Privacy Impact Assessment – Gainsharing Incentive Pay System (GIPS)
GIPS System Overview:
The GIPS extracts employee performance data from Service Center Recognition Image Processing System (SCRIPS), and calculates incentive pay awards for data transcribers employed at the Submission Processing Centers. The data is used to calculate productivity rates, and compare them against program benchmarks to determine the eligibility of employees for earning incentive awards.
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. GIPS does not contain any taxpayer information.
B. The organization code, employee SSN, employee name (first initial and last name) function and program codes, employee performance statistics (quality and quantity rates), dates, and award amounts.
C. The system is a Web Based Application accessed by the users through the LAN.
D. The system only contains data collected from IRS records or the employee.
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. The employee’s organization code, SSN, name, quality and quantity information, and incentive award amounts from the SCRIPS and TAPS 3081 information.
B. No taxpayer data is collected.
C. The employee’s organization code, SSN, name, quality and quantity information and incentive award amounts from the SCRIPS and TAPS 3081 information.
D. No other Federal agencies provide data.
E. No state or local agencies provide data.
F. No third party data is collected.
3. Is each data item required for the business purpose of the system? Explain.
The data is required to calculate and ensure payment of incentive awards for employees.
4. How will each data item be verified for accuracy, timeliness, and completeness?
Management officials, Incentive Pay Coordinators, and employees’ managers verify the system reports with SETR input, SCRIPS output and Employee 3081 data.
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 system generates electronic Reports for hardcopy printing if needed.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
Name and SSN.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
Incentive Pay Coordinators, Managers, and Developers and System Administrators
9. How is access to the data by a user determined and by whom?
Access to the system is approved through the OL 5081 system. Access is approved by managers based on position and need to know.
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. System receives TAPS data.
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 system creates a file that is transmitted to the National Finance Center (NFC) for pay distribution.
Administrative Controls of Data
13. What are the procedures for eliminating the data at the end of the retention period?
Tapes are created from the SUN system and erased according to MITS retention procedures.
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.
Yes, reports are generated for determining and validating employee award amounts.
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.
Yes, reports are generated for determining and validating employee award amounts. UNAX controls are in place and overseen by local managers and management officials.
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 is used to calculate incentive awards. Correct posting of data is validated by managers and employees prior to final submission to NFC.
19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors? No.
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