Privacy Impact Assessment - Collection Time Reporting System (CTRS)

CTRS System Overview

The Collection Time Reporting System (CTRS) collects and stores workload statistics for the four Collection functions.  CTRS tracks non-Automated Collection System (ACS)  field time spent on various tasks, case inventory, other Collection actions and Revenue Officer inventories.  The system produces a series of MIS reports at the Territory, Area and Service Wide levels.  CTRS data is used by Collection for resource allocation and balanced measures.  External customers of CTRS data include the Commissioner's Office, GAO, TIGTA, and Congress.

System of Record Number(s)

Treasury/IRS 36.003  General Personnel and Payroll Records 

Data in the System

1. Describe the information (data elements and fields) available in the system in the following categories:

A.  Taxpayer Data - none.
B.  Employee Data - At the server level (the level being certified), no employee data.  At the Tier III level, employee name only.
C.  Audit Trail Information - Because the data being tracked is purely statistical and only two SB/SE employees and the MITS developer access the data, an audit trail is not required at this time.     
D.  Other - Collection time codes and hours worked, inventory figures and Revenue Officer numbers by grade level

2. Describe/identify which data elements are obtained from files, databases, individuals, or any other sources.

A. IRS - The system receives time and inventory data from the Entity system.
B. Taxpayer - None.
C. Employee - The system also receives data from employee timesheets.  The data comprises work unit, employee classification, time codes or action types, hours worked, and inventory worked and received.
D. Other Federal Agencies (List agency) - none.
E. State and Local Agencies (List agency) - none.
F. Other third party sources (Describe) - none.

3.  Is each data item required for the business purpose of the system?  Explain.

Yes.  Monthly MIS reports are created from the time and inventory data.

4. How will each data item be verified for accuracy, timeliness, and completeness?

The data items are reviewed for accuracy by Collection personnel.

5. Is there another source for the data?  Explain how that source is or is not used.

No other source exists for the data.

6. Generally, how will data be retrieved by the user? 

At the server level, the user logs on to the server and retrieves the data.

7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier? 

No.  The data is retrieved by organizational Function, Area, Territory, or by individual Time Code.

Access to the Data

8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?

Users, and the MITS developer will have access.

9. How is access to the data by a user determined and by whom? 

Users are members of  S:C:CP:S:CMIS and are selected by CMIS management.

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.

The Entity system collects workload data from Collection Field Function and forwards it to CTRS. 

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?

Processes are in place to eliminate data at the end of the retention period, which is one year.  These processes consist of system script files that are configured to run automatically, and will delete the data at the end of the retention period.

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?  N.A.

19.  If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?  N.A.