[Federal Register Volume 86, Number 235 (Friday, December 10, 2021)]
[Notices]
[Pages 70488-70491]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2021-26614]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-9214-01-OMS]
Privacy Act of 1974; System of Records
AGENCY: Office of Mission Support (OMS), Environmental Protection
Agency (EPA)
ACTION: Notice of a new system of records.
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SUMMARY: The U.S. Environmental Protection Agency's (EPA), Office of
Human Resources (OHR) is giving notice that it proposes to create a new
system of records pursuant to the provisions of the Privacy Act of
1974. Human Resources Line of Business (HR LoB) is being created to
support payroll, human resource (HR) services, eLearning, and data
analytics. The HR LoB suite of systems is a government shared service
hosted by the Department of Interior's Interior Business Center (DOI-
IBC) and includes the Federal Personnel Payroll System (FPPS), the
Workforce Transformation and Tracking System (WTTS)/Entrance on Duty
(EOD), FedTalent, and Oracle's Business Intelligence Enterprise Edition
(OBIEE).
DATES: Persons wishing to comment on this system of records notice must
do so by January 10, 2022. New routine uses for this new system of
records will be effective January 10, 2022.
ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OMS-2020-0365, by one of the following methods:
Federal eRulemaking Portal: https://www.regulations.gov. Follow the
online instructions for submitting comments.
Email: [email protected]. Include the Docket ID number in the
subject line of the message.
Fax: 202-566-1752.
Mail: OMS Docket, Environmental Protection Agency, Mail Code:
2822T, 1200 Pennsylvania Ave. NW, Washington, DC 20460.
Hand Delivery: OMS Docket, EPA/DC, WJC West Building, Room 3334,
1301 Constitution Ave. NW, Washington, DC 20460. 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-OMS-
2020-0365. The EPA policy is that all comments received will be
included in the public docket without change and may be made available
online at https://www.regulations.gov, including any personal
information provided, unless the comment includes information claimed
to be Controlled Unclassified Information (CUI) or other information
for which disclosure is restricted by statute. Do not submit
information that you consider to be CUI or otherwise protected through
https://www.regulations.gov. The https://www.regulations.gov website is
an ``anonymous access'' system for EPA, which means the EPA will not
know your identity or contact information unless you provide it in the
body of your comment. Each agency determines submission requirements
within their own internal processes and standards. EPA has no
requirement of personal information. If you send an email comment
directly to the EPA without going through https://www.regulations.gov
your email 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, the EPA
recommends that you include your name and other contact information in
the body of your comment. If the EPA cannot read your comment due to
technical difficulties and cannot contact you for clarification, the
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 the
EPA public docket, visit the EPA Docket Center homepage at https://www.epa.gov/dockets.
Docket: All documents in the docket are listed in the https://www.regulations.gov index. Although listed in the index, some
information is not publicly available, e.g., CUI 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 https://www.regulations.gov or in hard copy at the
OMS Docket, EPA/DC, WJC West Building, Room 3334, 1301 Constitution
Ave. NW, Washington, DC 20460. 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 OMS Docket is (202) 566-1752. Out of an
abundance of caution for members of the public and our staff, the EPA
Docket Center and Reading Room are closed to the public, with limited
exceptions, to reduce the risk of transmitting COVID-19. Our Docket
Center staff will continue to provide remote customer service via
email, phone, and webform. We encourage the public to submit comments
via https://www.regulations.gov/ or email, as there may be a delay in
processing mailand faxes. Hand deliveries and couriers may be received
by scheduled appointment only. For further information on EPA Docket
Center services and the current
[[Page 70489]]
status, please visit us online athttps://www.epa.gov/dockets.
FOR FURTHER INFORMATION CONTACT: Lizabeth Engebretson,
[email protected], 202-564-0804, Director, Human Resource
Information Systems Management Staff, Office of Human Resources (OHR),
Office of Mission Support (OMS), U.S. Environmental Protection Agency,
1200 Pennsylvania Ave. NW, Washington, DC 20460.
SUPPLEMENTARY INFORMATION: EPA previously used one system (EPA People
Plus) for payroll, HR systems, and time and attendance. EPA has split
this system in response to an Office of Management and Budget (OMB)
mandate to separate payroll and HR systems from time and attendance.
EPA will now use a suite of systems hosted by the Department of
Interior's (DOI) Interior Business Center (IBC) for some payroll
activities and for processing personnel. EPA continues to use
PeoplePlus to support time and attendance, which is covered by an
existing System of Records Notice (PeoplePlus EPA-1). This SORN (HR LoB
EPA-93) is for EPA's records in the DOI-hosted HR LoB.
HR LoB is a comprehensive suite of integrated personnel and payroll
systems used by federal agencies for processing personnel and payroll
related activities. HR LoB, EPA-93, will cover EPA records in:
Workforce Transformation and Tracking System and Entrance
on Duty System (WTTS/EODS)--web-based Human Resources Management Suite
(HRMS) for managing recruitment and onboarding activities.
FedTalent--for eLearning and data analytics.
FPPS--personnel and payroll system.
Oracle's Business Intelligence Enterprise Edition
(OBIEE)--Datamart/Analytics--is a business intelligence tool used to
gather, store, and analyze data for enterprise reports, dashboards,
scorecards and ad hoc analysis.
SYSTEM NAME AND NUMBER:
Human Resources Line of Business (HR LoB), EPA-93
SECURITY CLASSIFICATION:
Unclassified.
SYSTEM LOCATION:
EPA OHR, 1200 Pennsylvania Ave. NW, Washington, DC 20460. Records
hosted by DOI/IBC are located at 7301 West Mansfield Ave., MS D-2400,
Denver, CO 80235-2230, and are also located at Departmental, bureau and
office systems and locations that prepare and provide input documents
and information for data processing and administrative actions for this
system.
SYSTEM MANAGER(S):
Mara Kamen, [email protected], 202-564-7159, Director, OHR, U.S.
Environmental Protection Agency, 1200 Pennsylvania Avenue NW,
Washington, DC 20460.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 5101, et seq; 31 U.S.C. 3512; 31 U.S.C. Chapter 11; 5 CFR
part 297; The Office of Management and Budget Circular A-127, Revised,
Financial Management Systems; this Circular is issued pursuant to the
Chief Financial Officers Act (CFOs Act) of 1990, P.L. 101-576).
PURPOSE(S) OF THE SYSTEM:
EPA maintains records in HR LoB to administer EPA's HR activities,
including: pay and leave requirements, processing, accounting, learning
and development, and reporting requirements. The records also provide
the basic source of factual data about a person's employment while in
federal service and after his or her separation from federal service in
accordance with applicable records policies. Records in HR LoB 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.
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,
grantees, intergovernmental detailees, interagency agreement detailees,
and contractors, and family members of these individuals.
CATEGORIES OF RECORDS IN THE SYSTEM:
HR LoB collects the following employee data elements: Name,
Citizenship, Gender, Birth Date, Group Affiliation, Marital Status,
Other Names Used, Legal Status, Place of Birth, Security Clearance,
Spouse Information, Financial Information, Medical Information,
Disability Information, Education Information, Driver's License State
and Number, Race/Ethnicity, Social Security Number (SSN) and truncated
SSN, Personal Cell Telephone Number, Personal Email Address, Home
Telephone Number, Family member, Child or Dependent Information,
Employment Information, Military Status/Service, Mailing/Home Address,
Taxpayer Identification Number, Bank Account information such as
Routing and Account Numbers, Beneficiary Information, Bond Co-owner
Name(s) and Information, Professional Licensing and Credentials, Family
Relationships, Age, Involuntary Debt (Garnishments or Child Support
Payments), Court Order Information, Back Pay Information, User ID, Time
and Attendance data, Leave Time Information, Employee Common Identifier
(ECI), Person Number (a unique number that identifies a person within
HR LoB, and Person Number-Emergency (a unique number identifying an
individual within HR LoB for a Leave Share Occurrence).
RECORD SOURCE CATEGORIES:
Information is obtained from individuals on whom the records are
maintained, official personnel records of individuals on whom the
records are maintained, supervisors, timekeepers, previous employers,
the Internal Revenue Service and state tax agencies, the Department of
the Treasury, other Federal agencies, courts, state child support
agencies, employing agency accounting offices, and third-party benefit
providers.
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES
OF USERS AND PURPOSES OF SUCH USES:
The routine uses below are both related to and compatible with the
original purpose for which the information was collected. The following
general routine uses apply to this system:
A. Disclosure for Law Enforcement Purposes: Information may be
disclosed to the appropriate Federal, State, local, tribal, or foreign
agency responsible for investigating, prosecuting, enforcing, or
implementing a statute, rule, regulation, or order, if the information
is relevant to a violation or potential violation of civil or criminal
law or regulation within the jurisdiction of the receiving entity.
B. Disclosure Incident to Requesting Information: Information may
be disclosed to any source from which additional information is
requested (to the extent necessary to identify the individual, inform
the source of the purpose of the request, and to identify the type of
information requested,) when necessary to obtain information relevant
to an agency decision concerning retention of an employee or other
personnel action (other than hiring,) retention of a security
clearance,
[[Page 70490]]
the letting of a contract, or the issuance or retention of a grant, or
other benefit.
C. Disclosure to Requesting Agency: Disclosure may be made to a
Federal, State, local, foreign, or tribal or other public authority of
the fact that this system of records contains information relevant to
the retention of an employee, the retention of a security clearance,
the letting of a contract, or the issuance or retention of a license,
grant, or other benefit. The other agency or licensing organization may
then make a request supported by the written consent of the individual
for the entire record if it so chooses. No disclosure will be made
unless the information has been determined to be sufficiently reliable
to support a referral to another office within the agency or to another
Federal agency for criminal, civil, administrative, personnel, or
regulatory action.
D. Disclosure to Office of Management and Budget: Information may
be disclosed to the Office of Management and Budget at any stage in the
legislative coordination and clearance process in connection with
private relief legislation as set forth in OMB Circular No. A-19.
E. Disclosure to Congressional Offices: Information may be
disclosed to a congressional office from the record of an individual in
response to an inquiry from the congressional office made at the
request of the individual.
F. Disclosure to Department of Justice: Information may be
disclosed to the Department of Justice, or in a proceeding before a
court, adjudicative body, or other administrative body before which the
Agency is authorized to appear, when:
1. The Agency, or any component thereof;
2. Any employee of the Agency in his or her official capacity;
3. Any employee of the Agency in his or her individual capacity
where the Department of Justice or the Agency have agreed to represent
the employee; or
4. The United States, if the Agency determines that litigation is
likely to affect the Agency or any of its components, is a party to
litigation or has an interest in such litigation, and the use of such
records by the Department of Justice or the Agency is deemed by the
Agency to be relevant and necessary to the litigation provided,
however, that in each case it has been determined that the disclosure
is compatible with the purpose for which the records were collected.
G. Disclosure to the National Archives: Information may be
disclosed to the National Archives and Records Administration in
records management inspections.
H. Disclosure to Contractors, Grantees, and Others: Information may
be disclosed to contractors, grantees, consultants, or volunteers
performing or working on a contract, service, grant, cooperative
agreement, job, or other activity for the Agency and who have a need to
have access to the information in the performance of their duties or
activities for the Agency. When appropriate, recipients will be
required to comply with the requirements of the Privacy Act of 1974 as
provided in 5 U.S.C. 552a(m).
I. Disclosures for Administrative Claims, Complaints and Appeals:
Information from this system of records may be disclosed to an
authorized appeal grievance examiner, formal complaints examiner, equal
employment opportunity investigator, arbitrator or other person
properly engaged in investigation or settlement of an administrative
grievance, complaint, claim, or appeal filed by an employee, but only
to the extent that the information is relevant and necessary to the
proceeding. Agencies that may obtain information under this routine use
include, but are not limited to, the Office of Personnel Management,
Office of Special Counsel, Merit Systems Protection Board, Federal
Labor Relations Authority, Equal Employment Opportunity Commission, and
Office of Government Ethics.
J. Disclosure to the Office of Personnel Management: Information
from this system of records may be disclosed to the Office of Personnel
Management pursuant to that agency's responsibility for evaluation and
oversight of Federal personnel management.
K. Disclosure in Connection With Litigation: Information from this
system of records may be disclosed in connection with litigation or
settlement discussions regarding claims by or against the Agency,
including public filing with a court, to the extent that disclosure of
the information is relevant and necessary to the litigation or
discussions and except where court orders are otherwise required under
section (b)(11) of the Privacy Act of 1974, 5 U.S.C. 552a(b)(11). The
two routine uses below (L and M) are required by OMB Memorandum M-17-
12.
L. Disclosure to Persons or Entities in Response to an Actual of
Suspected Breach of Personally Identifiable Information: To appropriate
agencies, entities, and persons when (1) the Agency suspects or has
confirmed that there has been a breach of the system of records, (2)
the Agency has determined that as a result of the suspected or
confirmed breach there is a risk of harm to individuals, the Agency
(including its information systems, programs, and operations), the
Federal Government, or national security; and (3) the disclosure made
to such agencies, entities, and persons is reasonably necessary to
assist in connection with the Agency's efforts to respond to the
suspected or confirmed breach or to prevent, minimize, or remedy such
harm.
M. Disclosure to Assist Another Agency in Its Efforts to Respond to
a Breach of Personally Identifiable Information: To another Federal
agency or Federal entity, when the Agency determines that information
from this system of records is reasonably necessary to assist the
recipient agency or entity in (1) responding to a suspected or
confirmed breach or (2) preventing, minimizing, or remedying the risk
of harm to individuals, the recipient agency or entity (including its
information systems, programs, and operations), the Federal Government,
or national security, resulting from a suspected or confirmed breach.
POLICIES AND PROCEDURES FOR STORAGE OF RECORDS:
Electronic records are stored in computers, removable drives,
storage devices, electronic databases, and other electronic media
hosted by DOI/IBC.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
HR LoB authorized users may retrieve information on an individual
employee using full name, SSN, and Employee Common Identifier (ECI)--
unique number identifying employees across Federal automated systems.
POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The retention of data in the system is in accordance with
applicable EPA Records Schedules 1005, 1006, 1026, and 1029 as approved
by the National Archives and Records Administration (NARA).
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Security controls used to protect personally identifiable
information (PII) in HR LoB are commensurate with those required for an
information system rated MODERATE for confidentiality, integrity, and
availability, as prescribed in National Institute of Standards and
Technology (NIST) Special Publication, 800-53, ``Security and Privacy
Controls for Information Systems and Organizations,'' Revision 5.
1. Administrative Safeguards: EPA personnel are required to
complete
[[Page 70491]]
annual agency Information Security and Privacy training. EPA personnel
are instructed to lock their computers when they leave their desks.
2. Technical Safeguards: Electronic records are maintained in a
secure password protected environment. Access to records is limited to
those who have a need to know. Electronic records are restricted to
authorized users with appropriate security privileges, including the
use of 2-factor PIV Card authentication and permission level
assignments. Web-based connections are Tier3 VPN encrypted sessions
between EPA and DOI. The database is maintained behind a firewall.
WTTS/EOD, FedTalent, OBIEE, and FPPS have multiple levels of role-based
access controls that protect the privacy of information in HR LoB. The
level of these access controls determines the security privileges of HR
LoB users. There are three levels of role-based security (User,
Security, Administrator) and they follow the separation of duties
outlined in NIST guidance.
3. Physical Safeguards: These records are maintained in controlled
access areas. Identification cards are verified to ensure that only
authorized personnel can access.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information in this system of records
about themselves are required to provide adequate identification (e.g.,
driver's license, military identification card, employee badge or
identification card). Additional identity verification procedures may
be required, as warranted. Requests must meet the requirements of EPA
regulations that implement the Privacy Act of 1974, at 40 CFR part 16.
CONTESTING RECORDS PROCEDURES:
Requests for correction or amendment must identify the record to be
changed and the corrective action sought. Complete EPA Privacy Act
procedures are described in EPA's Privacy Act regulations at 40 CFR
part 16.
NOTIFICATION PROCEDURES:
Any individual who wants to know whether this system of records
contains a record about themself, should make a written request to:
Attn: Agency Privacy Officer, MC 2831T, 1200 Pennsylvania Ave. NW,
Washington, DC 20460, or to [email protected].
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
None.
Vaughn Noga,
Senior Agency Official for Privacy.
[FR Doc. 2021-26614 Filed 12-9-21; 8:45 am]
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