Questions & Answers (Q & A)

Below we've listed some questions that people often ask about OnTRAC for OMB Clearances. You can click on a question to read its answer. If you have questions please let us know; we are happy to answer any and all.

Q: What is OnTRAC for OMB Clearances?

A: OnTRAC for OMB Clearances is a Web-based collaborative authoring system that allows Federal agencies to manage their portfolio of OMB clearances and streamlines the entire clearance preparation process.

Q: Why do I need OnTRAC? What are the benefits?

A: OnTRAC helps Federal agencies manage every aspect of their OMB information collection requests with confidence. It allows users to create, edit, review, and track all documents online and store them in a central repository. The system provides all the tools necessary to streamline the clearance submission process and allow users to focus on results.

Q: How do I get OnTRAC?

A: OnTRAC is available through GSA Schedule 70 SIN 132-32, please contact us directly to begin the process of purchasing OnTRAC.

Q: Who has access to OnTRAC for OMB Clearances?

A: Federal agencies can contract with Macro International to receive access to OnTRAC for OMB Clearances. The system coordinator for that agency can then grant access to those staff who need to use the system.

Q: What kind of documents can OnTRAC users access in the system?

A: Users can access only those clearances and their component documents that they have been granted permission to see. These permissions are established by the agency, so agency staff can determine who will have access to which clearances. In addition, individuals can be granted read-only status for a collection so that they will be able to read documents but not edit them. Every action in the system is stamped with the date and time of use and the name of the user who made the change, so the trail of action is always clear.

Q: What about contractors?

A: Access to the system is determined by the agency’s system coordinator. OnTRAC for OMB Clearances is a Web-based system that can be accessed from anywhere, so if an agency wants its contractors to enter or review data, contractor staff can be given accounts. If an agency would prefer that only Federal employees be granted access, it can provide access to Federal users only.

Q: How do I know when someone else has changed a document that I am working on?

A: When an information collection request package is created in the system, a workflow is established that lays out all the steps the package should go through before it can be submitted to OMB. Each person in the workflow then reviews and approves each document before it proceeds to the next step. When a document is ready for your review, you will receive an e-mail message. When you login to the system, the home page will display any documents ready for your review. The system also retains all versions of a document each time it is edited, and those versions are all marked with a name/date/time stamp. If a change is made in error, it will be clear who made the change, and the author can easily return to an earlier version.

Q: Is every version of a clearance document saved in the system?

A: Yes. Every time a document in the system is saved, the previous version is archived. The most recent version of a document is always presented automatically, without the user’s having to select it, but historical versions of documents are available if needed.

Q: What kind of e-mail notifications does OnTRAC provide?

A: Some e-mail notifications that OnTRAC sends out are determined by dates, such as reminders that a clearance is expiring or that a projected Federal Register publication date is approaching. Other e-mail messages are triggered by actions in the system, such as an author marking that a section is complete and ready for review.

Q: My agency has OMB data in other forms. Can we import them into the OnTRAC system?

A: Yes. Macro International has migrated data from Microsoft Excel spreadsheets into the OnTRAC system, and data in other formats can also be transferred to the system. Some historical data migration is included in our standard pricing packages; more extensive data transfer can also be arranged. Please contact us with questions about specific kinds of data.

Q: We already use the Regulatory Information Service Center/Office of Information and Regulatory Affairs Consolidated Information System (ROCIS), so what can OnTRAC for OMB Clearances offer?

A: OnTRAC helps users complete and compile all the information needed for an information collection request. Its focus is on the collaborative authoring and approval process that occurs while a clearance package is being developed, before it is ready to be sent to OMB. OnTRAC complements the ROCIS system, which focuses more on the final step of the process: submitting to OMB. OnTRAC allows agency staff and contractors to work together to assemble a package and prepare it to be entered into ROCIS.

Q: Are Federal agencies currently using OnTRAC for OMB Clearances?

A: Yes. The National Institutes of Health and the National Science Foundation Directorate for Education and Human Resources both use OnTRAC for OMB Clearances.

Q: Do I need training to learn how to use the OnTRAC system?

A: Your agency’s staff and contractors may require some training to use OnTRAC in the most efficient way. Macro International offers onsite training sessions for OnTRAC for OMB Clearances, as well as one-on-one e-mail and telephone support. We also provide support materials. Macro International’s OnTRAC support specialists will provide training assistance to agency staff, contractors, or anyone else who uses OnTRAC to produce an OMB clearance package. The system also allows agencies to add customized content help for their users, ensuring that users have the guidance needed to assemble clearance documents.