Privacy Impact Assessment – Resources Management Information System

RMIS System Overview:

RMIS is an interactive, menu driven, data collection and reporting system used by Field Assistance (FA) employees.  It is designed to track workload volume and staff hour expenditures against scheduled unit and hour levels at the taxpayer assistance centers.  The reports produced provide management with the data necessary to determine staffing requirements and to assist in program management and evaluation.  Field Assistance employees report time spent on work load activities and overhead activities such as training and leave using form 5311, FA Activity Report.  Data from the form 5311 is transferred to RMIS.  Once data is collected, it is used to generate various management reports for TAC and FA management at the group, territory, area, and national levels.  No taxpayer data will be present in RMIS at any time.  Please note:  A W&I system, Field Assistance Management Information System (FAMIS) Queuing Management is intended to replace RMIS and be fully deployed by September  2006; however, Field Assistance will continue to operate RMIS for at least until March 2007. 

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. None.
B. System captures information about employees’ work by using the system.  Data elements include:  Weekly logs of hours worked by activity type, Office name
C. The database tracks audit trails for the following events:  state changes (draft to submitted, submitted to approved or rejected) to form 5311, Field Assistance Activity Report records by user/employee.
D. NA

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. POD Name
B. NA
C. NA
D. Employee inputs data regarding hours worked.
E. NA
F. NA

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

Yes.  All data items mentioned in question 2 are required to meet a business purpose of the system.
* Customer Activity  type 
* The employee’s Office and Manager data is required to allow the system to properly route and process Form 5311 data.

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

Managers are responsible for verifying data weekly.

5. Is there another source for the data?  Explain how that source is or is not used.

Customer contact data is collected from the Q-Matic system.  The data is used to populate the employee F5311.  The Q-Matic system is the only external system that supplies data to RMIS.

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

The data will be accessed/ retrieved via a web interface connection to the IRS Intranet.

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

Yes, employee identifier

Access to the Data

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

Users, Managers, and System Administrators will have access to the data in RMIS on a need to know basis only, and only for the employees assigned to them or their area of management.

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

Access is determined based on the role the employee has in the Field Assistance Office.  Access will be handled with the 5081 application and approved by the appropriate approval group.

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.  Customer Contact data is collected from the Q-Matic system.  The Q-Matic system is the only source for the data.  The Business Performance Management System (BPMS) and the Integrated Financial System (IFS) receive data from RMIS.  No taxpayer data is collected on in the system.

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

Yes.  IFS has a PIA on file dated 9/3/04.  The Queuing Management System (Q-Matic) has a PIA on file dated 8/6/02.  BPMS does not have an approved PIA.

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?

Intended retention period is a minimum of two years.  Data is eliminated via IRM 1.15.31-1 Item number 22.  Taxpayer Service Resource Management System (RMIS).

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.

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?  No.

19.  If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?  No.