components:

API for exporting application materials to agency tracking systems

Interface with agency-supported APIs to receive application decisions

Within-SAP component to support 6-week extension request

Within-SAP post-approval amendment component 

Reach goals

Retain and share information on researchers’ clearances and training

Electronic signatures 

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SAP Release Milestone Schedule

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| Release Milestone              | Date          |
|--------------------------------|---------------|
| SAP Metadata Inventory Release | March 2022    |
| SAP Portal Release – Phase 2   | August 2022   |
| SAP Portal Release – Phase 3   | December 2022 |

Application Submission

Application Review

Application Rejection

Revise and Resubmit

Application Approval

Application Approval

Application Rejection

OR

OR

OR

Data Discovery

Appeals Process

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

Phase 3 includes the following components:

API for exporting application materials to agency tracking systems

Interface with agency-supported APIs to receive application decisions

Within-SAP component to support 6-week extension request

Within-SAP post-approval amendment component 

Reach goals

Retain and share information on researchers’ clearances and training

Electronic signatures 

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SAP Release Milestone Schedule

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| Release Milestone              | Date          |
|--------------------------------|---------------|
| SAP Metadata Inventory Release | March 2022    |
| SAP Portal Release – Phase 2   | August 2022   |
| SAP Portal Release – Phase 3   | December 2022 |

Application Submission

Application Review

Application Rejection

Revise and Resubmit

Application Approval

Application Approval

Application Rejection

OR

OR

OR

Data Discovery

Appeals Process

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

Phase 3 includes the following components:

API for exporting application materials to agency tracking systems

Interface with agency-supported APIs to receive application decisions

Within-SAP component to support 6-week extension request

Within-SAP post-approval amendment component 

Reach goals

Retain and share information on researchers’ clearances and training

Electronic signatures 

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Conclusions

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

SAP Key Takeaways

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The SAP portal will provide a uniform application and review process across the federal statistical agencies and units

The SAP metadata inventory will provide a single location for data discovery of federal restricted data assets

The SAP scope does not include data access activities

Engagement is crucial to the success of the SAP

Federal data owners – Encourage your users (and potential users) to participate in the SAP testing opportunities 

Researchers – Stay aware and get involved (SinglePortal@nsf.gov)  

National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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John Finamore

jfinamor@nsf.gov

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National Center for Science and Engineering Statistics   https://ncses.nsf.gov

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