Privacy Impact Assessment – IRS Human Resources Reporting Center

IRS Human Resources Reporting Center System Overview

The IRS Workforce Data reports generated by the IRS Human Resources Reporting Center are provided by the AWSS Business Systems Strategic Management (BSSM) Office.  Reports are updated each pay period.  The reports disseminate information from various Human Resources (HR) systems via the intranet to all IRS employees who have a need for HR information but who do not have direct access to the HR systems.  There are four main areas: Organization reports; Demographic reports; Downloads and Password protected sites. 

Of the most widely use and accessed sections are:
Organization Reports:  provide statistics on employee placement by a variety of factors such as grade, series, post of duty, and business unit.  The employee locator report provides non-sensitive information on individual current employees (excluding job series 1811).

Demographic Reports: 
Provide employee statistics by business unit, organization codes, post of duty, building, state, or city with additional breakdowns by variables such as managerial status, pay status, bargaining unit status, work schedule, and appointment type.  This section also contains reports on IRS gains and losses.

Business Unit Sites:
Provide supervisors and employees access to employee performance appraisal, WGI, and Career Service Recognition Awards information for those individuals determined to be appropriate to access.

System of Records Number(s) 

Treasury .001 – Treasury Payroll and Personnel System-Treasury
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
B. Employee #
C. Audit Trail Information (including employee log-in info)
D. Other (Describe)

A.  No taxpayer data is collected or maintained.

B.  Organization Reports - Employee and position information such as series, title, grade, post of duty, building, bargaining unit status, pay status, work schedule, organization, position number, performance appraisals, awards, background investigation information, etc.  There is no taxpayer data present.  HR Connect Reports do not show employee’s SEID or SSN for any public reports at this site.

C.  No login required to access the public reports.  HR Professional Pages and Business Unit Site users can only access their area of responsibility by permission from management and an approved SF5081.

D.  n/a

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. All IRS employee Personnel data will come from other IRS or Treasury systems including:
(TIMIS) National Finance Center
 HR Connect
(TAPS)  Totally Automated Personnel System

B.  No taxpayer data
C.  All employee personnel data
D.  No other Federal agencies provide data.
E.  No State or Local agencies provide data.
F.  No third party data.

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

Yes – only data need for the various reports is extracted from the source systems.

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

All verification is done by the systems that data is extracted from.

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

Yes but the source systems (TIMIS, TAPS, HR Connect have very limited access by non-HR employees).  Only those with a need to know and who have completed SF5081s with approval by a manager can assess TIMIS, TAPS, and input personnel data into HRConnect.

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

Web browser or self-updating spreadsheet.

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

Yes, but limited to what is public such as Name or organizational location, but not SSN, SEID.

Access to the Data

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

IRS Managers and Employees.

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

Non-SBU data is available to any IRS intranet user. Access to SBU data requires submission of a 5081, manager’s approval and determination of business need by BSSM staff.

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 – TAPS.  TAPS provides certain employee and position information not maintained in TIMIS.

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?

The data resides in a database that is updated after each pay period.  When employees retire or leave the Service, their name will drop off the reports; when they move to another organization, their information will be updated.  The procedures are documented in the OPM procedures, Federal Personnel Manual and General Record Schedule.  Each pay period, with downloads from the systems named above.

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, but not for personnel or tax reasons.  These reports are a convenience to managers and employees, and help eliminate requests for “focus” reports.

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.  Server contains Read-only data.  There is no process on the server that generates results.

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

Web server does not use cookies or other tracking devices to identify web visitors.