Privacy Impact Assessment – Automated Workload Management System (AWMS)
AWMS System Overview
Automated Workload Management System was developed for use in Service Center Campuses computer operations for scheduling of runs for computer systems. AWMS is a family of individual applications that have been designed to interact with one another to provide an integrated solution to data center management. AWMS is a relational database management system designed to: automate and support the scheduling of computer runs; manage and control computer library media inventory; automate media shipment procedures; and provide dynamic print management information. The application produces a paper and online job schedule including the resolution of data, time and resources dependencies.
Systems of Records Number(s):
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. Taxpayer: None
B. Employee: Names of authorized users, AWMS access level granted, username, and the work groups to which each employee belongs.
C. Audit Trail Information (including employee log-in info): Auditing is enabled and captures the following events:
* Login/Logoff
* Logon Name
* Date/Time of Action
* Action
* Module Accessed
D. Other (Describe):
* Names and addresses of service/data centers, banks, or other government agencies that may send or receive magnetic media.
* Processes (computer runs) that are to be scheduled and related data necessary for the creation of the setup products.
* Input and Output files to be used by each process.
* Shipping information for files to be sent elsewhere.
* Current schedule of media to be shipped out.
* Routing information for print products.
* Routing information for files on media to be received from other sites.
* Vaulting requirements for critical files.
* Current schedule of media to be moved to or from a vault site.
* Computer Tape Library inventory with current/scheduled usage.
* Calendar information.
* Processing cycle information.
Access level required by each AWMS option.
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. IRS: Information is entered by authorized users (schedulers, librarians) all of whom are IRS employees. The data entered identifies when, what, and in which format information from the AWMS database is to be provided to help employees perform their jobs. No IRS systems directly supply information to AWMS.
B. Taxpayer: No information is collected from taxpayers.
C. Employee: Information collected from employees is the employee’s full name, username and access level assigned by the master scheduler.
D. Other Federal Agencies (List agency): No Federal agencies provide data for use by AWMS.
E. State and Local Agencies (List agency): No state or local agencies provide data for use by AWMS.
F. Other third party sources (Describe): No information is collected from other third party sources.
3. Is each data item required for the business purpose of the system? Explain.
Yes, all data is required for the business purposes and operations of the system.
4. How will each data item be verified for accuracy, timeliness, and completeness?
Relevance and accuracy are verified by the schedulers and librarians who rely on AWMS for products needed to perform daily work. Any discrepancy is reported and the cause corrected by the development staff.
Accuracy or completeness of records is reflected on the products produced. It is incumbent upon the user to correct any entry that produces an incorrect or incomplete document.
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?
Data is retrieved by menu selection or input of key items (for example, run number, run name).
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
Data is retrievable by run number and run name. There is no taxpayer information in the system. Data cannot be retrieved by SSN.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
This application does not allow access to the public. Only authorized AWMS users and Application Administrators (i.e., located at each IRS Service Center) are granted authorization to access this application and are provided with user names and passwords. No contractors access the system.
9. How is access to the data by a user determined and by whom?
AWMS uses identity-based and role-based controls to limit and enforce access to certain functions within the application. Access levels and roles are assigned to users by an Application Administrator at each IRS Service Center. They are assigned according to least privilege and are revoked when no longer required. The roles are enforced through the Oracle database.
Each user is given their own unique Database login to the server after management authorizes it through an OL5081 form. Again, contractors cannot access the system.
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. No other IRS systems provide, receive, or share data in the system.
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment? Not applicable.
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?
Audit logs are retained for 6 years according to IRS policy requirements (IRM 1.15.1 Records Disposition Handbook). This ensures that application administrators or other senior AWMS personnel can maintain accountability for user actions performed during an extensive time period.
All media that are no longer required for use is wiped clean and destroyed to prevent any residual data from being recovered on the medium. Integrated Equipment Group (IEG) performs the tape destruction.
14. Will this system use technology in a new way? If "YES" describe. If "NO" go to Question 15.
No. This system does not use technology in a new way.
15. Will this system be used to identify or locate individuals or groups? If so, describe the business purpose for this capability.
No. This system cannot be used to identify or locate individuals or groups.
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. This system does not collect, use, or maintain personal information and, therefore, does not offer the capability to monitor individuals or groups.
17. Can use of the system allow IRS to treat taxpayers, employees, or others, differently? Explain.
No. This system cannot be used to treat taxpayers or employees disparately.
18. Does the system ensure "due process" by allowing affected parties to respond to any negative determination, prior to final action?
Not applicable. AWMS does not make any determinations about taxpayers or employees.
19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?
AWMS is not a web-based system.
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