Privacy Impact Assessment (PIA) – Shared Work Space Initiative

SWSI System Overview
 
The purpose of the system is to allow specify users to schedule work space at an
IRS post of duty. The user will use internet protocol to gain access to the WEB site,
when the user logs into the system they will be able to query the SWSI database for
available work facilities and also have the necessary telephone features transferred
to that location for their use.  This a pilot program being developed for Agency-Wide
Shared Services (AWSS) to make a record of work locations and use.

System of Records Number(s)

Treasury/IRS 36.003 General Personnel and Payroll Records
Treasury/IRS 34.037 IRS Audit and Security Record 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. N/A
B. SEID, password, request for office Space at his/her post of duty, Time of the request and The amount of time he/she will be present at said location.
C. SEID, time of the request and the amount of time he/she will be present at said location.
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. N/A
B. N/A
C. The SEID of the employee and the schedule of work space available at a specify location and password.
D. N/A
E. N/A
F. N/A

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

Yes, This is a scheduling software system that will advise the IRS Employee what work space is available at a specify IRS location.

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

The software will match the coded name and password to allow entrance.

5. Is there another source for the data?  Explain how that source is or is not used.  No.

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

The user will electronically log into the WEB site from his/her PC’s. User will input coded name and password. Workspaces will be numbered and the user can pick a workspace number. The system will show the user what available work space is available at a specify location and the time of its availability.

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

Yes, by the person’s SEID.

Access to the Data

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

The user, managers, system administrations personnel can review this information.

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

The access is determined by the user’s on-site manager. User must be in the shared workstation program, this is a pilot program
But once the program is fully implemented, a OL5081 will be required.  

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.  No.

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

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 system administrator will delete the user.  Based on the input from the business units and/or deleted after two years. As long as the POD exist the availability data will remain in the system. 

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.

The system is password protected, passwords will be changed routinely. Reports are needed to determine if the workspace is being utilized, if additional workspaces are needed and for manages to ensure that employees are being accommodated.

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?  No.