Privacy Impact Assessment – Information Technology Asset Management System
ITAMS System Overview:
The Information Technology Asset Management System (ITAMS) establishes Information System (IS) property ownership, management and control throughout the IRS to include: acquisition, receipt, installation, modification and/or movement, maintenance and disposal of all IS property.
ITAMS is an automated trouble-ticketing tool capable of supporting all types of system, network and operational problems, with the capability to differentiate between different types of tickets. ITAMS also provides a repository for all enterprise help desk related problem-solving activities, which tracks the complete life cycle of the trouble ticket including Open, Re-open, Update, Resolve and Close.
ITAMS includes the following two modules, Peregrine ServiceCenter and Peregrine AssetCenter.
Peregrine ServiceCenter is a suite of integrated application modules based on interrelated events that occur throughout the life cycle of an infrastructure. The primary mission of the ServiceCenter application is to increase the effectiveness of the organizational and technical infrastructure through workflow coordination and data access. ServiceCenter consists of the following sub modules:
* Problem Management has the capabilities to open, update, resolve and close tickets, escalate problems by priority/severity and then assign these problems to the appropriate personnel for problem resolution.
* Problem Resolution allows support staff to locate similar problems and solutions. Incidents or problems can be identified as solution candidates. Relevant information from these solution candidates may be cataloged for retrieval.
* Get-Services is an IRS employee self services Web-based extension of ServiceCenter that allows employees to address their IT services requests on-line. It provides one simple interface on the IRS Intranet that employees can use to report a problem, check status, request help and reset a password.
Application Program Registry (APR)
The APR is a sub-module of ServiceCenter that keeps track of all IRS-developed (non-COTS) software programs, and aids application programmers in completing the annual re-certification of their programs. APR tracks data on these applications including: lines of code count, execution type, life cycle status, run frequency. This data is input manually by the application programmers, who login in through ServiceCenter. There are 800+ application programmer accounts, each of which had to follow the OL5081 process to get ServiceCenter access, and must have the APR capability in their Operator Record to access the APR.
Employee Resource Center (ERC)
The ERC uses ITAMS for employees across the IRS to request Human Resources (HR) support, such as obtaining HR forms and documents. ERC employees use ServiceCenter to manage the HR tickets.
Peregrine AssetCenter is a suite of integrated asset management applications designed to track and manage assets with emphasis on the business process perspective. The core of the AssetCenter application is a comprehensive data warehouse of the assets used by all departments within the organization. ITAMS AssetCenter consists of the following sub modules: Asset Management and Procurement Management. AssetCenter provides the following:
* Increased Automation of the Inventory Reconciliation Process – AssetCenter inventory data can be reconciled via two automated means. One method employs an ITAMS interface to Tivoli inventory allowing Tivoli captured inventory to be compared to the AssetCenter database. This automated discovery function assists in identifying new adds, moves/changes, and non-inventoried items. Another method employs the use of barcode scanner process that supports efficient physical inventories used to audit, assess and reconcile the inventory database.
* Standard Configuration Templates – Templates may be established by AssetCenter to produce standard hardware and software configuration templates of systems that are procured at the National level and targeted for rollout to the field. This allows IRS sites to customize the standard templates with their unique information (serial number, location, and contact name). This supports increased data standardization and reduction of data entry error due to manual input.
* Reduction of Manual Error – The interface based functions of ITAMS will ease the burden of manual entry and improve inventory accuracy.
* Software Licensing Management and Tracking - AssetCenter provides the capability to track software licenses. The acquired license is depicted as an asset record and the installed software is associated to the machine on which it resides. This, in conjunction with Tivoli inventory discovery, allows AssetCenter to effectively manage software licenses to ensure compliance with licensing agreements. Cost savings can also be realized by identifying unused seats and adjusting enterprise software licenses accordingly.
* Increased Data Standardization – AssetCenter relies heavily on the establishment of standard data conventions among various source files. To maintain the integrity of the asset management data, core inventory data is mapped to the employees, locations and other key data.
Systems 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. No Taxpayer is contained in the system.
B. The following data fields are collected by ITAMS from the Department of Treasury’s HR Connect system: pay plan (hourly or salary), grade, step, Service Office Number, Enter on Duty Date, employee exit date (if applicable), division, branch, business unit, pay status.
The following data fields are collected by ITAMS from the Corporate Authoritative Directory System (CADS) system: first name, last name, login ID, employee location address (including city, state, and zip code), phone number, e-mail address, building code (6 characters), job title, fax number, contractor status, tour of duty description, manager’s Standard Employee Identification Number (SEID), manager’s first, middle, and last name.
In addition to the above information that is prepopulated from HR Connect and CADS, employees may also enter alternate phone numbers (home, cell, or other), specific location information (floor, room, cubicle number) employee’s tour of duty, id key to phone lookup table, and organization name.
Legacy login accounts use the employee’s first initial, middle initial, first four letters of the last name and two digit numeric building code as a user ID. For all accounts created after November 1, 2005, the employee’s standard employee identifier (SEID) is the user identifier that will be the only information required. More than half the ServiceCenter users currently have a legacy identifier, but all identifiers are in the process of being converted to use the SEID Employer resource center.
C. The ServiceCenter maintains an audit log that is used for ITAMS. The log is stored as a Unix file and consists of a timestamp. This timestamp notes login and logoff time and date, as well as time idle. All transactions within the application are monitored. All information entered onto the service ticket is kept. The history file contains information about what has been modified and is tracked by user login. The login is linked to a directory and this directory can be used to locate the personal information for the user (i.e., employee location address [including city, state, and zip code], phone number, e-mail address, building code.).
AssetCenter also has a security audit trail. However, it does provide the ability to log a history on certain operations or functions. A login history is maintained, which records only date and time of logins. A log of operations is also maintained. This log contains information about who changes the status of an asset from “in stock” to “in use” is transferred when it is moved from one building to another.
Auditing of database security events is not currently enabled on the ITAMS Oracle database.
MITS-2 GSS auditing is used to monitor user workstation and log on/off activities. It also monitors system administrator and security administrator activities while in their specific roles. The audit logs have critical event information (type of event, source of event, time and date of event, user accountable for event). MITS-2 audit logs are reviewed daily for Tier II and TIER III servers. If any suspicious behavior is detected by the security administrator it is reported immediately to the appropriate individuals.
D. In the AssetCenter portion, ITAMS contains information important to asset inventory control. Aside from personally identifiable information which consists of asset supervisor name, user name, recipient name, building location code of the asset, some of the primary data fields collected for this purpose include: asset ID, asset category, nature of asset, asset prefix, asset subcategory, product name, manufacturer’s name, price, date, delivery time, status, location information, description, cost center, market value, disposal code, and asset retirement date.
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. ITAMS obtains the following information from the CADS database: first name, last name, login ID, employee location, phone number, supervisor name, contractor status, tour of duty description.
ITAMS also obtains data from the Tivoli database. There are five files that are sent from Tivoli. Computer name, OS, version, mac address, IP address, disc size, last Tivoli scan date.
In addition, WebRTS is a procurement system that is used to track obligations, create solicitations and awards, handle vendor files, and generate reports. Procurement/RTS data is pulled in as a text file to AssetCenter. This is done via a direct connection to WebRTS. The update is run daily.
For reference purposes: The ITAMS production environment resides on the MITS-2 Enterprise Computing Center – Detroit (ECC-Detroit) General Support System (GSS) domain. It should be noted that MITS-2 and all other GSS’s noted in the PIA, provide infrastructure level security controls and the technical architecture (e.g., the development environment) for ITAMS, and it is not considered to be an interconnected application. The ITAMS development environment is located at Enterprise Computing Center – Martinsburg (ECC-MTB), and relies on the MITS-3 non-production, Development, SAT and the Training Database ECC-MTB Domain GSS for its infrastructure level controls.
B. There is no Taxpayer information supplied to the ITAMS system.
C. In addition to an explanation of the problem they are experiencing, employees may enter alternate phone numbers (home, cell, or other), specific location information (floor, room, cubicle number) employee’s tour of duty, id key to phone lookup table, and organization name.
D. ITAMS obtains the following information from the Department of Treasury’s HR Connect database: pay plan (hourly or salary), grade, step, Service Office Number, Enter on Duty Date, employee exit date (if applicable), division, branch, business unit, pay status.
E. N/A
F. The Volunteer Income Tax Assistance (VITA) database contains data regarding hardware supplied by the IRS to volunteer organizations and institutions participating in the VITA program.
3. Is each data item required for the business purpose of the system? Explain.
Yes. Each data item found in the ITAMS system is required in order to fulfil the business purpose of the system.
First name, last name, login ID, employee location, phone number, supervisor name, contractor status, tour of duty description information is needed in order to verify employee status of requester, direct asset requests to the requester, notify the requester of any problems and to arrange delivery of an asset. They are used by ServiceCenter to allow customer service representatives (end users under the “ESD Level 1” profile) to contact employees who have submitted tickets for services, and allows the service representatives to verify the identity of requesters.
Information pertaining to pay plan (hourly or salary), grade, step, Service Office Number, Enter on Duty Date, employee exit date (if applicable), division, branch, business unit, pay status information is required to be maintained by ITAMS so that HR representatives (end users who operate under the “appeals” profile) may perform their duties.
Audit log information (login/logoff times, type of event, source of event, time and date of event, user accountable for event, and information about what has been modified) is required to keep track of what user has made changes and what changer were made to the record. This record is needed for both for security and quality control purposes.
4. How will each data item be verified for accuracy, timeliness, and completeness?
ServiceCenter and AssetCenter have built-in mechanisms and rules to verify the accuracy and completeness of the ticket and asset data input into the application. The software will validate the correct format and syntax of data, and will ensure completeness by checking that required fields have data populated in them before they are submitted. Required fields within the software are duly noted in the application. If a user attempts to update a page with invalid data that does not match specified definitions and rules for format and content, or incomplete data in a required field, a validation error will be received on screen, and the ticket will not be updated until the proper data is input.
There are drop down boxes that limit what data can be collected. If the user does not fill in all fields, they receive a message that they cannot proceed until all data is provided.
AssetCenter inventory data can be reconciled via two automated means. One method employs an ITAMS interface to Tivoli inventory allowing Tivoli captured inventory to be compared to the AssetCenter database. This automated discovery function assists in identifying new adds, moves/changes, and non-inventoried items. Another method employs the use of a barcode scanner process that supports efficient physical inventories used to audit, assess and reconcile the inventory database.
All users can correct ticket information about him/herself. CADS updates the customer directory on the system every 30 days and verifies the changes made by users.
Once entered by that user, other users cannot change that information.
Service Center information is uploaded daily from CADS.
5. Is there another source for the data? Explain how that source is or is not used.
AssetCenter imports Tivoli/Computer hardware related data. These files are sent to ITAMS by the Tivoli routines allowing Tivoli captured inventory to be compared to the AssetCenter database. There are five files that are sent. Computer name, OS, version, mac address, IP address, disc size, last Tivoli scan date. This automated discovery function assists AssetCenter in identifying new adds, moves/changes, and non-inventoried items.
WebRTS is a procurement system that is used to track obligations, create solicitations and awards, handle vendor files, and generate reports. Procurement/RTS data is pulled in as a text file to AssetCenter. This is done via a direct connection to WebRTS. The update is run daily.
6. Generally, how will data be retrieved by the user?
In order to gain access to ITAMS, all users must authenticate to get to getservices This is done through the IRS intranet.
Authentication for ITAMS is done by using the SEID to log into the network. OS Get-Services then automatically authenticates the user based on their employee profile.
After the employee profile is verified, users must authenticate to ServiceCenter or AssetCenter where they are able to manage tickets and asset information. AssetCenter is accessible either by the client application on the user’s workstation ( there are approximately 4000 users with this set-up); or via the IRS Intranet.
The Get-Services web site is available to every IRS employee that has a LAN account. There is no separate identification and authentication or other security controls other than what is provided by the users LAN domain. For Get-IT tickets, the request automatically goes to the employee’s manager for approval before it is fulfilled. For Fix-IT and Move-IT tickets, management approval is not required. The Get-Services web site is only available on the IRS intranet.
Once logged into ServiceCenter and AssetCenter, Users may view tickets assigned to him or herself, or to groups to which they are assigned.
In OS Get-Services the employee can find out the progress of a service ticket in getting through the requisition process.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
Yes. Data can be retrieved by Name or SEID. The availability of the information is based upon his or her user group. It is limited to the job function of the individual, and the need of those individuals to know.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
There are several levels of end users in the ITAMS system.
Under ServiceCenter, these include:
Read Only – This role has the ability to view tickets only; all other fields are grayed out and inaccessible to this user.
Profile Type: SP Level 2 – This role provides a user the ability to update and close any ticket within ServiceCenter. The SP Level 2 is associated with a specific assignment group.
Territory Problem Administrators – This role enables the users in the field to manage their own assignment group. The Territory Problem Administrator can change the members of their assignment group if, for example, a user leaves and no longer needs to be part of the assignment group. This role does not have the ability to change passwords, and does not have access to the Service Management and Incident Management areas.
Enterprise Service Desk (ESD) Level 1 – This role has access to the Service Management & Incident Management areas. Users within this role constitute the Enterprise Service Desk, of which there are six across the country. The access level of this role provides users the ability to work help desk tickets, and also allows them to change passwords.
System Acceptance Testing (SAT) Level 1 – This role is assigned to Product Assurance SAT testers to open tickets for problems encountered during pre-production SAT testing of applications. This is the only role that has the capability to open and close SAT tickets. Developers from the SAT assignment group are assigned to work the problems detailed in the SAT ticket. This role does not have the capability to update or close production environment tickets
Profile Type: ESD Problem Administrator – This role has access to assignment groups that the Territory Problem Administrators do not. The view is the same as the Territory Problem Administrators, but the capabilities within the profile are different. This role is restricted from opening tickets, and has read only access to the Service Management area.
System Administrator – This role has access to all functions within ServiceCenter, including security feature configurations, and managing user profiles. There are five system administrator accounts.
Access to security functions within ServiceCenter is restricted to the System Administrator role only.
In AssetCenter, access levels include:
Read only - The “Read only” Profile will allow read only privileges. This Profile will be used for search and review of asset records. No other special setup is required such as a valid Single Point Inventory Function (SPIF) Code for this Profile Type.
SPIF1 - The “SPIF1” Profile will be the standard profile for the majority of the SPIF organization user community. The SPIF1 profile will require an associated valid SPIF Code. A valid SPIF Code must be populated in the SPIF field. It presumed at this time that this profile will also support the receiving of assets. Note: The normal SPIF1 and Read only users will access AssetCenter from the new Peregrine AssetCenter 4.3 Web Portal.
SPIF CORP - The “SPIF CORP” Profile will support access to all asset records within a specific “Area”. For example, all 7 Territories under the Western Area (WA) will be accessible with this Profile Type. This Profile Type will be restricted to only 1 or 2 designated authorized Area coordinators. The SPIF CORP Profile will require an associated valid SPIF Code and the first digit will be used to identify the Area. For example: SPIF Code 7030 will give Area access to all SPIF Codes beginning with the number 7 which will means access to all WA Territories.
Area Coordinators
AWSS
Full Rights - The “Full Rights” profile will allow access to all asset records regardless of the SPIF Code and will allow access to perform all the Business Owner maintenance processes for all the supporting tables. This profile will be used in conjunction with the AssetCenter Client application.
Appeals - The “Appeals” Profile will function similar to the SPIF1 Profile but will be subject to different restrictions unique to the Appeals organization. This Profile must have a valid Appeals SPIF Code.
Chief Counsel - The “Chief Counsel” Profile will function similar to the SPIF1 Profile but will be subject to different restrictions unique to the Chief Counsel organization. This Profile must have a valid Chief Counsel SPIF Code
Criminal Investigation - The “Criminal Investigation” Profile will function similar to the SPIF1 Profile but will be subject to different restrictions unique to the Criminal Investigation organization. This Profile must have a valid Criminal Investigation SPIF Code.
PROBadmin - The “PROBadmin” Profile will support ESD in maintaining the Problem Site name entry on the Asset Management Locations Table. This Profile is restricted and must be authorized by ESD. The Problem Site name is populated in the Incident tickets and indicates the user location.
Agency Wide Shared Services (AWSS) - The “AWSS” Profile will support the Disposal process of IT equipment by the AWSS organization based on a valid Facility Area Code. This Profile must have an associated valid Facility Area Code.
The “AWSSadmin” Profile will support the authorized designated AWSS Administrator. This Profile will allow access to all the valid Facility Area Codes to support the overall AWSS processes.
NONIT - The “NONIT” Profile will support the Disposal process of the NON-IT items. The AWSS organization is also responsible for the NONIT processes. This Profile must have an associated valid Facility Area Code.
NONITadmin - The “NONITadmin” Profile will support the authorized designated NONIT Administrator. This Profile will allow access to all the valid Facility Area Codes to support the overall NONIT processes.
Systems Integrator (a contractor) - Assists in the integration of the different applications. The Systems Integrator has access to the production environment, however, within this environment; the Systems Integrator may only access the ITAMS directory and subdirectories. May browse logs and review performance of system, but may make no changes.
9. How is access to the data by a user determined and by whom?
Users must submit an OL5081 to request access to ServiceCenter and AssetCenter. After the request is signed by the user’s manager, it is sent to the ServiceCenter and AssetCenter administrators, who create the account and the user’s operator record in ServiceCenter, and the profile tab of the employee record in AssetCenter. Employee information input into the operator record is taken from the CADS application. Employee information input into the profile tab of the employee record is taken from the HR Connect application. Access to ITAMS is granted on a need-to-know basis only.
Using the ServiceCenter legacy system, once the user is authenticated (using a legacy ID); the user must have the ServiceCenter client present in order to access the program. If the user was registered for ServiceCenter via the OL-5081 registration process, authentication is accomplished through the use of a username (SEID) and password in order to see the status of a ticket.
For ServiceCenter, once the user logs-in to the OS Get Services network, he or she is authenticated to Get-services (the self-service, Web-based extension of ServiceCenter) and tickets that have been reported by the user are visible.
Within ServiceCenter and AssetCenter, levels of access are determined by the role assigned to the individual.
IT tickets are available to all users. Open tickets of others are visible, but no personal information of requesters can be revealed.
Contractors have access to the system in the System Integrator role. In order to be granted access to ITAMS they must attain a National Agency Check with Law and Credit Investigation for Moderate Risk Contractor Position clearance in order to access the system. They must then go through the same registration processes as other users of ITAMS.
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. The ITAMS application does not directly connect with any other applications. The following is a list of GSS’s and applications ITAMS relies on for infrastructure controls and data feeds:
MITS-17 - Corporate Authoritative Directory System (CADS)
CADS is a directory application that integrates personnel, location, and organization data and provides integrated information via Lightweight Directory Access Protocol (LDAP). The ITAMS database contains a Customer Directory table which is a contacts table used when a customer calls in. The customer information and cost center information is pulled from CADS into the Oracle database, and is uploaded to ServiceCenter from Oracle.
MITS-17 – Tivoli (IBM Federated Identity Manager)
AssetCenter imports Tivoli/Computer hardware related data. These files are sent to ITAMS by the Tivoli routines. The import updates the Last Connected Date in the amAsset table in the ITAMS database. This is the date that Tivoli last did a scan and saw a particular device connected to the network. There are five files that are sent. Computer name, OS, version, mac address, IP address, disc size, last Tivoli scan date. These update every week. This import runs once a month. These files are provided by the network security office at ECC-Detroit to ITAMS.
Web Requisition Tracking System/Integrated Procurement System (Web RTS/IPS)
WebRTS is a procurement system that is used to track obligations, create solicitations and awards, handle vendor files, and generate reports. Procurement/RTS data is pulled in as a text file to AssetCenter. This update is run daily.
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment?
Yes. The MITS-17 system, of which CADS and Tivoli are subsystems, received its Security Certification on July 1, 2005, which expired on November 30, 2005. It does have a current Privacy Impact Assessment, approved 5/1/06.
Web RTS/IPS received its Security Certification July 31, 2003. It is due to expire on July 30, 2006. It does have a current Privacy Impact Assessment, approved 2/10/06.
12. Will other agencies provide, receive, or share data in any form with this system?
Yes. HR Connect is the Department of Treasury-wide human resources system providing information to ITAMS. HR Connect offers Manager Self Service (MSS) and Employee Self Service (ESS) modules. In MSS, managers electronically initiate, approve, and track personnel actions and awards. They can also view all types of personnel data on employees reporting to them or to their subordinate supervisors. In ESS, employees can review and request changes to their own personnel information. HR Connect supplies Pay plan (hourly or salary), grade, step, Service Office Number, Enter on Duty Date, employee exit date (if applicable), division, branch, business unit and pay status information to the ITAMS system.
Administrative Controls of Data
13. What are the procedures for eliminating the data at the end of the retention period?
Currently, no data is purged in ServiceCenter. A records schedule for the documents in the ITAMS system is currently in progress and is being worked out. System contacts are currently working with the business unit to establish a policy.
AssetCenter data is purged after 3 years. The System contact is currently working with the business unit to establish a records disposal policy.
ITAMS relies on the MITS-2 General Support System (GSS) to eliminate audit data at the end of AssetCenter’s 3 year retention period. The MITS-2 GSS eliminates audit data in accordance with the IRM 2.7.4. IRM 2.7.4, Purging of Sensitive But Unclassified (SBU) Data and Destruction of Computer Media, provides those procedures used for sanitizing electronic media for reuse (e.g., overwriting) and for controlled storage, handling, or destruction of spoiled media or media that cannot be effectively sanitized for reuse (e.g., degaussing).
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.
Yes. The Application Program Registry is used to contact the appropriate POC for a program or an issue that is related to internal IRS systems. When a ticket is created, ServiceCenter assignment groups are used to assign a ticket to an individual or group. In AssetCenter, assets are linked to employees. A member of the SPIF group is assigned assets in their geographic/physical location.
Security roles identify groups, but do not locate them. Each group is identified according to their role only. These roles allow specific levels of access within the ITAMS system, and assure that users have access only to information that is necessary to perform their jobs.
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.
ITAMS does not provide the capability to monitor individuals or groups. Supervision and review of activities performed while logged in the system is only performed at the server level; not for the application itself. As the server is managed and administered by MITS-2, if any suspicious or potentially malicious activity is detected, the appropriate application POCs (e.g., System Administrators, AWSSAdmins, and the System Integrator) are notified.
17. Can use of the system allow IRS to treat taxpayers, employees, or others, differently? Explain.
No. This application establishes Information System (IS) property ownership, management and control throughout the IRS. There is no differentiation. Within ITAMS user roles are not based on attributes of an individual, only the user group to which the individual belongs, or role that he or she is expected to fill in order to perform his or her duties. All users within a group have the same profile. Any changes are based on user profile and affect the entire group of users; not individual employees.
18. Does the system ensure "due process" by allowing affected parties to respond to any negative determination, prior to final action?
Yes. The ITAMS system does allow affected parties to respond to negative determinations prior to final actions.
Within the ServiceCenter module of ITAMS, an employee may review their services ticket. In order to change the information thereon, the employee has the right to make a Personnel Action Request through their supervisor who submits the information to HR Connect which will update CADS information and change that information or allow the employee to re-register.
Within AssetCenter and, an employee may indicate that their information is incorrect or has changed. They may also contact a Problem Administrator who will then go in and make the needed change. If the change is not performed adequately, the user may reopen the ticket, open another ticket, or call the help desk.
19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?
No. No persistent cookies or other tracking devices are used to identify web users.
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