Privacy Impact Assessment  –  Field Assistance Management Information System (FAMIS) Queuing Management

FAMIS System Overview

FAMIS is a Wage and Investment (W&I) Field Assistance (FA) application intended to replace the current Resources Management Information System (RMIS).  FAMIS will automate the time reporting of IRS employees providing service to taxpayers at walk-in locations (Taxpayer Assistance Centers (TACs)).  Currently, FA employees report work time using Form 5311 and manually provide data about the service type and duration by ticket, as well as any time and information for activities not spent engaged in customer service.  FAMIS will simplify the time report by automatically populating the direct contact portion of the time sheet in place of manual input and store that data in a database.  Once the data is collected it will be used to generate various management reports for TAC and FA management at the group, territory, area, and national levels.  No taxpayer data will be present in FAMIS at any time.

System of Records Number(s)

Treasury/IRS 36.003 General Personnel and Payroll Records
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. System captures information about employees’ work by using the system.  Data elements include:  Employee SEID, Name, e-mail address, Weekly logs of hours worked by activity type, Office name, Manager name.
C. The database tracks audit trails for the following events:  state changes (draft to submitted, submitted to approved or rejected) to F5311 records by user/employee.
D. NA

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. From Q-Matic:  Customer Contact type, Duration, Location (TAC), Login ID;  from Discovery Directory [for initial data load]: Employee Name, SEID, E-Mail Address, Office, Manager.
B. NA
C. NA
D. from employee: Name, SEID, E-Mail Address, Office, Manager.
E. NA
F. NA

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

Yes.  All data items mentioned in question 2 are required to meet a business purpose of the system.

* Customer Contact type, Duration, location and Login ID are required to create actionable management reports that are a main driver of need for the FAMIS project.  
* The employee name is required for system administration and profile maintenance. 
* The employee SEID is required for login/access to the system.
* The employee e-mail address is required for the employee to receive system notifications such as changes to the employees profile and system privileges
* The employee’s Office and Manager data is required to allow the system to properly route and process Form 5311 data.

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

Managers are responsible for verifying data weekly.

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

Customer contact data is collected from the Q-Matic system.  The data is used to populate the employee F5311.  The Q-Matic system is the only external system that supplies data to FAMIS.

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

The data will be accessed/ retrieved via a web interface connection to the IRS Intranet.

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

Yes, data will be retrievable by employee name or SEID.  The data will be retrieved during the F5311 process (capture/submit/approval) and for management reports.

Access to the Data

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

Users, Managers, and System Administrators will have access to the data in FAMIS.

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

Access is determined based on the role the employee has in the Field Assistance Office.  Access will be handled with the 5081 application and approved by the appropriate approval group.

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.  Customer Contact data is collected from the Q-Matic system.  The Q-Matic system is the only source for the data.  The Business Performance Management System (BPMS) and the Integrated Financial System (IFS) will receive data from FAMIS.

11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment?

Yes.  IFS has a PIA on file dated 9/3/04.  The Queuing Management System (Q-Matic) has a PIA on file dated 8/6/02.  BPMS des not have an approved PIA.

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?

Intended retention period is a minimum of two years.  Data is eliminated via IRM 1.15.31-1 Item number 22.  Taxpayer Service Resource Management Information System (RMIS).

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?

The system will be used to track timely submission of data by employee.  The system will allow employees to enter textual comments and explanations along with their submitted data.

19.  If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?  No.