National Center for Science and Engineering Statistics

Social, Behavioral and Economic Sciences

National Science Foundation

Standard Application Process: Portal, Process, 

and Governance

John Finamore, Chief Statistician 

Federal Committee on Statistical Methodology Research and Policy Conference 

October 25, 2023
Presentation Outline

• Basic Premise 

• SAP Establishment and Portal Development 

• SAP Governance

• SAP Metrics

• Questions for Consideration 

2
Basic Premise

3
National Center for Science and Engineering Statistics https://ncses.nsf.gov

Basic Premise

• We have important research and policy questions 

• Equity 

• Return on Investment 

• Prevalence 

• Data exists to inform our questions 

• Historically, the process to discover and apply for access to 

those data has been inefficient and, at times, ineffective 

4
National Center for Science and Engineering Statistics https://ncses.nsf.gov

Desired Future State “Visualization”

5

DATA

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

Goal

6
SAP Establishment & Portal Development 

7
National Center for Science and Engineering Statistics https://ncses.nsf.gov

Standardized 

process across 

statistical agencies

Common 

application 

form

Standard review 

criteria for access 

determination

Timeframes for 

prompt 

determinations

Standards for 

transparency

An appeals process 

for adverse decisions

SAP Establishment: Evidence Act

8

The Foundations for Evidence-Based Policymaking Act of 2018 (§ 3583) 

requires OMB establish a process through which agencies, state, local, 

and tribal governments, researchers, and individuals may apply to 

access confidential federal data
National Center for Science and Engineering Statistics https://ncses.nsf.gov

The Door to Discovery 

The door represents our ability to:

• Discover confidential data

• Apply for secure access 

9
National Center for Science and Engineering Statistics https://ncses.nsf.gov

The Past – Decentralized Application Process

10

Application 

Portal

Secure 

Access 

Facilities

Federal 

Confidential 

Data Assets

BJS 

NACJD

SSA 

Onsite

BJS

Data

BLS

Data

IRS

Data

NCES 

Data

NASS

Data

SSA

Data

Census

Data

BEA 

Data**

BLS

Data**

FSRDCs

ERS 

Data

EIA 

Data*

BEA 

Network

BEA

Data

BLS Onsite 

BLS Enclave

IRS Onsite 

IRS Laptops

NASS Onsite 

NASS ADRF 

USDA Enclave

ERS Onsite

ERS ADRF

NCES Cold Room 

NCES ADRF

NCHS 

RDC

NCSES 

Enclave

NCHS

Data

NCSES

Data

BTS 

Onsite

FRB 

Onsite

BTS

Data

FRB

Data

**Agency data is also housed at 

their respective secure access 

facilities

NCHS

Data**

NCSES 

Data**

BJS

Data**

*Future standard application 

process is underway

EIA 

Data*

EIA Data 

Access 

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

Current – Standard Application Process 

11

Application 

Portal

Secure 

Access 

Facilities

Federal 

Confidential 

Data Assets

Census

Data

BEA 

Data**

BLS

Data**

FSRDCs

NCHS

Data**

NCSES 

Data**

BJS

Data**

BJS 

NACJD

SSA 

Onsite

BJS

Data

BLS

Data

IRS

Data

NCES 

Data

NASS

Data

SSA

Data

ERS 

Data

EIA 

Data*

BEA 

Network

BEA

Data

BLS Onsite 

BLS Enclave

IRS Onsite 

IRS Laptops

NASS Onsite 

NASS ADRF 

USDA Enclave

ERS Onsite

ERS ADRF

NCES Cold Room 

NCES ADRF

NCHS 

RDC

NCSES 

Enclave

NCHS

Data

NCSES

Data

BTS 

Onsite

FRB 

Onsite

BTS

Data

FRB

Data

**Agency data is also housed at 

their respective secure access 

facilities

*Future standard application 

process is underway

EIA Data 

Access 

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

SAP Development Phases

12

Phase 1 –

Pilot

Phase 2 –

Catalog & Portal

Phase 3 –

Enhancements 

Time period 2018-2019 2020-2022 2023 and beyond

Participating agencies 7 16 16

Secure access locations 1 14 14

Accomplishments • Agency coordination 

• Stakeholder outreach

• Expanded participation

• SAP Policy 

• Metadata catalog

• Stakeholder outreach 

• SAP Portal

• SAP governance 

• Portal enhancements

• Stakeholder outreach

Phase 1 – SAP Pilot
National Center for Science and Engineering Statistics https://ncses.nsf.gov

SAP Development Phases

13

Phase 1 –

Pilot

Phase 2 –

Catalog & Portal

Phase 3 –

Enhancements 

Time period 2018-2019 2020-2022 2023 and beyond

Participating agencies 7 16 16

Secure access locations 1 14 14

Accomplishments • Agency coordination 

• Stakeholder outreach

• Expanded participation

• SAP Policy 

• Metadata catalog

• Stakeholder outreach 

• SAP Portal

• SAP governance 

• Portal enhancements

• Stakeholder outreach

Phase 1 – SAP Pilot Phases 2&3 – SAP Portal 
National Center for Science and Engineering Statistics https://ncses.nsf.gov

SAP Development Phases

14

Phase 1 –

Pilot

Phase 2 –

Catalog & Portal

Phase 3 –

Enhancements 

Time period 2018-2019 2020-2022 2023 and beyond

Participating agencies 7 16 16

Secure access locations 1 14 14

Accomplishments • Agency coordination 

• Stakeholder outreach

• Expanded participation

• SAP Policy 

• Metadata catalog

• Stakeholder outreach 

• SAP Portal

• SAP governance 

• Portal enhancements

• Stakeholder outreach

Phase 1 – SAP Pilot Phases 2&3 – SAP Portal 
National Center for Science and Engineering Statistics https://ncses.nsf.gov

SAP Development – Phase 2 (2020-2022)

• 16 agencies; 14 access locations

• Expand participation and capabilities from Phase 1

• Participation from principal statistical agencies 

and units

• Included data in the FSRDCs and agency-specific 

secure data access facilities

• Creation of a policy defining the SAP

15

SAP Policy (M-23-04)
National Center for Science and Engineering Statistics https://ncses.nsf.gov

SAP Development – Phase 2 (continued) 

• Stakeholder outreach and engagement 

16

SAP Informational Video

SAP Logo

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

SAP Development – Phase 2 (continued) 

• Development of technical 

requirements 

• Launch of the SAP Metadata 

Catalog (Feb 2022)

• Launch of the SAP Application 

Form (Dec 2022)

• www.ResearchData.org

17

SAP Metadata Catalog

SAP Application Form
SAP Governance

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

SAP Governance Board

• SAP Policy required the establishment of an ICSP subcommittee to serve as 

the Governance Board for SAP activities 

• Serve as the executive steering committee to oversee the SAP

• Coordinate the statistical agencies and units accepting SAP applications 

• SAP Governance Board is composed of members who have 

broad knowledge of the federal statistical system

• ICSP members

• Representatives from the Evaluation, Privacy, and Chief Data 

Officer communities 

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Note: ICSP = Interagency Council on Statistical Policy SAP Governance Charter
National Center for Science and Engineering Statistics https://ncses.nsf.gov

SAP Governance Board – Working Group Composition

• SAP Governance Board Charter required the creation of three standing 

working groups

• Current working group activities include technical requirements 

development, SAP communication plan development, and SAP 

newsletter dissemination

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Working Group Members Agencies Represented

Budget and Policy 11 9

Communication 11 7

Technical 30 16
SAP Metrics

21
National Center for Science and Engineering Statistics https://ncses.nsf.gov

SAP Application Metrics: Applications received 

• 449 applications received between Dec 2022 and Sept 2023

22

2

26

60

1

64

3

114

16

80

62

12 9

2 5

43

0

15

0 0

7

32

25

8

3 0 0 3 0

6

1 0 0

9

1 1 0

0

20

40

60

80

100

120

BEA BJS BLS BTS Census FRB IRS-SOI NASS NCES NCHS NCSES SAMHSA

Total Approved Not Approved
National Center for Science and Engineering Statistics https://ncses.nsf.gov

Under 

Review

67%

Changes 

Needed

33%

Approved

87%

Not 

Approved

13%

SAP Application Metrics: Decisions rendered

23

449 applications submitted since launch (12/08/22)

Final Decision Rendered (as of 10/02/2023) Pending Applications (as of 10/02/2023)

Final decision rendered on 161 applications 288 pending applications

Approved: 140 Not approved: 21 Under Review: 193 Changes Needed: 95
National Center for Science and Engineering Statistics https://ncses.nsf.gov

SAP Application Metrics: Review duration 

• The average review duration for an approved application is 40 days

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Review Duration (as of Sept 15)

Average review duration Adherence to review timeframes*

• Average Approval time: 40.86 days

• Average Rejection time: 51.76 days

• Average Withdrawal time: 11.76 days

• 156 of 161 applications (97%) had decisions 

rendered within the review timeframe

• 5 projects exceeded the review timeframe (4 project 

were between 1-5 days overdue)

*Review timeframes:

• 12 weeks (84 days) for single-agency applications 

• 24 weeks (168 days) for multi-agency applications

• Applications requesting data that requires approval from a party outside the SAP (e.g., a foundation or state agency) are exempt from review 

timelines
Questions for Consideration

25
National Center for Science and Engineering Statistics https://ncses.nsf.gov

Questions for Consideration 

• Do shared federal statistical services help you meet your data 

and research needs?

• How can the SAP Portal better meet your needs?

• What are your suggestions and recommendations as we 

consider the future of the SAP Portal?

26
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For more information, please contact:

John Finamore at jfinamor@nsf.gov

.
Additional slides

28
National Center for Science and Engineering Statistics https://ncses.nsf.gov

SAP Development – Phase 2 Application Process

29

Application 

Submission

Application 

Review

Application 

Rejection

Changes 

Needed

Application 

Approval

Appeals 

Process

Application 

Approval

Application 

Rejection

OR

OR

OR Data 

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

SAP Establishment: Evidence Commission

The Commission on Evidence-Based Policymaking recommended 

a single process to apply for government data

The Office of Management and Budget should promulgate a single, 

streamlined process for researchers external to the government to apply, 

become qualified, and gain approval to access government data that are 

not publicly available.

Source: The Promise of Evidence-Based Policymaking, Rec. 2-8, p. 46.

30

Commission on 

Evidence-Based 

Policymaking