Privacy Impact Assessment – Enterprise Logistics Information Technology (ELITE)
ELITE System Overview:
The ELITE system provides order management, distribution management, warehouse management and transportation management functions to support orders for and distribution of published products, transportation management for the distribution function, and warehouse management for product inventory located at the IRS National Distribution Center (NDC) in Bloomington, IL. ELITE is an integrated, real-time supply chain execution system that is based on Java (J2EE). ELITE consists of Commercial-Off-The-Shelf (COTS) software modules from Softeon, which serve as the foundation for the National Inventory Management System (NIMS).
System of Records Number(s):
Treasury/IRS 30.003 Requests for Printed Tax Materials Including Lists
Treasury/IRS 34.037 IRS Audit Trail and Security System
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. N/A
C. ELITE will record event information as follows:
1. When the event occurred.
2. The user initiating the event.
3. The type of event.
4. The result of the event.
ELITE will log the following fields:
1. Assigned user.
2. Date and time.
3. Machine name.
D. Other: Volunteers, Internal users of the system (for example, audit trail data), Other: Requestors of IRS Published Products for purposes of order fulfilment
Available Data Elements: Name, Audit trail information, Mailing address, Phone numbers (e.g., phone, fax, and cell), E-mail address
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)
A. N/A
B. N/A
C. N/A
D. N/A
E. N/A
F. Customers.
Data Elements Obtained:
Name, Address, Ship To Address, Customer Group
3. Is each data item required for the business purpose of the system? Explain.
Yes, each element is required for the ELITE application to distribute IRS published products at the National Distribution Center (NDC) in Bloomington, IL to customers via appropriate transportation methods.
4. How will each data item be verified for accuracy, timeliness, and completeness?
The ELITE Reporting Facility includes crystal reports covering order management, inventory, cycle counting, productivity, transaction, logistics and shipping. Audit logs are reviewed regularly and when a problem is reported.
5. Is there another source for the data? Explain how that source is or is not used.
External Customers (e.g., Individuals, Banks, Post Offices, Libraries, etc.) – place orders for (public use) published products via IRS.gov, toll-free telephone services or mail, that, after upload or key-entry by NDC personnel, are processed by ELITE.
Internal Customers (e.g. IRS Offices) – place orders for (IRS use) published products via toll-free telephone service that, after key-entry by NDC personnel, are processed by ELITE.
6. Generally, how will data be retrieved by the user?
Internal User (e.g., IRS personnel) – accesses ELITE via IRS Intranet to use the functionality of ELITE to carry out their job duties.
Internal Privileged Users (e.g., database administrator or SAs) – directly log onto ELITE application server and/or database server to perform required administrative functions.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
Yes, orders are placed via the use of a SKU number, a unique identifier that consists of a catalog number and revision date, and a unique order number is generated for tracking purposes.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
Users
Purpose: Order Fulfillment
Administrators
Purpose: System Administration
Contractors
Purpose: System Support
9. How is access to the data by a user determined and by whom?
The user’s manager will authorize the user’s need to have access to ELITE through a signed OL5081 form submitted through the OL5081 system.
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.
No, ELITE interconnects to only internal IRS systems. ELITE resides within the IRS network and does not have any interfaces with external systems or networks.
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment?
Not applicable.
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?
As stated in IRM 25.10.1.5.8, Hardware Security and Maintenance Controls, systems are purged to remove data from the memory and external storage devices prior to disposal.
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. No.
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?
Not applicable.
19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?
Not applicable.
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