Amendment of System Records Notice for the PeoplePlus
[Federal Register: July 9, 2007 (Volume 72, Number 130)]
[Notices]
[Page 37217-37220]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr09jy07-55]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-8337-4; EPA-HQ-OARM-2007-0166]
Amendment of System Records Notice for the PeoplePlus
AGENCY: Environmental Protection Agency (EPA).
ACTION: Notice of an Amendment of an existing System of Records Notice
for the PeoplePlus.
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SUMMARY: Pursuant to the provisions of the Privacy Act of 1974 (5
U.S.C. 552a), the Office of Administration and Resources Management
(OARM) is giving notice that it proposes to AMEND AN EXISTING SYSTEM OF
RECORDS for EPA-1 PeoplePlus. The Environmental Protection Agency (EPA
or Agency) is amending a Privacy Act system of records to reflect the
agency's collection of employee data determined to be privacy and or
personally identifiable information (PII). In previous amendments the
Human Capital Management (HCM) function of PeoplePlus was always the
underlying source of employee information when providing Benefits,
Payroll, and Time and Labor processing. The data collected includes,
but is not limited to, contents of employee information in the Official
Personnel Folder (OPF) as specified in the Office of Personnel
Management (OPM) Operating Manual, ``The Guide to Personnel
Recordkeeping,'' but never to this level of detail. Further, the
system's name is changing from ``PeoplePlus Payroll, Time and Labor
Application'' to ``PeoplePlus'' because the name included functions of
PeoplePlus which changed recently with the e-Payrolls initiative. This
notice does not affect any Privacy Act rights already accorded
individuals who are subject of Agency
[[Page 37218]]
personnel and payroll records. PeoplePlus will not change the nature of
the records currently kept by EPA. This action simply gives notice of
the additional HCM, and employee information collected, and to notify
the public of the routine uses for PeoplePlus. These records are
maintained in PeoplePlus to administer EPA's pay and leave
requirements, including processing, accounting, and reporting
requirements. They also provide the basic source of factual data about
a person's Federal employment while in the service and after his or her
separation. Records in PeoplePlus have various uses by Agency personnel
offices, including screening qualifications of employees; determining
status, eligibility, and employee's rights and benefits under pertinent
laws and regulations governing Federal employment; computing length of
service; and other information needed to provide personnel services.
These records and their automated or microform equivalents may also be
used to locate individuals for personnel research.
DATES: Persons wishing to comment on this system of records notice may
do so by August 20, 2007.
ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OARM-2007-0166, by one of the following methods:
• http://www.regulations.gov: Follow the online instructions
for submitting comments.
• E-mail: oei.docket@epa.gov.
• Fax: 202-566-1752.
• Mail: OEI Docket, Environmental Protection Agency,
Mailcode: 2822T, 1200 Pennsylvania Ave., NW., Washington, DC 20460.
• Hand Delivery: OEI Docket, EPA/DC, EPA West Building, Room
B102, 1301 Constitution Ave., NW., Washington, DC. Such deliveries are
only accepted during the Docket's normal hours of operation, and
special arrangements should be made for deliveries of boxed information.
Instructions: Direct your comments to Docket ID No. EPA-HQ-OARM-
2007-0166. EPA's policy is that all comments received will be included
in the public docket without change and may be made available online at
http://www.regulations.gov, including any personal information
provided, unless the comment includes information claimed to be
Confidential Business Information (CBI) or other information for which
disclosure is restricted by statute. Do not submit information that you
consider to be CBI or otherwise protected through http://www.regulations.gov.
The http://www.regulations.gov Web site is an ``anonymous access'' system,
which means EPA will not know your identity or contact information
unless you provide it in the body of your comment. If you send an e-mail
comment directly to EPA without going through http://www.regulations.gov
your e-mail address will be automatically captured and included as part
of the comment that is placed in the public docket and made available
on the Internet. If you submit an electronic comment, EPA recommends
that you include your name and other contact information in the body of
your comment and with any disk or CD-ROM you submit. If EPA cannot read
your comment due to technical difficulties and cannot contact you for
clarification, EPA may not be able to consider your comment. Electronic
files should avoid the use of special characters, any form of
encryption, and be free of any defects or viruses. For additional
information about EPA's public docket visit the EPA Docket Center
homepage at http://www.epa.gov/epahome/dockets.htm.
Docket: All documents in the docket are listed in the
http://www.regulations.gov index. Although listed in the index, some
information is not publicly available, e.g., CBI or other information
for which disclosure is restricted by statute. Certain other material,
such as copyrighted material, will be publicly available only in hard
copy. Publicly available docket materials are available either
electronically in http://www.regulations.gov or in hard copy at the OEI
Docket, EPA/DC, EPA West Building, Room B102, 1301 Constitution Ave.,
NW., Washington, DC. The Public Reading Room is open from 8:30 a.m. to
4:30 p.m., Monday through Friday excluding legal holidays. The
telephone number for the Public Reading Room is (202) 566-1744, and the
telephone number for the OEI Docket is (202) 566-1752.
FOR FURTHER INFORMATION CONTACT: Bobby Moore, Office of Human
Resources, Office of Administration and Resources Management, U.S.
Environmental Protection Agency, 1200 Pennsylvania Ave., NW., M/C
3603M, Washington, DC 20460, telephone (202) 564-7542.
SUPPLEMENTARY INFORMATION:
I. General Information
The EPA-1 PeoplePlus (PPL) system of records does not duplicate any
existing system of records. Details regarding the amended system of
records are contained in this Federal Register Notice. PeoplePlus is
EPA's integrated Human Resources, Benefits, and Time and Labor
Management System. PPL is an enterprise application that provides
multiple functionalities for human resources and base benefits as well
as on-line entry for time and labor data. The Human Capital Management
(HCM) function of PeoplePlus was designed to support personnel
operations, feed payroll systems, time and labor and meet managers',
human resources (HR) specialists', and employees' needs for information
necessary to manage day-to-day operations. These records are not a
substitute for the official, permanent documentation that constitutes
the Official Personnel Folder (OPF). The data collected includes, but
is not limited to, contents of employee information in the OPF as
specified in the Office of Personnel Management (OPM) Operating Manual,
``The Guide to Personnel Recordkeeping.'' Much of the Standard Form 52
``Request for Personnel Action'' and Standard Form 50 ``Notification of
Personnel Action'', information is collected to meet Government-wide
human resource information needs. Civilian personnel records are
records that relate to the supervision over and management of Federal
civilian employees. These include records on the general administration
and operation of human resource management programs and functions as
well as records that concern individual employees. This information is
reported to the Central Personnel Data File (CPDF), OPM's centralized,
automated information system that provides statistics on Executive
Branch employment to the Congress and other agencies. This information
is used in a variety of ways to evaluate and formulate human resource
systems and programs. Privacy in PeoplePlus is protected by restricting
access to authorized users with appropriate roles and permissions.
Privacy data is access and managed by the Human Resources Specialist
with these secured roles. PeoplePlus is access by EPA employees for
time entry and those who provide functional duties within the system.
Employees access PeoplePlus using a secure Web site within the Agency's
firewall. Employees must use their unique Network ID and secure
Password to gain access. PeoplePlus is managed and maintained by both
the Office of Administration and Resources Management (OARM) and the
Office of the Chief Financial Officer (OCFO). EPA's Central Client
Server System (CCSS) is the general support system which services and
supports the PeoplePlus major application. CCSS is located at Research
[[Page 37219]]
Triangle Park, N.C. within the National Computer Center (NCC), in the
Office of Environmental Information (OEI).
Dated: June 4, 2007.
Molly A. O'Neill,
Assistant Administrator and Chief Information Officer.
EPA-1
System Name:
PeoplePlus.
System Location:
National Computer Center, Environmental Protection Agency, Research
Triangle Park, North Carolina 27711.
Categories of Individuals Covered by the System:
Current and former EPA employees, including Health and Human
Services Public Health Service Commissioned Officers assigned to EPA.
Categories of Records Covered by the System:
This system contains general human resources elements, basic
benefits pay and leave records. This includes, but is not limited to,
employee identification and employment status data such as: Name(s),
records that establish an individual's identity, social security
number, date of birth, sex, race and national origin, disability, home
and mailing addresses, home telephone numbers and telephone numbers for
emergency contacts, type of appointment, education, training courses
attended, veteran preference, military service, service computation for
leave, date of probationary and trial period began, date of and the
annual performance rating, date of and amount of individual cash, time
off, rating based, and suggestion, patents and invention awards, date
of and amount of group cash, time off, and suggestion, patents, and
inventions awards, grievances and adverse actions for performance based
reductions in grade and removal actions, and terminations of
probationers, date of within-grade increases, Intergovernmental
Personnel Act records, union bus codes, employing organization codes,
salary, pay plan, grade, step, adjudication of a position
classification and appeal, retained grade or pay appeal, or Fair Labor
Standards Act (FLSA) claim complaints, forms and reports completed
during employment as a condition of employment, records and pertaining
and resulting from the testing of the employee for use of illegal
drugs, reports of on-the-job injuries and medical records, forms, and
reports generated as a result of the filing of a Workers' Compensation,
number of hours worked, overtime, compensatory time, leave accrual
rate, leave usage and balances, Thrift Saving Plans (TSP), TSP loans,
Civil Service Retirement and Federal Employees Retirement System
contributions, Federal Insurance Contributions Act (FICA) withholdings,
Federal, State, and city tax withholdings, Federal Employee Group Life
Insurance withholdings, Federal Long-Term Care Insurance, Federal
Employee Health Benefits withholdings, charitable deductions,
allotments to financial organizations, garnishments, savings bonds
allotments, union dues withholdings, deductions for Internal Revenue
Service levies, court ordered child support levies, Federal salary
offset deductions, and information on the Leave Transfer Program and
the Leave Bank Program, Flexible Spending Accounts (FSA), child care
subsidy, time compliance technical orders (TCTO), Physicians
Comparability Allowances (PCA), uniform allowances, non-foreign cost-
of-living allowances, Within Grade Increase, Quality Step Increase,
student loan repayment program, recruitment, relocation, and retention
incentives, extended assignment incentives, supervisory differentials,
post differentials, night pay differential, Sunday premium pay, law
enforcement availability pay, administratively uncontrollable overtime
pay, regularly scheduled standby duty pay, evacuation payment,
hazardous duty.
Authority for Maintenance of the System:
5 U.S.C. 5101 et seq.; 5 U.S.C. 5501 et seq.; 5 U.S.C. 5525 et
seq.; 5 U.S.C. 5701 et seq.; 5 U.S.C. 6301 et seq.; 31 U.S.C. 3512;
Executive Order 9397 (Nov. 22, 1943); 5 U.S.C. 6362; 5 U.S.C. 6311.
Purpose(s):
These records are maintained in PeoplePlus to administer EPA's pay
and leave requirements, including processing, accounting and reporting
requirements. They also provide the basic source of factual data about
a person's Federal employment while in the service and after his or her
separation. Records in PeoplePlus have various uses by Agency personnel
offices, including screening qualifications of employees; determining
status, eligibility, and employee's rights and benefits under pertinent
laws and regulations governing Federal employment; computing length of
service; and other information needed to provide personnel services.
These records and their automated equivalents may also be used to
locate individuals for personnel research.
Routine Uses of Records Maintained in the System, Including Categories
of Users, and the Purposes of Such Uses:
A. To the Department of the Treasury to issue checks, make
payments, make electronic funds transfers, and issue U.S. Savings Bonds.
B. To the Department of Agriculture National Finance Center to
credit Thrift Savings Plan deductions and loan payments to employee
accounts.
C. To the Department of Labor in connection with a claim filed by
an employee for compensation due to a job connected injury or illness.
D. To the Internal Revenue Service; Social Security Administration;
and State and local tax authorities in connection with the withholding
of employment taxes and tax levies.
E. To the State Unemployment Offices in connection with a claim
filed by former employees for unemployment benefits.
F. To the officials of labor organizations as to the identity of
employees contributing union dues each pay period and the amount of
dues withheld from each employee.
G. To the Office of Personnel Management and to Health Benefit
carriers in connection with enrollment and payroll deductions.
H. To the Office of Personnel Management in connection with
employee retirement and life insurance deductions.
I. To the Combined Federal Campaign in connection with payroll
deductions for charitable contributions.
J. To the Office of Management and Budget and Department of the
Treasury to provide required reports on financial management
responsibilities.
K. To provide information as necessary to other Federal, State,
local or foreign agencies conducting computer matching programs to help
eliminate fraud and abuse and to detect unauthorized overpayments made
to individuals. When disclosures are made as part of computer matching
programs, EPA will comply with the Computer Matching and Privacy
Protection Act of 1988.
L. To the Social Security Administration and the Department of
Health and Human Services to provide information on newly hired
employees for child support enforcement purposes.
M. To the Department of Health and Human Services in connection
with the master personnel and payroll files for their Public Health
Service Officers.
N. To the Defense Finance and Accounting Service to provide payroll
processing services.
[[Page 37220]]
O. To the Federal Retirement Benefit Contractors to enable
employees to receive retirement benefit calculations.
P. To disclose information to Government training facilities
(Federal, State, and local) in review of OPM's Go Learn eGov initiative
as part of EHRI.
Q. To disclose information to Office of Civil Rights (OCR) for
Equal Employment Opportunity Commission (EEOC) when requested in
connection with investigations of alleged or possible discrimination
practices in the Federal Sector, and in response to its request for use
in the conduct of an examination of an agency's compliance with
affirmative action plan instructions and the Uniform Guidelines on
Employee Selection Procedures (1978).
EPA's General Routine Uses:
A, B, C, D, E, F, G, H, I, J, and K apply to this system.
Policies and Practices For Storing, Retrieving, Accessing, Retaining,
and Disposing of Records in the System:
Storage:
These records are maintained in hard copy formats and computer
processable storage media such as computer tapes and disks. The
computer storage devices are located in the National Computer Center,
Research Triangle Park, North Carolina. Backup tapes are maintained at
a disaster recovery site. Data is on CD and fiche--only after it rolls
off line in DCPS for use within the PROs to do research. There are
actual history tapes kept in the storage facility for the 56 years.
• Retrievability: These records are retrieved by the
employee identification number or name.
• Safeguards: Computer records are maintained in a secure
password protected environment. Access to computer records is limited
to those who have a need to know. Permission level assignments allow
users access only to those functions for which they are authorized.
Paper records are maintained in locked metal file cabinets. All records
are maintained in secure, access-controlled areas or buildings.
• Retention and Disposal: The retention of data in the
system is in accordance with applicable EPA Records Schedules
#161 and 553 as approved by the National Archives and Records
Administration. Employee records are retained on magnetic tapes for an
indefinite period. Hard copy records are maintained for varying periods
of time, at which time they are disposed of by shredding.
System Manager(s) and Address:
Director, Office of Human Resources, Office of Administration and
Resources Management, U.S. Environmental Protection Agency, 1200
Pennsylvania Avenue, NW., (MC 3601ARN), Washington, DC 20460 and
Director, Office of Financial Services, Office of the Chief Financial
Officer, U.S. Environmental Protection Agency, 1200 Pennsylvania
Avenue, NW., (MC 2734R), Washington, DC 20460.
Notification Procedures:
Individuals who want to know whether this system of records
contains information about them or who want to access, amend or correct
their records, should make a written request to the EPA Privacy Act
Officer, Freedom of Information Office, U.S. Environmental Protection
Agency, 1200 Pennsylvania Ave., NW., (MC 2822T), Washington, DC 20460
or by facsimile to (202) 566-2149. Individuals must furnish the
following information for their records to be located and identified:
A. Full name.
B. A statement that the request relates to the PeoplePlus system of
records.
C. A statement indicating the reason for the request (i.e., access,
amendment or correction) and whether a personal inspection of the
records or a copy of them by mail is desired.
D. Signature.
These requirements and related provisions are set forth in EPA's
Privacy Act regulations, 40 CFR Part 16, as amended (2006), which are
available on the Agency's Privacy Act Web site at
http://www.epa.gov/privacy/laws/index.htm.
Record Access Procedure:
Individuals wishing to request access to their records should
follow the Notification Procedures. Individuals requesting access are
also required to provide adequate identification, such as a driver's
license, employee identification card, social security card, credit
card or other identifying document. Additional identification
procedures may be required in some instances.
Contesting Record Procedure:
Individuals requesting correction or amendment of their records
should follow the Notification Procedures and the Record Access
Procedures and also identify the record or information to be changed,
giving specific reasons for the change. Complete EPA Privacy Act
procedures are set out in 40 CFR part 16, as amended (2006).
Record Source Categories:
Information in this system of records is provided by:
A. The individual on whom the record is maintained.
B. Agency officials such as managers and supervisors.
C. Consumer reporting agencies, debt collection agencies,
Department of the Treasury, and other Federal agencies.
D. Federal Retirement Benefit contractors.
E. Leave Bank.
System Exempted from Certain Provisions of the Act:
None.
[FR Doc. E7-13205 Filed 7-6-07; 8:45 am]
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