Jump to main content.

OCEFT/NEIC Master Tracking System

I. Data in the System

  1. Generally describe what data/information will be collected in the system.

    The NEIC Master Trackikng System (MTS) is NEIC's primary source of management information. It contains information on the projects (civil, criminal and special) functions and activities that make up the work performed at the center. It also facilliitates management efforts by which to assist in planning for the work the center does and may do in the future.

    Specifically MTS is an NEIC only system and the information contained within the system is not available to the public. Only NEIC employees have access to the information contained within the system and data entry is performed directly by NEIC employees and NEIC Program Coordinators (Criminal, Civil and Speical). Access to MTS data is restricted and password protected and limited to NEIC Managers and specific NEIC personnel.

    MTS was was also developed to allow employees to record the time that they work on. This provides supervisors and managers with the ability to track the time employees are working on specific projects (such as criminal, civil and speical) and other associates support activities within the NEIC.

    Other information contained within the sysetm include specifc enforcement information and the tasks being peformed by employes tied to the specific project (via a project code). Personally identifiable information is also contained within the system (employees SSN). But is used only as a unique employee identifier to link employees to specific projects.

    NOTE: NEIC is planning to removed all personally identifiable information (i.e the employee's SSN) from MTS by March 2007.

  2. What are the sources and types of the information in the system?

    The information in the NEIC MTS comes from several sources. Employees enter their time (i.e. number of hours they spend) on specific projects, functions and activities. Project, function and activity information is entered by the NEIC Program coordinators and NEIC Management team members. Other sources could include information for other Agency management information systems as needed i.e. Agency's financial data warehouse. As such, the information in the system is a compliation of how employees are spending their time on specific projects, functions and activities. Specific information on what the tasks they peform is also readily avaialble to NEIC Management.

  3. How will the data be used by the Agency?

    MTS data tracks the amount of hours spent by employees on specific projects, functions and activities. These data are used by the NEIC management to support the Center's performance and efficiency goals.

  4. Why is the information being collected? (Purpose)

    These information are being collected to manage, track, and report on the progress of the Center's specific projects (criminal, civil and special), functions and activites.

II. Access to the Data

  1. Who will have access to the data/information in the system (internal and external parties)? If contractors, are the Federal Acquisition Regulations (FAR) clauses included in the contract (24.104 Contract clauses; 52.224-1 Privacy Act Notification; and 52.224-2 Privacy Act)?

    Users - NEIC employees who have a specific need to know in their specific project areas.

    Managers - who review MTS data

    System Administrators - there are two types of system administrators, the first are NEIC management who determine who is allowed to access to the data and they determine the user's role. The second are the database administrators and system administrators who are responsible for creating new users and maintaining the database.

    Developers - NEIC employees and NEIC contractors.

    Others - other offices within EPA. This is typically given with data exports for just the data needed or by reports provided in either a hardcopy or electronic format (e.g., spreadsheet, word processor). The information released must be reviewed and approved by an NEIC Management Team member.

    The public does not have access to NEIC MTS data.

  2. What controls are in place to prevent the misuse of data by those having authorized access?

    MTS does not provide direct public access and the data tables are locked to restrict access to authorized users only. Access is controlled by user roles through the application. The role determines the level of data access available.

    All users are required to have an ORACLE userid and password. All users comply with the Agency's rules of behavior for access to sensitive environmental data. All users are informed of the consequences for violating the rules. All users are required to take the Agency's annual information security awareness training. The System Administrators in NEIC are to use audit logs to monitor ORACLE access and report intrusions to the System Administrators and the NEIC Information Security Officer.

  3. Do other systems share data or have access to data/information in this system? If yes, explain who will be responsible for protecting the privacy rights of the individuals affected by the interface? (i.e., System Administrators, System Developers, System Managers)

    Data is not provided to any other Agency systems.

  4. Will other agencies, state or local governments share data/information or have access to data in this system? (Includes any entity external to EPA.)

    No.

  5. Do individuals have the opportunity to decline to provide information or to consent to particular uses of the information? If yes, how is notice given to the individual? (Privacy policies must clearly explain where the collection or sharing of certain information may be optional and provide users a mechanism to assert any preference to withhold information or prohibit secondary use.)

    N/A for the NEIC MTS System.

III. Attributes of the Data

  1. Explain how the use of the data is both relevant and necessary to the purpose for which the system is being designed.

    MTS is NEIC's management information system. It tracks employee activities associated with the specific programmatic elements of NEIC's mission, i.e. forensic scientific for criminal, civil and special projects that are in direct support for the Agency's Criminal and Civil enforcement programs.

    These data are restricted and access is limited to NEIC managers and specific NEIC employees who use the data to plan, manage, and evaluate the projects that NEIC works on. MTS directly associates employees, using their SSN, with specific project, function and activities. Since the project names can be considered enforcement confidential (especially in the case of criminal projects), this informaiton must be protected from unauthorized access or disclosure. SSNs are associated with employees but no other personnally identifiable information is contained within MTS.

  2. If data are being consolidated, what controls are in place to protect the data from unauthorized access or use? Explain.

    No data is being consolidated.

  3. If processes are being consolidated, are the proper controls remaining in place to protect the data and prevent unauthorized access? Explain.

    No processes are being consolidated.

  4. How will data be retrieved? Can it be retrieved by personal identifier? If yes, explain. (A personal identifier is a name, Social Security Number, or other identifying symbol assigned to an individual, i.e. any identifier unique to an individual.)

    Data is usually retrieved by specific project codes or an employee's name when requested. The personally identifiable information is used only to create the link to the specific ORACLE tables that contain the information being requested. SSNs are never revealed nor included on any report (hardcopy or electronic). Queries against the database are either via an ad hoc SQL query or through a canned report.

  5. What achievements of goals for machine readability have been incorporated into this system? Where is the policy stated? (Machine readable technology enables visitors to easily identify privacy policies and make an informed choice about whether to conduct business with that site.)

    There is NO direct public access to MTS. MTS data are restricted and access is limited to NEIC management and selected NEIC personnel.

IV. Maintenance of Administrative Controls

  1. Has a record control schedule been issued for the records in the system? If so, provide the schedule number. What are the retention periods for records in this system? What are the procedures for eliminating the records at the end of the retention period? (You may check with the record liaison officer (RLO) for your AA-ship, Tammy Boulware (Headquarters Records Officer) or Judy Hutt, Agency Privacy Act Officer, to determine if there is a retention schedule for the subject records.)

    No retention schedule has been issued for the records contained with MTS

  2. While the data are retained in the system, what are the requirements for determining if the data are still sufficiently accurate, relevant, timely, and complete to ensure fairness in making determinations?

    The data are reviewed by the supervisors and NEIC program coordinators (civil, criminal and special) on a periodic basis. When data are determined to be wrong they can issued a request to correct the data based on their assessment.

  3. Will this system provide the capability to identify, locate, and monitor individuals? If yes, explain.

    No.

  4. Does the system use any persistent tracking technologies?

    No

  5. Under which System of Records (SOR) notice does the system operate? Provide the name of the system and its SOR number if applicable. A list of Agency SORs are posted at http://www.epa.gov/privacy/notice/. (A SOR is any collection of records under the control of the Agency in which the data is retrieved by a personal identifier. The Privacy Act Officer will determine if a SOR is necessary for your system.)

    Not applicable

Local Navigation

Jump to main content.