Privacy Impact Assessment – Web Requisition Tracking System/Integrated Procurement System
WebRTS/IPS System Overview
Web Request Tracking System (webRTS)/ Integrated Procurement System (IPS) is an Internal Revenue Service (IRS) application/system that has been categorized as a Major application. webRTS/IPS tracks all incoming commitment requests, captures the information necessary to make awards, such as purchase orders, delivery orders, task orders, contract awards, interagency agreements and modifications of all of these and prints all pertinent award documents and reports which are required for integrated internal and external management and operation.
System of Records Number(s)
Treasury .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. User Name, Employee name, address, phone, and E-mail address
C. Information is used for tracking User activity in the system and for communicating process related information in the form of e-mail.
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. Commitment confirmation from the IFS system
B. None
C. The data elements mentioned above are obtained from the existing procurement system (Web RTS) on a periodic basis.
D. Central Contractor Registration (CCR) – Federal Government vendor list; FAR policy
E. None
F. Citibank – Purchase card transaction data.
3. Is each data item required for the business purpose of the system? Explain. Yes.
4. How will each data item be verified for accuracy, timeliness, and completeness?
Prior to release to the production environment, extensive testing is performed to verify the accuracy, timeliness and completeness of the data elements. Format masks, edit checks and referential integrity checks are also used to ensure accuracy and completeness.
5. Is there another source for the data? Explain how that source is or is not used.
Users can attach word/text documents to requests to provide details on the items requested. The eCatalog system retrieves item information from vendor catalogs to place orders for goods/services.
6. Generally, how will data be retrieved by the user?
Users must log on to webRTS/IPS and eCatalog to access the data.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
Retrieved by system generated numbers, description, requester name, manager’s name, office ID, action type, status type, vendor name.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
Users, Managers, System Administrators and Developers will all have access to data that is relevant and consistent with their designated roles. Access is allowed by OnLine 5081 approval.
9. How is access to the data by a user determined and by whom?
The system administrator and Help Desk set roles for each user. These roles will govern the nature of data available to different users based on administrative requirements.
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 IFS system receives Commitment, Obligation, and Vendor data from webRTS/IPS.
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?
The Central Contractor Registration system provides vendor data. The Federal Procurement Data System – NG receives summary Obligation data.
Administrative Controls of Data
13. What are the procedures for eliminating the data at the end of the retention period?
These are financial records. Data retention is not less than is required by CFR 4.804-5 and NARA.
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 physical monitoring is possible. Individual activities within the system are monitored for adherence to policy and controls and detection of suspect activity. Information is used for tracking User activity in the system and for communicating process related information in the form of e-mail.
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 accessible on IRWeb, which tracks usage and monitors compliance with IRS policy for intranet and internet use. Tracking in WebRTS/IPS is used only to the extent of tracking work products and to monitor workload.
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