[Federal Register Volume 89, Number 159 (Friday, August 16, 2024)]
[Notices]
[Pages 66704-66707]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-18334]



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DEPARTMENT OF EDUCATION

[Docket ID ED-2024-OFO-0047]


Privacy Act of 1974; System of Records

AGENCY: Office of Security, Facilities and Logistics, Office of Finance 
and Operations, U.S. Department of Education.

ACTION: Notice of a new system of records.

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SUMMARY: In accordance with the Privacy Act of 1974, as amended 
(Privacy Act), the U.S. Department of Education (Department) publishes 
this notice of a new system of records titled ``Integrated Workplace 
Management System (IWMS)'' (18-03-08). The system will assist the 
Office of Finance and Operations, Office of Security, Facilities and 
Logistics (OSFL) in managing the Department's office space, including 
moving, and tracking the movement of, Government-furnished equipment 
and assigning Department personnel to designated office spaces; 
managing the Department's real estate portfolio; managing facility-
related projects; and administering processes for reserving flexible 
workspaces, conference rooms, and other bookable resources, such as 
lockers and parking spaces.

DATES: Submit your comments on this new system of records notice on or 
before September 16, 2024.
    This new system of records notice will become applicable upon 
publication in the Federal Register on August 16, 2024 unless it needs 
to be changed as a result of public comment. The routine uses outlined 
in the section titled ``ROUTINE USES OF RECORDS MAINTAINED IN THE 
SYSTEM, INCLUDING CATEGORIES OF USERS AND PURPOSES OF SUCH USES'' will 
become applicable on the expiration of the 30-day period of public 
comment on September 16, 2024, unless they need to be changed as a 
result of public comment. The Department will publish any significant 
changes to this new system of records notice or routine uses resulting 
from public comment.

ADDRESSES: Comments must be submitted via the Federal eRulemaking 
Portal at www.regulations.gov. However, if you require an accommodation 
or cannot otherwise submit your comments via www.regulations.gov, 
please contact the program contact person listed under FOR FURTHER 
INFORMATION CONTACT. The Department will not accept comments submitted 
by fax or by email, or comments submitted after the comment period 
closes. To ensure that the Department does not receive duplicate 
copies, please submit your comments only once. In addition, please 
include the Docket ID at the top of your comments.
     Federal eRulemaking Portal: Go to www.regulations.gov to 
submit your comments electronically. Information on using 
www.regulations.gov, including instructions for accessing agency 
documents, submitting comments, and viewing the docket, is available on 
the site under ``FAQ''.
    Privacy Note: The Department's policy is to make all comments 
received from members of the public available for public viewing in 
their entirety on the Federal eRulemaking Portal at 
www.regulations.gov. Therefore, commenters should be careful to include 
in their comments only information that they wish to make publicly 
available.
    Assistance to Individuals with Disabilities in Reviewing the 
Rulemaking Record: On request, we will provide an appropriate 
accommodation or auxiliary aid to an individual with a disability who 
needs assistance to review the comments or other documents in the 
public rulemaking record for this notice. If you want to schedule an 
appointment for this type of accommodation or aid, please contact the 
program contact person listed under FOR FURTHER INFORMATION CONTACT.

FOR FURTHER INFORMATION CONTACT: Barbara Shawyer, Information System 
Owner, Office of Security, Facilities and Logistics, Office of Finance 
and Operations, U.S. Department of Education, 400 Maryland Avenue SW, 
Room HQ-LBJ-2A225, Washington, DC 20202-6110. Telephone: (202) 320-
4785. Email: [email protected].
    If you are deaf, hard of hearing, or have a speech disability, 
please dial 7-1-1 to access telecommunications relay services.

SUPPLEMENTARY INFORMATION: The IWMS supports OSFL's management of the 
Department's office space, including moving, and tracking the movement 
of, Government-furnished equipment and assigning Department personnel 
to designated office spaces; managing the Department's real estate 
portfolio; managing facility-related projects; and administering 
processes for reserving flexible workspaces, conference rooms, and 
other bookable resources, such as lockers and parking spaces. The IWMS' 
new system of records will provide OSFL with the ability to prepare, 
execute, and track building modifications (e.g., space configurations 
and facility equipment), and generate internal and external reports 
regarding Department facilities and office space. More specifically, 
OSFL will use the IWMS to produce various reports for internal and 
external audiences, which may include information such as building 
demographics, space utilization, capital plans, total square feet, 
rentable square feet (RSF), usable square feet (USF), and space types; 
lease/operating agreement data; and improvements and/or changes to the 
leased building portfolios (e.g., reduce the footprint metrics).
    The IWMS will also provide OSFL staff with a web-based system to 
allow Department employees and contractors to reserve conference rooms, 
flexible workspaces and other bookable resources. OSFL staff will 
administer the new system of records and can identify and make space 
available for reservation. Further, IWMS will allow OSFL staff to 
manage workplace data (e.g., floorplans, space data (including 
attributes like capacity, square feet, and quantity), occupancy, and 
space types (e.g., conference room, office, training center, 
workstation, or warehouse)). For instance, OSFL staff will have the 
ability to generate reports that provide details on the capacity to 
assist with space planning efforts.
    The IWMS consists of two components: (1) a desktop application 
accessed by OSFL staff that creates two- and three-dimensional 
drawings, models, and diagrams, for uploading workspace layout; and (2) 
a web application that Department employees and contractors can use to 
reserve desks and meeting/conference spaces. Reservation of these 
spaces will be integrated with Microsoft Outlook, allowing reservations 
to appear on users' calendars and users to modify the reservation and 
set reminders and alerts. Accessible Format: On request to the program 
contact person listed under FOR FURTHER INFORMATION CONTACT, 
individuals with disabilities can obtain this document in an accessible 
format. The Department will provide the requestor with an accessible 
format that may include Rich Text Format (RTF) or text format (txt), a 
thumb drive, an MP3 file, braille, large print, audiotape, compact 
disc, or other accessible format.
    Electronic Access to This Document: The official version of this 
document is the document published in the Federal Register. You may 
access the official edition of the Federal Register and the Code of 
Federal Regulations at www.govinfo.gov. At this site you can view this 
document, as well as all other Department documents published in the 
Federal Register, in text or Portable Document Format (PDF). To use 
PDF,

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you must have Adobe Acrobat Reader, which is available free at the 
site.
    You may also access Department documents published in the Federal 
Register by using the article search feature at 
www.federalregister.gov. Specifically, through the advanced search 
feature at this site, you can limit your search to documents published 
by the Department.

Richard J. Lucas,
Principal Deputy Assistant Secretary, Delegated the Authority to 
Perform the Functions and Duties of the Assistant Secretary, Office of 
Finance and Operations.

    For the reasons discussed in the preamble, the Principal Deputy 
Assistant Secretary, Delegated the Authority to Perform the Functions 
and Duties of the Assistant Secretary for the Office of Finance and 
Operations of the U.S. Department of Education (Department) publishes a 
new system of records notice to read as follows:

SYSTEM NAME AND NUMBER:
    Integrated Workplace Management System (IWMS) (18-03-08).

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    U.S. Department of Education, Office of Security, Facilities and 
Logistics, Office of Finance and Operations, 400 Maryland Avenue SW, 
Washington, DC 20202-6110.
    FM:Systems, 2301 Sugar Bush Road, Suite 500, Raleigh, NC 27612. 
(Note: FM:Systems is a Department contractor that hosts the 
infrastructure that supports the IWMS applications (FMS:Employee and 
FMS:Workplace), as a Software-as-a-Service (SaaS), including backend 
application processing and data hosting.)

SYSTEM MANAGER(S):
    Information System Owner, Office of Security, Facilities and 
Logistics, Office of Finance and Operations, U.S. Department of 
Education, 400 Maryland Avenue SW, Room HQ-LBJ-2A225, Washington, DC 
20202-6110.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    Executive Order 12411, ``Government Work Space Management Reforms'' 
(Mar. 29, 1983).

PURPOSE(S) OF THE SYSTEM:
    The purposes of this system of records are to assist the Office of 
Finance and Operations, Office of Security, Facilities and Logistics 
(OSFL) in managing the Department's office space, including moving, and 
tracking the movement of, Government-furnished equipment and assigning 
Department personnel to designated office spaces; managing the 
Department's real estate portfolio; managing facility-related projects; 
and administering processes for reserving flexible workspaces, 
conference rooms, and other bookable resources, such as lockers and 
parking spaces.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Current Department employees and contractors.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The categories of records in the system are comprised of 
information related to current Department employees and contractors, 
such as their first name, last name, work email address, physical work 
address, work telephone number, principal office, organizational code, 
position, pay plan and grade, and supervisory status.

RECORD SOURCE CATEGORIES:
    Records covered by the system of records notice titled ``Federal 
Personnel Payroll System'' (18-05-03), last published in the Federal 
Register on December 27, 1999 (64 FR 72389-72391) will be obtained from 
the Department's Office of Human Resources and then updated by 
Department employees and contractors, as appropriate. The records 
provided from FPPS is stored in IWMS and is used by the program office 
to assist with the assignment of office space. Records in this system 
also may be obtained from other persons or entities from whom or from 
which data is obtained under the routine uses set forth below.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH USES:
    The Department may disclose information contained in a record in 
this system of records under the routine uses listed in this system of 
records without the consent of the individual if the disclosure is 
compatible with the purposes for which the record was collected. These 
disclosures may be made on a case-by-case basis or, if the Department 
has complied with the computer matching requirements of the Privacy Act 
of 1974, as amended (Privacy Act) (5 U.S.C. 552a), under a computer 
matching agreement.
    (1) Congressional Member Disclosure. The Department may disclose 
the records of an individual to a member of Congress or the member's 
staff when necessary to respond to an inquiry from the member made at 
the written request of and on behalf of the individual. The member's 
right to the information is no greater than the right of the individual 
who requested it.
    (2) Enforcement Disclosure. In the event that information in this 
system of records indicates, either on its face or in connection with 
other information, a violation or potential violation of any applicable 
statute, regulations, or order of a competent authority, the Department 
may disclose the relevant records to the appropriate agency, whether 
Federal, State, Tribal, or local, charged with investigating or 
prosecuting that violation or charged with enforcing or implementing 
the statute, Executive Order, rule, regulation, or order issued 
pursuant thereto.
    (3) Litigation and Alternative Dispute Resolution (ADR) Disclosure.
    (a) Introduction. In the event that one of the following parties 
listed in sub-paragraphs (i) through (v) of this routine use is 
involved in judicial or administrative litigation or ADR, or has an 
interest in judicial or administrative litigation or ADR, the 
Department may disclose certain records from this system of records to 
the parties described in paragraphs (b), (c), and (d) of this routine 
use under the conditions specified in those paragraphs:
    (i) The Department or any of its components;
    (ii) Any Department employee in their official capacity;
    (iii) Any Department employee in their individual capacity where 
the U.S. Department of Justice (DOJ) agrees to or has been requested to 
provide or arrange for representation of the employee;
    (iv) Any Department employee in their individual capacity where the 
Department has agreed to represent the employee; and
    (v) The United States, where the Department determines that the 
litigation is likely to affect the Department or any of its components.
    (b) Disclosure to DOJ. If the Department determines that disclosure 
of certain records to DOJ is relevant and necessary to judicial or 
administrative litigation or ADR, the Department may disclose those 
records as a routine use to DOJ.
    (c) Adjudicative Disclosure. If the Department determines that 
disclosure of certain records to an adjudicative body before which the 
Department is authorized to appear or to a person or entity designated 
by the Department or otherwise empowered to resolve or mediate disputes 
is relevant and necessary to judicial or administrative litigation or 
ADR, the Department may disclose those records as a routine use to the 
adjudicative body, person, or entity.

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    (d) Disclosure to Parties, Counsel, Representatives, and Witnesses. 
If the Department determines that disclosure of certain records is 
relevant and necessary to the judicial or administrative litigation or 
ADR, the Department may disclose those records as a routine use to the 
party, counsel, representative, or witness.
    (4) Freedom of Information Act (FOIA) or Privacy Act Advice 
Disclosure. The Department may disclose records to the DOJ or to the 
Office of Management and Budget (OMB) if the Department determines that 
disclosure is desirable or necessary in determining whether particular 
records are required to be disclosed under the FOIA or the Privacy Act.
    (5) Disclosure to DOJ. The Department may disclose records to DOJ 
to the extent necessary for obtaining DOJ advice on any matter relevant 
to an audit, inspection, or other inquiry related to this system.
    (6) Contract Disclosure. If the Department contracts with an entity 
to perform any function that requires disclosing records in this system 
to employees of the contractor, the Department may disclose the records 
to those employees. As part of such contract, the Department shall 
require the contractor to agree to establish and maintain safeguards to 
protect the security and confidentiality of the disclosed records.
    (7) Employee Grievance, Complaint, or Conduct Disclosure. If a 
record is relevant and necessary to an employee grievance, complaint, 
or disciplinary action involving a present or former employee of the 
Department, the Department may disclose a record from this system of 
records in the course of investigation, fact-finding, or adjudication 
to any party to the grievance, complaint, or action; to the party's 
counsel or representative; to a witness; or to a designated fact-
finder, mediator, or other person designated to resolve issues or 
decide the matter.
    (8) Labor Organization Disclosure. The Department may disclose 
records from this system of records to an arbitrator to resolve 
disputes under a negotiated grievance procedure or to officials of 
labor organizations recognized under 5 U.S.C. chapter 71 when relevant 
and necessary to their duties of exclusive representation.
    (9) Employment, Benefit, and Contracting Disclosure.
    (a) For Decisions by the Department. The Department may disclose a 
record to a Federal, State, Tribal, or local agency, or to another 
public authority or professional organization, maintaining civil, 
criminal, or other relevant enforcement or other pertinent records, if 
necessary to obtain information relevant to a Department decision 
concerning the hiring or retention of an employee or other personnel 
action, the issuance of a security clearance, the letting of a 
contract, or the issuance of a license, grant, or other benefit.
    (b) For Decisions by Other Public Agencies and Professional 
Organizations. The Department may disclose a record to a Federal, 
State, Tribal, local, or other public authority or professional 
organization, in connection with the hiring or retention of an employee 
or other personnel action, the issuance of a security clearance, the 
reporting of an investigation of an employee, the letting of a 
contract, or the issuance of a license, grant, or other benefit, to the 
extent that the record is relevant and necessary to the receiving 
entity's decision on the matter.
    (10) Disclosure in the Course of Responding to a Breach of Data. 
The Department may disclose records from this system of records to 
appropriate agencies, entities, and persons when (a) the Department 
suspects or has confirmed that there has been a breach of the system of 
records; (b) the Department has determined that as a result of the 
suspected or confirmed breach, there is a risk of harm to individuals, 
the Department (including its information systems, programs, and 
operations), the Federal government, or national security; and (c) the 
disclosure made to such agencies, entities, and persons is reasonably 
necessary to assist in connection with the Department's efforts to 
respond to the suspected or confirmed breach or to prevent, minimize, 
or remedy such harm.
    (11) Disclosure in Assisting Another Agency in Responding to a 
Breach of Data. The Department may disclose records from this system of 
records to another Federal agency or Federal entity when the Department 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (a) responding to 
a suspected or confirmed breach, or (b) 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.
    (12) Disclosure to National Archives and Records Administration 
(NARA). The Department may disclose records from this system of records 
to NARA for the purpose of records management inspections conducted 
under the authority of 44 U.S.C. 2904 and 2906.

POLICIES AND PRACTICES FOR STORAGE OR RECORDS:
    Records are stored on an encrypted system within a secured and 
controlled environment.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by an employee's or contractor's name only 
for administrative purposes, including associating the employee or 
contractor with a specific region or building to assign them an office 
space or conference room.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    The records in this system of records will be retained and disposed 
of in accordance with General Records Schedule 5.4, ``Facility, 
Equipment, Vehicle, Property, and Supply Records,'' Items 010 (DAA-GRS-
2016-0011-0001) and 050 (DAA-GRS-2016-0011-0005).

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    The vendor, which is Federal Risk and Authorization Management 
Program (FedRAMP) certified, hosts the IWMS system outside the 
Department's network. The Department accesses and uses this system as a 
SaaS and requires the vendor to complete routine testing of its 
environment to ensure the confidentiality, integrity, and availability 
of the information in the system and services provided. The Cloud 
Service Provider enforces security controls over the physical facility 
where the system is hosted in adherence with FedRAMP standards and 
provides continuous monitoring reports to the Department.
    In accordance with the Federal Information Security Management Act 
of 2002 (FISMA), as amended by the Federal Information Security 
Modernization Act of 2014, every Department system must receive a 
signed Authorization to Operate (ATO) from a designated Department 
official. The ATO process includes a rigorous assessment of security 
and privacy controls, a plan of actions and milestones to remediate any 
identified deficiencies, and a continuous monitoring program.
    FISMA controls implemented are comprised of a combination of 
management, operational, and technical controls, and include the 
following control families: access control, awareness and training, 
audit and accountability, security assessment and authorization, 
configuration management, contingency planning, identification and 
authentication, incident response, maintenance, media

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protection, physical and environmental protection, planning, personnel 
security, privacy, risk assessment, system and services acquisition, 
system and communications protection, system and information integrity, 
and program management.
    The IWMS system is integrated with the Department's Identity, 
Credential, and Access Management (ICAM) and also utilizes role-based 
authentication to ensure that only authorized users can access 
information, and can only access the information needed to perform 
their duties. Authentication to the system is permitted only over 
secure, encrypted connections.

RECORD ACCESS PROCEDURES:
    If you wish to request access to records regarding you in this 
system of records, contact the system manager at the address listed 
under the SYSTEM MANAGER(S) section above. You must provide necessary 
particulars such as your full name, address, and telephone number, and 
any other identifying information requested by the Department while 
processing the request to distinguish between individuals with the same 
name. Your request must meet the requirements of the Department's 
Privacy Act regulations in 34 CFR 5b.5, including proof of identity.

CONTESTING RECORD PROCEDURES:
    If you wish to contest the content of a record regarding you in 
this system of records, contact the system manager at the address 
listed under the SYSTEM MANAGER(S) section above. You must provide 
necessary particulars such as your full name, address, and telephone 
number, and any other identifying information requested by the 
Department to distinguish between individuals with the same name. Your 
request must also identify the particular record within the system that 
you wish to have changed, state whether you seek an addition to or a 
deletion or substitution of the record, and explain the reasons why you 
wish to have the record changed. Your request must meet the 
requirements of the Department's Privacy Act regulations in 34 CFR 
5b.7.

NOTIFICATION PROCEDURES:
    If you wish to determine whether a record exists regarding you in 
this system of records, contact the system manager at the address 
listed under the SYSTEM MANAGER(S) section above. You must provide 
necessary particulars such as your full name, address, telephone 
number, and any other identifying information requested by the 
Department while processing the request to distinguish between 
individuals with the same name. Your request must meet the requirements 
of the Department's Privacy Act regulations in 34 CFR 5b.5, including 
proof of identity.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    None.

[FR Doc. 2024-18334 Filed 8-15-24; 8:45 am]
BILLING CODE 4000-01-P