DHS/FEMA/PIA-040(a) Deployment Tracking System (DTS)

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 4temporary full time, CORE, and reservist). A subset of this data comes directly from the UnitedStates Department of Agriculture, National Finance Center (NFC).Should a FEMA employee need to correct data imported from NFC in DTS, he or she maydo so. However, information in DTS will be overwritten/updated by each subsequent NFC import.To remedy any discrepancies, FEMA employees may use the MyEPP12 site or work with FEMA’sOffice of the Chief Component Human Capital Officer (OCCHCO) to make corrections to NFCdirectly. Other data is collected directly from the individual through his or her onboardingpaperwork. However, a formal Paperwork Reduction Act package has neither been completed, norsubmitted to the Office of Management and Budget (OMB). FEMA’s OCCHCO is working tocomplete this paperwork.FEMA Corps and SCFDTS receives a small subset of specified responder PII from FEMA Corps and SCF tocreate responder records for FEMA Corps and SCF volunteers. The upload for FEMA Corpsincludes the employee’s first name, last name, email address, phone number, hire date, primaryposition, personnel status, organization, team, team position, team captain indicator, expectedrelease date, and a unique identifier assigned by National Civilian Community Corps (NCCC).This unique identifier is a National Service Participant ID number (NSPID).13 The upload for SCFincludes first name, last name, email address, job series, status, hire date, organization, city, state,supervisor email, emergency contact name, and phone number.FEMA Corps Member profiles are created from a roster provided by the AmeriCorpsNCCC. For SCF volunteers, DHS Components provide profile information to SCF Managementstaff, who then manually enter it into DTS to create user profiles. Information for state, local, tribal,and territorial (SLTT) personnel is manually entered into the system at the field level, as needed.Other Non-FEMA PartnersHuman Resources personnel at the Joint Field Office (JFO)14 manually enter the requisiteinformation from other federal (non-DHS) agency employees and contractors who are notmembers of the SCF, such as SBA and HUD; state, local, and tribal government employees; ornon-profit organizations who may collaborate with FEMA, on an as-needed basis, during disasterresponse and recovery operations into DTS. The information required to create a profile for theseresponders is first name, last name, email address, hire date, and organization/agency.12MyEPP is the federal employee portal where individuals can manage their payroll and tax information. Url %2fepps%2f.13The National Service Participant Identification (NSPID) number is a unique identifier assigned sequentially toeach new national service member by CNCS. CNCS administers the AmeriCorps program. Each time a newmember begins a term of service with any AmeriCorps program, that individual is assigned an NSPID number.CNCS shares the NSPID number with FEMA in the export the NCCC program office provides to FEMA CorpsManagement staff in place of Social Security jfo sop.pdf.

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 5Day-to-Day System UseFEMA’s Deployment Tracking System (DTS) encompasses two different portals, DTSDeployer15 and DTS Responder.16 The Deployer portal is where new user profiles are created,deployment requests are issued, personnel deployments are managed, tranings are scheduled andcurated, and personnel titles and qualifications are issued and managed. The DTS Responder portalis the set of pages that the end user sees and functions as a management site for the informationrelated to each individual (both FEMA Personnel and Non-FEMA Personnel). It is the site that isused to accept or decline deployment or training requests, request new position titles or taskbooks,manage and correct contact information, take workflow actions, and request availability changes.Under FEMA’s “Every Employee is an Emergency Manager” initiative, every new FEMAemployee must accept the terms of employment, including requirements for participation indeployment programs. When FEMA leadership determines that a particular disaster or emergencyevent requires additional staff support, the WMD Deployment and Analysis Branch and regionalstaffing points of contact (SPOC) create deployment requests in DTS to initiate the identificationand deployment of available FEMA Personnel. Deployment orders to an individual are based onthe specific program area, position, and qualification needs of a particular disaster; a givenresponder’s FQS title; and FEMA’s Deployment Directive.17 All FEMA Personnel, SCF Members,and FEMA Corps members receive official deployment request notifications to their preference ofofficial (work) email, personal email, text message, or automated voice recording. Personnel whoreceive a deployment request from DTS must sign in to the DTS Responder portal within 24 hoursin order to view the request’s details and either accept or decline it. For FEMA Corps Members,Team Leaders (pre-identified FEMA Corps Members) accept or decline the requests for theirrespective teams in bulk. Responders are also required to update their availability status, as wellas to accept or decline deployment requests via the DTS Responder portal. All deployed FEMAPersonnel, FEMA Corps Members, and SCF Members use DTS to check-in to assigned dutystations, provide daily accountability in order to monitor employee safety and security, makechanges to their lodging or assigned duty station, and demobilize once deployment has beencompleted. For all other personnel, field HR managers simply note in the system the event andduty station to which the individual is deployed, along with expected and actual arrival anddemobilization dates. No daily daily accountability, account maintenance, or other system actionsare required from these users.MessagingDTS contains a messaging module that allows supervisors, event managers, and DTSSystem Messaging Managers to send messages to the users’ Responder portal page in DTS. Onceusers receive a message through the above-described methods, they can acknowledge/confirm nder.net.17FEMA FD 010-8 (Revised) FEMA Incident Workforce Deployment, (Oct. 16, 2014). No publically available link.16

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 6message as well as comment on the message. These messages are generally all-hands messagingdirected to a large subsections of the workforce, or event management staff informing respondersof a safety or security incident. FEMA tracks when personnel respond to the messages, whichFEMA Personnel are generally required to do within 24 hours.Section 1.0 Authorities and Other Requirements1.1What specific legal authorities and/or agreements permit anddefine the collection of information by the project in question?DTS is authorized to collect the PII described in Section 2.2 under the following authoritiesand Executive Orders:1.2 The Homeland Security Act of 2002, 6 U.S.C. §§ 313, 314, 317, 320, and 711 –providing authority to set up response capabilities for various types of disasters,including credentialing resources and arranging deployment of assets. Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended, 42U.S.C. §§ 5144, 5149, 5170b, 5192, and 5197 – providing authority of thePresident to provide personnel for response to various disasters. 44 U.S.C. §§ 3101, and 3534 – making the head of an agency responsible forinformation collected and maintained by the agency as well as the security forsystems in which that information is contained. Executive Order 9397 – Numbering Sytem for Federal Accounts Relating toIndividual Persons,18 as amended by Executive Order 13478 – Amendments toExecutive Order 9397 Relating to Federal Agency Use of Social SecurityNumbers;19 (allowing a federal agency to use personnel Social Security numberswhen assigning some sort of identification number to personnel).What Privacy Act System of Records Notice(s) (SORN(s)) applyto the information?The information associated with FEMA’s deployment programs is covered by thefollowing SORNs:Executive Order 9397, “Numbering System for Federal Accounts Relating to Individual Persons.” 8 FR 16095(November 30, 1943).19Executive Order 13478 “Amendments to Executive Order 9397 Relating To Federal Agency Use of SocialSecurity Numbers.” 73 FR 70239 (November 20, 2008).18

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 71.3 DHS/ALL-004 General Information Technology Access Account Records System(GITAARS) System of Records,20 which allows FEMA to collect and maintainaccount information, including PII, for the purpose of providing authorizedindividuals with access to DHS IT systems; DHS/ALL-014 Personnel Emergency Contact Information System of Records,21which covers the information needed to contact DHS personnel to respond to allhazards emergencies or to participate in exercises; and OPM/GOVT-1 General Personnel Records System of Records,22 which allowsFEMA to collect pertinent workforce information on federal personnel for dataaccuracy purposes.Has a system security plan been completed for the informationsystem(s) supporting the project?The FEMA Office of the Chief Information Officer will approve the system security planand issue an updated Authority to Operate (ATO) when this PIA is published.1.4Does a records retention schedule approved by the NationalArchives and Records Administration (NARA) exist?The FEMA Records Management Branch is currently assessing input records forapplicable schedules. If found, those records without schedules will be held as permanent untilFEMA can work with NARA and write and approve a schedule. Information about DTS itself,and possible outputs, will be treated as permanent until such time as FEMA and NARA havewritten and approved a schedule for the system.1.5If the information is covered by the Paperwork Reduction Act(PRA), provide the OMB Control number and the agency numberfor the collection. If there are multiple forms, include a list in anappendix.The PRA package for deployment collection forms is in the approval process. This PIAwill be updated when those forms have official OMB numbers.20DHS/ALL-004 General Information Technology Access Account Records System (GITAARS) System ofRecords, 77 FR 70792 (November 27, 2012), available at https://www.dhs.gov/compliance.21DHS/ALL-014 Personnel Emergency Contact Information System of Records, 81 FR 48832 (August 25, 2016),available at https://www.dhs.gov/compliance.22OPM/GOVT-1 General Personnel Records System of Records, 77 FR 73694 (December 11, 2012), available athttps://www.dhs.gov/compliance.

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 8Section 2.0 Characterization of the Information2.1Identify the information the project collects, uses, disseminates, ormaintains.Automatically Generated by DTS about all personnel in the system: Personnel ID numberFrom FEMA Employees: (** denotes fields required for NETC class admissions)23 23First NameLast NameMiddle InitialNicknamePersonnel TypeHire DateTermination DateStreet AddressStreet Address 2CityStateZip codeZip ExtensionHome Address LatitudeHome Address LongitudeFEMA Organization CodeAgencySocial Security number (SSN) (Encrypted Identification Code)RegionSupervisor of RecordPossess Government Travel CardFEMA Student IDAnnuitantPhone Number Area CodePhone NumberPhone Number ExtensionPhone Type (Personal-Home, Personal-Cell, Work-Desk, Work-Cell, FEMA-Desk,Per FEMA form 119-25-1. Available at https://www.usfa.fema.gov/downloads/pdf/ff 119 25 1 75 5.pdf.

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 9 FEMA-Cell)Email AddressEmail Address Type (Work, Personal)Emergency Contact First NameEmergency Contact Last NameEmergency Contact Phone NumberSpecialtyLanguageAssigned Position Job TypeAssigned Position Program AreaAssigned PositionAssigned Position ProficiencyIs the Assigned Position Primary or Subordinate?Training Class Registration Course Description**Training Class Registration Course Date**Training Class Registration Course Location**Training Class Registration Date of Birth**Training Class Registration U.S. Citizen**Training Class Registration Not U.S. Citizen City of Birth**Training Class Registration Not U.S. Citizen State of Birth**Training Class Registration Gender Identification**Training Class Registration Race (only used if necessary to identify deployed personnelwho are injured or die in the line of duty)**Training Class Registration Ethnicity (only used if necessary to identify deployedpersonnel who are injured or die in the line of duty)**Training Class Registration Home Street Address**Training Class Registration Home Street Address 2**Training Class Registration Home City**Training Class Registration Home State**Training Class Registration Home Zip Code**Training Class Registration Reasonable Accommodation**Training Class Registration Reasonable Accommodation Comment**Training Class Attended Course CodeTraining Class Attended DescriptionTraining Class Attended DateTraining Class Attended Awarded ByTraining Class Attended Award Date

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 10 Training Class Attended LocationTraining Class CommentTraining Class DocumentCertification DescriptionCertification Awarded ByCertification CreditedCertification Expiration DateCertification Awarded DateCertification CommentCertification DocumentUser Logon Session LengthUser Logon Last LogonUser Logon Failed AttemptUser Logon Remote IPUser Logon User AgentUser Logon Authentication Type (User Name/Password or PIV)User Logon Authentication Source (Responder Portal or Deployer)NFC Organization CodePay typeGradeStepSeriesSalaryPay PeriodEmpower HR ID24From all Deployed Personnel: Deployed EventDeployed Duty Station with Duty Station AddressLodging NameLodging AddressLodging Phone NumberLodging Room NumberRental Car InformationDeployed Supervisor of RecordThe Empower HR ID is a unique identifier from an NFC file that exists for each individual in FEMA’s FedHRsystem.24

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 11 Deployed Position Job TypeDeployed Position Program AreaDeployed PositionDeployed Position ProficiencyDeployed Per Diem AuthorizedDeployed Rental Car AuthorizedDeployed Daily Accountability Check Completed (From FEMA Employees, SCF, andFEMA Corps Only)From SCF Personnel: (** denotes fields required for NETC class admissions) First NameLast NameMiddle InitialNicknamePersonnel TypeHire DateTermination DateStreet AddressStreet Address 2CityStateZip codeZip ExtensionHome Address LatitudeHome Address LongitudeAgencySupervisor of RecordFEMA Student IDPhone Number Area CodePhone NumberPhone Number ExtensionPhone Type (Personal-Home, Personal-Cell, Work-Desk, Work-Cell, FEMA-Desk,FEMA-Cell)Email AddressEmail Address Type (Work, Personal)Emergency Contact First NameEmergency Contact Last Name

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 12 Emergency Contact Phone NumberSpecialtyLanguageAssigned Position Job TypeAssigned Position Program AreaAssigned PositionAssigned Position ProficiencyIs the Assigned Position Primary or Subordinate?Training Class Registration Course CodeTraining Class Registration Course Description**Training Class Registration Course Date**Training Class Registration Course Location**Training Class Registration Date of Birth**Training Class Registration U.S. Citizen**Training Class Registration Not U.S. Citizen City of Birth**Training Class Registration Not U.S. Citizen State of Birth**Training Class Registration Gender Identification**Training Class Registration Race (only used if necessary to identify deployed personnelwho are injured or die in the line of duty)**Training Class Registration Ethnicity (only used if necessary to identify deployedpersonnel who are injured or die in the line of duty)**Training Class Registration Home Street Address**Training Class Registration Home Street Address 2**Training Class Registration Home City**Training Class Registration Home State**Training Class Registration Home Zip Code**Training Class Registration Reasonable Accommodation**Training Class Registration Reasonable Accommodation Comment**Training Class Attended Course CodeTraining Class Attended DescriptionTraining Class Attended DateTraining Class Attended Awarded ByTraining Class Attended Award DateTraining Class Attended LocationTraining Class CommentTraining Class DocumentCertification Description

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 13 Certification Awarded ByCertification CreditedCertification Expiration DateCertification Awarded DateCertification CommentCertification DocumentUser Logon Session LengthUser Logon Last LogonUser Logon Failed AttemptUser Logon Remote IPUser Logon User AgentUser Logon Authentication Type (User Name/Password or PIV)User Logon Authentication Source (Responder Portal or Deployer)From FEMA Corps: (* denotes information collected by CNCS;25 ** denotes fields requiredfor NETC class admissions) 25First NameLast NameMiddle InitialNicknamePersonnel TypeHire DateTermination DateStreet Address*Street Address 2*City*State*Zip code*Zip Extension*AgencySupervisor of RecordFEMA Student IDPhone Number Area CodePhone NumberPhone Number ExtensionPhone Type (Personal-Home, Personal-Cell, Work-Desk, Work-Cell, FEMA-Desk,Field exists in DTS, but data is not captured or generated when creating new personnel records.

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 14 FEMA-Cell)Email AddressEmail Address Type (Work, Personal)Emergency Contact First NameEmergency Contact Last NameEmergency Contact Phone NumberSpecialtyLanguageAssigned Position Job TypeAssigned Position Program AreaAssigned PositionAssigned Position ProficiencyIs the Assigned Position Primary or SubordinateTraining Class Registration Course Description**Training Class Registration Course Date**Training Class Registration Course Location**Training Class Registration Date of Birth**Training Class Registration U.S. Citizen**Training Class Registration Not U.S. Citizen City of Birth**Training Class Registration Not U.S. Citizen State of Birth**Training Class Registration Gender Identification**Training Class Registration Race (only used if necessary to identify deployed personnelwho are injured or die in the line of duty)**Training Class Registration Ethnicity (only used if necessary to identify deployedpersonnel who are injured or die in the line of duty)**Training Class Registration Home Street Address**Training Class Registration Home Street Address 2**Training Class Registration Home City**Training Class Registration Home State**Training Class Registration Home Zip Code**Training Class Registration Reasonable Accommodation**Training Class Registration Reasonable Accommodation Comment**Training Class Attended Course CodeTraining Class Attended DescriptionTraining Class Attended DateTraining Class Attended Awarded ByTraining Class Attended Award Date

Privacy Impact AssessmentDHS/FEMA/PIA-040(a)FEMA Deployment Tracking SystemPage 15 Training Class Attended LocationTraining Class CommentTraining Class DocumentCertification DescriptionCertification Awarded ByCertification CreditedCertification Expiration DateCertification Awarded DateCertification CommentCertification DocumentUser Logon Session LengthUser Logon Last LogonUser Logon Failed AttemptUser Logon Remote IPUser Logon User AgentUser Logon Authentication Type (User Name/Password or PIV)User Logon Authentication Source (Responder Portal or Deployer)From State/Local, Contractors, or Employees of Other Federal Agencies ONLY WhenDeployed: First NameLast NameMiddle InitialNicknamePersonnel TypeHire DateTermination DateStreet AddressStreet Address 2CityStateZip codeZip ExtensionAgencyHome Address LatitudeHome Address LongitudePhone Number Area Co

As of October 1, 2015, FEMA Personnel use DTS to manage qualifications for these FQS positions. DTS maintains basic deployment experience, training, qualification, and certification data for personnel. The FEMA DTS Data Management team uploads t