Privacy Impact Assessment – Project Tracking System (PTS)
PTS System Overview
The Project Tracking System (PTS) provides an automated monitoring and evaluation of financial requests by tracking planned, actual, and modified expenditures to Information Systems Accounts (IS) accounts as they occur. The PTS provides a standardized, automated method of budget management across a diverse group of organizations and accounting activities. It is web based and performs functions associated with the budget process, i.e. the planning, development, and execution of the MITS Services budget.
System of Records Number(s)
Treasury 00.009 Treasury Financial Management Systems
Treasury/IRS 34.037 IRS Audit Trail and Security Records 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. None
B. None
C. PTS has an audit trail activity which records all user access and activity on the system, (log in, log out). All users must have manager approval via Form 5081. PTS also tracks and records changes to such fields as budget fields, user field (modifying record), and date of change. Three years of data are stored on PTS.
D. The system tracks and stores budget execution and development data only for the IRS. No personally identifiable data is collected, stored or used in PTS.
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. Requisition data is downloaded from Request Tracking System (RTS).
B. None
C. None (except the standard Audit Trail requirements listed in question 1)
D. None
E. None
F. None
3. Is each data item required for the business purpose of the system? Explain.
Yes, each data item is directly related to MITS budgeting.
4. How will each data item be verified for accuracy, timeliness, and completeness?
Data downloaded from RTS is considered the most current and accurate since RTS input is input by the owners of the financial information as transactions occur.
5. Is there another source for the data? Explain how that source is or is not used.
Only Request Tracking System (RTS) data is downloaded to PTS, which provides requisition data. Actual expenditures are tracked against the spending plan.
6. Generally, how will data be retrieved by the user?
User password enables users to access data for read/write or read only capabilities. The database includes a report feature that allows users to view data in multiple ways.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
The name of the individual creating the requisition is downloaded into PTS. No other personal identifiers are downloaded.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
Users, managers, executives, system administrators, contractors or developers who have a need to read or write are assigned a password.
9. How is access to the data by a user determined and by whom?
Primary Budget Manager in each organization determines user write access (read/write) to the database. Read only access is given to users approved by their immediate manager.
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, Web Request Tracking System (RTS) provides data to PTS. Fields downloaded are budget fields, i.e. requisition amounts, accounting codes, dates, creator of requisition, requisition numbers.
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment?
Yes, WebRTS is part of the Procurement Automated Information System and received an approved PIA Oct. 2, 2002. WebRTS is Security Certified as well.
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?
GRS 20 – Electronic Records, Chapter 20, Exhibit 1.15.3.20-1. Financial records are maintained three years, and deleted after the retention period has expired.
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?
The system is web-based, but does not have persistent cookies. Only session cookies are present while user is on line.
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