Privacy Impact Assessment - Graphic Database Interface/Portal (GDI/Portal)
GDI/Portal Svstem Overview
Deputy Commissioner Operations Support requires an integrated web-based real estate system, utilizing automated decision support tools, to facilitate the achievement of key goals such as: Provide high-quality, efficient, responsive information services and shared support services; and promote effective asset and information stewardship for the real estate, space management, and rent management processes. The data portion of the system is called the Graphic Database Interface (GDI). In its initial phase the GDI system will link a database with IRS CAD drawings. By dynamically linking a relational database to XXXXXX drawings maintained on IRS facilities, Real Estate and Facilities Management (REFM) will be able to extract data embedded in the XXXXXX drawings and make that information available to the database. Additional linkages will be established and information downloaded from other IRS systems. This linkage will be created in a relational database to provide highly accurate area measurements and allocations of space to organizations on a near real-time basis.
The GDI system will provide the foundation information for the Portal application that will allow real-time access to existing legacy systems and provide one-stop web-based customer service for facilities-related information management needs. The Portal allows users to access information-including floor plans, occupancy details, and a wide variety of graphic reports-through a web portal on the IRS Intranet. This information can be pulled from the GDI system or from other non-linked databases through real-time cross-querying. Approved users are presented with a dashboard-style layout with a list of reports that can be printed or downloaded. The Portal application will expand the availability of information to a wider cross-section of the IRS by improving the type of information available.
The GDI/Portal system will be built on three COTS software products. The relational database capability will be obtained by using XXXXXX Application XXXX). A number of components and concurrent user licenses were acquired to provide the GDI capability throughout the IRS Real Estate functions. Concurrent users are estimated at 50. The Portal capability will be obtained using XXXXXX. Components and concurrent user licenses were acquired to provide the Portal capability throughout the IRS. Implementation will occur for full users (REFM employees) in the first phase. Concurrent full users are estimated at 50. Implementation for thin users (REFM shared services partners--MITS, Mission Assurance--and customers) will be implemented in the second phase. The number of concurrent users is estimated at 1000.
Management of CAD drawings and other associated documents (i.e., building leases) will be handled by XXXXXXXX. Concurrent users are estimated at 50.
System of Records Number(s)
Treasury .009 Tracking Financial Assets
Treasury/IRS 36.003 Personnel Records
Data in the System
1. Describe the information (data elements and fields) available in the system in the following categories:
A. Taxpayer
B. Employee
C. Audit Trail Information (including employee log-in info)
D. Other (Describe)
A. N/A
B. XXXX paragraph redacted XXXX
C. The GDI-Portal is accessed through the IRS intranet. The employee’s IRS logon and intranet monitoring will provide any necessary audit trail information. We are also working with Web Services to use Web Trends to capture audit trail information (Web Trends is used in the INET environment). Audit Trail information will be provided to the REFM database administrator.
D. Data elements and fields relate to the IRS’ physical portfolio (building information and data).
2. Describe/identify which data elements are obtained from files, databases, individuals, or any other sources.
A. IRS
B. Taxpayer
C. Employee
D. Other Federal Agencies (List agency)
E. State and Local Agencies (List agency)
F. Other third party sources (Describe)
Data elements and fields relate to the IRS’ physical portfolio (building information and data). The data dictionary of available fields is over 612 pages long – we are currently working to determine which fields to populate.
A. See above
B. N/A
C. See above
D. N/A
E. N/A
F. N/A
3. Is each data item required for the business purpose of the system? Explain. Yes.
4. How will each data item be verified for accuracy, timeliness, and completeness?
A determination will be made for each to identify the appropriate timeframe for updating the data. Several methods will be employed. System design will incorporate use of discrepancy reports to identify inconsistencies in data between systems. For example, when building number field is downloaded from FIRMweb, a discrepancy report will identify any buildings which are not in GDI/Portal. Database administrator will conduct periodic quality review checks to verify data. Quality review will also be incorporated in program reviews. Several methods will be employed to verify accuracy, timeliness, and completeness. System design will incorporate use of discrepancy reports to identify inconsistencies in data between systems. For example, when building number field is downloaded from FIRMweb, a discrepancy report will identify any buildings that are not in GDI/Portal. Database administrators will conduct periodic quality review checks to verify data. Quality Review will also be incorporate in program reviews.
5. Is there another source for the data? Explain how that source is or is not used. No
6. Generally, how will data be retrieved by the user?
Full users will access applications hosted on a network server through a web interface using the IRS’s standard Intranet browser and client-side software installed on their PC’s. Read-only users will be able to execute queries by interacting with the application through a web browser.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
Yes – authorized full users can query on SEID to determine employee’s physical location.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
Authorized application users and systems administrators. Access will be based on user permissions – not all users will have access to all data. General users will only be able to execute queries using the portal interface – they will not access the actual system and will only be able to access data based on a need to know basis.
9. How is access to the data by a user determined and by whom?
General users will gain access through the LAN intranet connection via OL5081 intranet privileges granted by their manager. This does not require a separate OL5081 for general intranet access for customer requests and view only.
OL5081 additional privilege request and manager/system owner authorization will be required for users who require authority or permission to perform database updates or maintenance.
System log-on should be disabled after 180 days or current IRS standard.
Trusted domains will be used as access verification for general user access.
10. Do other IRS systems provide, receive, or share data in the system? If YES, list the system(s) and describe which data is shared. If NO, continue to Question 12.
Yes.
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment? Yes.
12. Will other agencies provide, receive, or share data in any form with this system? No.
Administrative Controls of Data
13. What are the procedures for eliminating the data at the end of the retention period?
GDI Records will be retired after 2 years IAW IRM 1.15.1 sections:
1.15.48 General Records Schedule (GRS) 11 Space and Maintenance Records
1.15.48.1 Description and Authorities (01-01-2003)
The records will be archived via tape backup provided by the MITS servicing GSS (General Support System).
The records will be destroyed IAW Exhibit 1.15.48-1 General Records Schedule 11 (12-21-1998) upon 2 years from cancellation of building lease.
14. Will this system use technology in a new way? If "YES" describe. If "NO" go to Question 15. No.
15. Will this system be used to identify or locate individuals or groups? If so, describe the business purpose for this capability.
Yes – identify employees’ physical location in a building for disaster recovery purposes and for mail stop information. Also Evacuation/emergency processes.
16. Will this system provide the capability to monitor individuals or groups? If yes, describe the business purpose for this capability and the controls established to prevent unauthorized monitoring. No.
17. Can use of the system allow IRS to treat taxpayers, employees, or others, differently? Explain. No.
18. Does the system ensure "due process" by allowing affected parties to respond to any negative determination, prior to final action? N/A.
19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors? No.
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