U.S. Department Of The Interior

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DI-4001 (01/2015)U.S. Department of the InteriorU.S. Department of the InteriorPRIVACY IMPACT ASSESSMENTThe Department of the Interior requires PIAs to be conducted and maintained on all IT systems whether already inexistence, in development or undergoing modification in order to adequately evaluate privacy risks, ensure the protection ofprivacy information, and consider privacy implications throughout the information system development life cycle. This PIAform may not be modified and must be completed electronically; hand-written submissions will not be accepted. See the DOIPIA Guide for additional guidance on conducting a PIA or meeting the requirements of the E-Government Act of 2002. SeeSection 6.0 of the DOI PIA Guide for specific guidance on answering the questions in this form.NOTE: See Section 7.0 of the DOI PIA Guide for guidance on using the DOI Adapted PIA template to assess third-partywebsites or applications.Name of ProjectFederal Personnel and Payroll System (FPPS)Bureau/OfficeOffice of the Chief Information OfficerPoint of Contact EmailTeri Barnett@ios.doi.govDate09-30-2015Bureau/Office Contact TitleDepartmental Privacy OfficerFirst NameTeriM.I.Last NameBarnettPhone(202) 208-1605Address Line 11849 C Street, NWAddress Line 2Mail Stop 5547 MIBCityWashingtonState/TerritoryDistrict of ColumbiaZip20240A. Is a full PIA required?YesYes, information is collected from or maintained onAllB. What is the purpose of the system?The Federal Personnel and Payroll System (FPPS) is an online personnel and payroll system providing support to theDepartment of the Interior (DOI) bureaus and offices, and Interior Business Center (IBC) Federal agency customers.FPPS is customized to meet customer needs for creating and generating the full life cycle of personnel transactions.FPPS allows for immediate updates and edits of personnel and payroll data. FPPS also handles regulatory requirementssuch as specialized pay, garnishments, and special appointment programs. FPPS also operates in batch mode forperforming close of business, payroll calculation, and other processes. FPPS customers can use a web-enabledPage 1

interface, WebFPPS, to access FPPS through a web browser to perform personnel and payroll tasks. FPPS hasinterconnections with other Federal agencies; private organizations; Federal agency customers; state, city and countygovernments; and IBC internal systems. FPPS is a major application that consists of several minor applications that arelisted in question F below including time and attendance applications, a system for creating retirement cards and updatingretirement records, a system for converting client data for integration into FPPS, and a data warehouse that providesreporting functions for human resources departments. Separate privacy impact assessments were conducted for theseminor applications to ensure privacy implications are adequately identified and addressed.C. What is the legal authority?5 U.S.C. 5101, et seq; 31 U.S.C. 3512; 31 U.S.C. Chapter 11; 5 CFR part 253; 5 CFR part 297; The Office ofManagement and Budget Circular A-127, Revised, Financial Management Systems authorized the purchase ordevelopment of this system/application. This Circular is issued pursuant to the Chief Financial Officers Act (CFOs Act) of1990, P.L. 101-576 and the Federal Managers' Financial Integrity Act of 1982, P.L. 97-255 (31 U.S.C. 3512 et seq.).D. Why is this PIA being completed or modified?Existing Information System under Periodic ReviewE. Is this information system registered in CSAM?YesEnter the UII Code and the System Security Plan (SSP) Name010-9999991241 24-00-01-01-01-00, Federal Personnel and Payroll SystemF. List all minor applications or subsystems that are hosted on this system and covered under this privacy impactassessment.Subsystem NamePurposeContains PIIDescribeIndirect Cost System (ICS)A web-based tracking systemYesPII includes name,used for indirect cost proposalsorganization, work phoneprocessed by the IBCnumber, work location. See theAcquisitions ServicesICS PIA for an assessment ofDirectorate.privacy risks.Position Control System (PCS)A web-based tool used byHuman Resources (HR) stafffor managing position dataoutside of FPPS.Datamart PortalA content management delivery Nosystem providing access andconfigurations to Datamart andother auxiliary applications.See the Datamart Portal PIA foran assessment of privacy risks.An online web-based time and Yesattendance application that canbe customized by clients fortheir requested functionality andto comply with their agency’spolicies.QuicktimeYesPCS tracks positions availableand filled within the Securitiesand Exchange Commission toprevent over hiring. PIIincludes employee name,position title, branch code, slotnumber, and position status(temporary or permanent). Seethe PCS PIA for an assessmentof privacy risks.Quicktime provides ability toinput, validate, and certify timeand attendance data fortransmission to FPPS. PIIincludes Social Securitynumber (SSN), name, and userID on Federal employees. Seethe Quicktime PIA for anassessment of privacy risks.Page 2

Subsystem NamewebTAPurposeContains PIIAn online web-based time and Yesattendance application. WebTAis owned and developed byKronos but is hosted at IBC’sDenver Data Center andoffered to new and existing IBCcustomers.DatamartAn online web-based reportingenvironment that can be usedby FPPS clients and otherclients.Retirement Sub SystemA system that retains personnel Yesand payroll transactions froman interface with FPPS, whichare used to generate and storeretirement card information.This information is submitted tothe Office of PersonnelManagement (OPM) upon theemployee’s retirement. Accessto the programs is limited toFPPS and IBC PayrollOperations Division (POD) staff.YesDescribewebTA provides the ability toinput, validate, and certify timeand attendance data of Federalemployees and contractors fortransmission to FPPS. PIIincludes SSN, Name, and UserID. See the webTA PIA for anassessment of privacy risks.Datamart provides ability toquery, analyze, chart and reportdata on Federal employees,retirees, volunteers,contractors, casual andemergency workers. PIIincludes SSN, name, EmployeeCommon Identifier (ECI), homeaddress, phone numbers,emergency contact information,medical and family leave,education, ethnicity and race,disability code, marital status,age, user IDs, involuntary debt(e.g. garnishments, childsupport), court orders, backpay, and individual bank routingnumbers and account numbers.See the Datamart PIA for anassessment of privacy risks.This system retains personneland payroll transactions withFPPS to generate and storeretirement card information ofcurrent and former Federalemployees. PII includes SSN,name, and age. See theRetirement Sub System PIA foran assessment of privacy risks.Page 3

Subsystem NameFPPS New Client ConversionQuickSARPurposeContains PIIA process and the associatedYessystems for acceptingpersonnel and/or payroll systemdata from new clients or theirproviders, converting the datato FPPS format, validating thedata, and then moving the datainto the FPPS system.A user interface to theStarTeam database to input,track, and manage SoftwareAction Request (SAR) changemanagement documentationthroughout its life cycle,including all change requests,problem reports, and datarequests for the FPPS,WebFPPS, webTA, andQuicktime systems.Equal Employment Opportunity A web-based application to(EEO) Management Directiveproduce EEOC compliant715 (MD-715)reports for the MD-715Directive.YesYesDescribeThis system supports FPPSfunctions by acceptingpersonnel and payroll data fromnew clients or their providers,converts the data to FPPSformat, validates the data thenmoves it into the FPPS system.Data is collected from Federalemployees, retirees, volunteers,contractors, casual andemergency workers. PIIincludes SSN, name, ECI,home address, phone numbers,emergency contact information,medical and family leave,education, ethnicity andrace, disability code, maritalstatus, age, user ID, involuntarydebt (e.g. garnishments, childsupport), back pay, individualbank routing numbers andaccount numbers. See theFPPS New Client ConversionPIA for an assessment ofprivacy risks.QuickSAR inputs, tracks, andmanages change managementdocumentation for FPPS,WebFPPS, webTA andQuicktime on Federalemployees. PII includes SSN,name, and person number.See the QuickSAR PIA for anassessment of privacy risks.This application is available toIBC clients to produce EEOCcompliant report for the MD-715Directive on Federalemployees. PII includes name,ethnicity/race, anddisability preference. See theEEO/MD-715 PIA for anassessment of privacy risks.Page 4

Subsystem NameInter-Governmental PersonnelActPurposeContains PIIA web-based tool developed for Yesthe National ScienceFoundation (NSF) and used byIBC HR staff to trackintergovernmentalpersonnel assignmentsbetween NSF and otheragencies.U.S. Department of the InteriorIntegrated Charge CardProgram Web-Based Training(Charge Card Training)The U.S. Department of theYesInterior Integrated Charge CardProgram Web-Based Trainingapplication contains DOI chargecard training data used for thepurpose of internal reporting,program monitoring/tracking.WebFPPSA web-enabled presentation ofthe Federal Personnel andPayroll System. Using a webbrowser, users can accessFPPS through WebFPPS toperform normal personnel andpayroll tasks. There is no datain WebFPPS.DescribeThis tool allows NSF to inputand report on incoming andtemporary assignments thatexist between NSF and otheragencies. PII includes SSN,ethnicity, race, sex, name, dateof birth, work address, workphone number, organizationand work assignment, collegedegree, grade point average,and college. See the IPA PIAfor an assessment of privacyrisks.This application provides theability to report, monitor/trackand meet training requirementsfor the DOI charge cardprogram. PII includes Federalemployee status/organizationalinformation, charge cardaccount and transactioninformation, training data andtraineepersonal/profile information(account numbers, first and lastname, business telephone, andSSN). See the U.S.Department of the InteriorIntegrated Charge CardProgram Web-Based TrainingPIA for an assessment ofprivacy risks.NoG. Does this information system or electronic collection require a published Privacy Act System of Records Notice (SORN)?YesList Privacy Act SORN Identifier(s)Records in FPPS and the minor applications are maintained under government-wide system of records noticesincluding OPM/GOVT-1, General Personnel Records, June 19, 2006 (71 FR 35342) and GSA/GOVT-7, PersonalIdentity Verification Identity Management System (PIV IDMS), April 25, 2008 (73 FR 22377; and DOI system noticesDOI-79, Interior Personnel Records, April 23, 1999 (64 FR 20010); DOI-84, National Business Center Datamart,December 8, 2008 (73 FR 74506); DOI-85 Payroll, Attendance, Retirement, and Leave Records,, April 8, 2008 (73 FR19090); and DOI-90, Federal Financial System, August 27, 1999 (64 FR 46930).H. Does this information system or electronic collection require an OMB Control Number?NoPage 5

A. What PII will be collected? Indicate all that apply.NameReligious PreferenceSocial Security Number (SSN)CitizenshipSecurity ClearancePersonal Cell Telephone NumberGenderSpouse InformationTribal or Other ID NumberBirth DateFinancial InformationPersonal Email AddressGroup AffiliationMedical InformationMother’s Maiden NameMarital StatusDisability InformationHome Telephone NumberBiometricsCredit Card NumberChild or Dependent InformationOther Names UsedLaw EnforcementEmployment InformationTruncated SSNEducation InformationMilitary Status/ServiceLegal StatusEmergency ContactMailing/Home AddressPlace of BirthDriver’s LicenseOtherRace/EthnicitySpecify the PII collected.Taxpayer Identification Number; bank account information such as routing and account numbers; beneficiaryinformation; bond co-owner name(s) and information; family member and dependents information; professionallicensing and credentials; family relationships; age; involuntary debt (garnishments or child support payments); courtorder information; back pay information; user ID; time and attendance data; leave time information; employee commonidentifier (ECI); volunteer emergency contact information; person number which is a unique number that identifies aperson within FPPS; person number-emergency which is a unique number identifying an individual within FPPS for aleave share occurrence; and person number-volunteer which is a unique number identifying an individual within theFPPS volunteer database.B. What is the source for the PII collected? Indicate all that apply.IndividualTribal agencyDOI recordsState agencyFederal agencyLocal agencyThird party sourceOtherDescribeState courtsC. How will the information be collected? Indicate all that apply.Paper FormatFace-to-Face ContactFaxTelephone InterviewEmailWeb SiteOtherInformation Shared Between SystemsDescribeFPPS has interconnections with other Federal agencies; private organizations; Federal agency customers; state, cityand county governments; and IBC internal systems. FPPS customers can use a web-enabled interface, WebFPPS, toaccess FPPS through a web browser to perform personnel and payroll tasks. The FPPS functionality of the minorapplications are only accessible via the IBC or client intranets, and interconnections with the FPPS are outlined inInterconnection Security Agreements and/or Memorandums of Understanding. Authorized users (supervisors, HRspecialists, security, and facilities) can track vacancies and view the entry on duty date and location for new hiresthrough real time interfaces with FPPS and other automated staffing systems—Monster’s Enterprise HiringManagement and OPM’s USA Staffing.D. What is the intended use of the PII collected?PII collected and maintained in FPPS is used to support a full suite of human resources and payroll functions for DOIbureaus, offices, and IBC Federal agency customers. FPPS also processes PII to manage regulatory requirements suchas specialized pay, garnishments, and special appointment programs. PII is used for fiscal operations for payroll, timePage 6

and attendance, leave, insurance, tax, retirement, debt, budget, and cost accounting programs; to prepare related reportsto other Federal agencies including the Department of the Treasury and the Office of Personnel Management; forreporting purposes by the DOI component for which the employee works or the agency for which the DOI emergencyworker works; and for human capital management purposes.E. With whom will the PII be shared, both within DOI and outside DOI? Indicate all that apply.Within the Bureau/OfficeDescribe the bureau or office and how the data will be used.FPPS currently has interconnections or interfaces with 14 external partners (Federal Government agencies or privateorganizations providing related services and requiring FPPS data), 35 state governments, 14 Cities/Counties, morethan 40 Federal Government customers, and several IBC internal systems. This reflects the routine sending andreceiving of more than one hundred interface files. These interfaces routinely change in quantity and data content. IBCmaintains detailed documentation about each interface. Data routinely provided to others is detailed in the DOI--85,Payroll, Attendance, Retirement, and Leave Records--Interior System of Records Notice, and other applicable systemnotices.Other Bureaus/OfficesDescribe the bureau or office and how the data will be used.IBC shares data with DOI bureaus and offices to allow bureaus and offices to update and edit their personnel andpayroll data.Other Federal AgenciesDescribe the federal agency and how the data will be used.Data is shared and reported to other Federal agencies, including the Department of the Treasury and the Office ofPersonnel Management, as required for human resources, payroll, and tax purposes, and to Federal agencies for thepurposes stated in the routine uses outlined in the DOI-85, Payroll, Attendance, Retirement, and Leave RecordsInterior, System of Records Notice. FPPS data is not used in any matching programs.Tribal, State or Local AgenciesContractorDescribe the contractor and how the data will be used.FPPS currently has interconnections or interfaces with fourteen external partners (Federal Government agencies orprivate organizations providing related services and requiring FPPS data), thirty-five state governments, fourteenCities/Counties, more than forty Federal Government customers, and several IBC internal systems. This reflects theroutine sending and receiving of more than one hundred interface files. These interfaces routinely change in quantityand data content. IBC maintains detailed documentation about each interface. Data routinely provided to others isdetailed in the DOI-85, Payroll, Attendance, Retirement, and Leave Records-Interior, System of Records Notice.FPPS data is not used in any matching programs.Other Third Party SourcesDescribe the third party source and how the data will be used.FPPS currently has interconnections or interfaces with fourteen external partners (Federal Government agencies orprivate organizations providing related services and requiring FPPS data), thirty-five state governments, fourteenCities/Counties, more than forty Federal Government customers, and several IBC internal systems. This reflects theroutine sending and receiving of more than one hundred interface files. These interfaces routinely change in quantityand data content. IBC maintains detailed documentation about each interface. Data routinely provided to others isdetailed in the DOI-85, Payroll, Attendance, Retirement, and Leave Records-Interior, System of Records Notice. FPPSdata is not used in any matching programs.F. Do individuals have the opportunity to decline to provide information or to consent to the specific uses of their PII?YesDescribe the method by which individuals can decline to provide information or how individuals consent to specific uses.Yes, Federal employees have the option of not providing information on forms required during the application andonboarding process. These official forms contain Privacy Act Statements notifying individuals of the authority, purposeand uses of the information. The IBC FPPS customer agency determines what information should be collected fromtheir employees, volunteers, and emergency contacts. However, employees are required by law to provide certainPage 7

types of information, such as name and SSN as a part of the employment process. This information is required byapplicable Federal statutes, including tax and employment eligibility regulations, and are necessary data elements inFPPS.Federal employment forms collect the following information that is required from an individual to be considered forFederal employment; however, declining to provide this information may affect the employment eligibility and selectionof the individual:1. OF-306 - Declaration for Federal Employment. Some of the required fields include full name, SSN, date of birth(DOB), place of birth, felonies, military convictions, delinquent on federal debts.2. I-9 - Employment Eligibility Verification. Some of the required fields include full name, address, DOB, SSN,Citizenship, proof of identity (driver's license, U.S. passport, SSN card, etc.).3. Fair Credit Reporting Release - This document requires the applicant's signature in order for the Personnel SecurityBranch to obtain information for their background investigation to determine fitness for employment, security access,etc.Below are forms that are requested but not required, and will not affect the employment eligibility and selection of theapplicant:1. SF-181, Ethnicity and Race Identification2. SF-256, Self-Identification of DisabilityG. What information is provided to an individual when asked to provide PII data? Indicate all that apply.Privacy Act StatementPrivacy NoticeOthe

PIA Guide for additional guidance on conducting a PIA or meeting the requirements of the E-Government Act of 2002. See . webTA An online web-based time and attendance application. WebTA . Program Web-Based Training (Charge Card Training) The U.S. Department of the

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