Notice2021-19311
Privacy Act of 1974; System of Records
Primary source
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Published
September 7, 2021
Effective
October 7, 2021
Issuing agencies
Environmental Protection Agency
Abstract
The U.S. Environmental Protection Agency's (EPA) Office of the Chief Financial Officer (OCFO), Office of Technology Solutions, is giving notice that it proposes to modify a system of records pursuant to the provisions of the Privacy Act of 1974. EPA is making updates to its system of records, PeoplePlus, EPA-1 and is modifying this system of records notice to reflect those updates. EPA's Office of Human Resources (OHR) previously used the EPA-1 PeoplePlus system to administer several human resources functions, including time and attendance, payroll, workforce transformation, and entrance on duty system. The PeoplePlus system will now only be used for time and attendance, and EPA's OCFO will now manage the system.
Full Text
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<title>Federal Register, Volume 86 Issue 170 (Tuesday, September 7, 2021)</title>
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[Federal Register Volume 86, Number 170 (Tuesday, September 7, 2021)]
[Notices]
[Pages 50110-50113]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2021-19311]
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ENVIRONMENTAL PROTECTION AGENCY
[FRL-8729-01-OMS]
Privacy Act of 1974; System of Records
AGENCY: Office of the Chief Financial Officer (OCFO), Environmental
Protection Agency (EPA).
ACTION: Notice of a modified system of records.
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SUMMARY: The U.S. Environmental Protection Agency's (EPA) Office of the
Chief Financial Officer (OCFO), Office of Technology Solutions, is
giving notice that it proposes to modify a system of records pursuant
to the provisions of the Privacy Act of 1974. EPA is making updates to
its system of records, PeoplePlus, EPA-1 and is modifying this system
of records notice to reflect those updates. EPA's Office of Human
Resources (OHR) previously used the EPA-1 PeoplePlus system to
administer several human resources functions, including time and
attendance, payroll, workforce transformation, and entrance on duty
system. The PeoplePlus system will now only be used for time and
attendance, and EPA's OCFO will now manage the system.
DATES: Persons wishing to comment on this system of records notice must
do so by October 7, 2021. New routine uses for this system of records
will be effective October 7, 2021.
ADDRESSES: Submit your comments, identified by Docket ID No. EPA-HQ-
OEI-2014-0014, by one of the following methods:
Federal eRulemaking Portal: <a href="https://www.regulations.gov">https://www.regulations.gov</a>. Follow the
online instructions for submitting comments.
Email: <a href="/cdn-cgi/l/email-protection#25414a464e40517a4a4856654055440b424a53"><span class="__cf_email__" data-cfemail="472328242c223318282a340722372669202831">[email protected]</span></a>. 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/D.C., 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
[[Page 50111]]
arrangements should be made for deliveries of boxed information.
Instructions: Direct your comments to Docket ID No. EPA-HQ-OEI-
2014-0014. The EPA's policy is that all comments received will be
included in the public docket without change and may be made available
online at <a href="https://www.regulations.gov">https://www.regulations.gov</a>, 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
<a href="https://www.regulations.gov">https://www.regulations.gov</a>. The <a href="https://www.regulations.gov">https://www.regulations.gov</a> website is
an ``anonymous access'' system for the EPA, which means the EPA will
not know your identity or contact information. 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. If you send an email comment directly to the EPA without going
through <a href="https://www.regulations.gov">https://www.regulations.gov</a>, 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.
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 <a href="https://www.epa.gov/dockets">https://www.epa.gov/dockets</a>.
Docket: All documents in the docket are listed in the <a href="https://www.regulations.gov">https://www.regulations.gov</a> 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 <a href="https://www.regulations.gov">https://www.regulations.gov</a> or in hard copy at the
OMS Docket, EPA/D.C., WJC West Building, Room 3334, 1301 Constitution
Ave. NW, Washington. DC 20460. The Public Reading Room is normally 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.
Temporary Hours During Covid-19
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 <a href="https://www.regulations.gov/">https://www.regulations.gov/</a> or email, as there may
be a delay in processing mail and faxes.
Hand deliveries and couriers may be received by scheduled
appointment only. For further information on EPA Docket Center services
and the current status, please visit us online at <a href="https://www.epa.gov/dockets">https://www.epa.gov/dockets</a>.
FOR FURTHER INFORMATION CONTACT: Michael Clanton, Director, Office of
Technology Solutions; 1200 Pennsylvania Avenue NW, Mail Code 2731R,
Washington, DC 20460; email address: <a href="/cdn-cgi/l/email-protection#084b6469667c67662645616b60696d64486d7869266f677e"><span class="__cf_email__" data-cfemail="db98b7bab5afb4b5f596b2b8b3babeb79bbeabbaf5bcb4ad">[email protected]</span></a>; telephone
number: 202 564-1084.
SUPPLEMENTARY INFORMATION: EPA's OHR has been using the PeoplePlus
system to administer payroll, HR processes, and time and attendance.
EPA is removing the following systems/functions from the PeoplePlus
system: Payroll (Federal Personnel Payroll System), Workforce
Transformation, and Tracking System and Entrance on Duty System (WTTS/
EODS)--web-based Human Resources Management Suite (HRMS), and Oracle's
Business Intelligence Enterprise Edition (OBIEE). Specifically, the
Department of the Interior, Interior Business Center will be hosting
the systems/functions.
PeoplePlus will continue to administer EPA's time and attendance,
and EPA is retaining those provisions of the EPA-1 SORN for these
functions. The information maintained in PeoplePlus's time and
attendance system is not being modified and the portions of the EPA-1
SORN not modified here remain unchanged.
The system manager, authority for maintenance of the system,
purpose of the system, categories of records in the system, record
source categories, routine uses, and policy and practices for storage
and retrieval are being modified to reflect the updated usage and
collection.
SYSTEM NAME AND NUMBER:
PeoplePlus; EPA-1.
SYSTEM LOCATION:
U.S. Environmental Protection Agency, National Computer Center
(NCC), 109 T.W. Alexander Drive, Durham, NC 27711.
SYSTEM MANAGER(S):
Michael Clanton, Director, Office of Technology Solutions; 1200
Pennsylvania Avenue NW, Mail Code 2731R, Washington, DC 20460; email
address: <a href="/cdn-cgi/l/email-protection#baf9d6dbd4ced5d494f7d3d9d2dbdfd6fadfcadb94ddd5cc"><span class="__cf_email__" data-cfemail="56153a3738223938781b3f353e37333a1633263778313920">[email protected]</span></a>; telephone number: 202 564-1084.
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.
PURPOSE(S) OF THE SYSTEM:
As revised herein, PeoplePlus administers EPA's time and attendance
by allowing EPA federal employees to document their time and
attendance, including assigning time reporting and work codes. This
time and attendance information is exchanged with EPA's payroll
provider allowing for the processing of EPA employee payroll.
PeoplePlus also allows EPA employees to track, request, and cancel
various absence forms, including sick leave, annual leave,
administrative leave, and time off awards.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Current and former EPA employees.
CATEGORIES OF RECORDS IN THE SYSTEM:
PeoplePlus contains general EPA employee time and attendance
information. This includes elements (Hours/Time Reporting Code/Work
Code) associated with bi-weekly time and attendance and elements
(Start-End Dates/Leave Category/Absence Type/Duration) related to
submitting absence requests for various types of leave. PeoplePlus
contains employee information for payroll processing, including: Names,
SSNs, EINs, DOBs, Addresses, Work Telephone #s, and Employee IDs.
RECORD SOURCE CATEGORIES:
EPA's payroll provider, the individual on whom the record is
maintained, and Agency officials such as managers and supervisors.
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
routine uses apply to this system:
A. Disclosure for Law Enforcement Purposes: Information may be
disclosed
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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, 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 or
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.
N. Disclosure to EPA's Payroll Processing Entity: To EPA's current
payroll provider to process EPA's payroll.
POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
These records are maintained electronically on servers located at
EPA, NCC.
POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
Records are retrieved by the employee identification number and/or
employee network ID.
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POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
The records contained in this system of records are covered by EPA
record schedule 300 for purposes of retention and disposal. Records are
maintained for 3 years.
ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
Security controls used to protect personally identifiable
information (PII) in PeoplePlus 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 Federal Information Systems and
Organizations,'' Revision 5.
1. Administrative Safeguards: PeoplePlus follows procedures set out
by NIST 800-53 and EPA's Chief Information Officer (CIO) Security
Procedures including that EPA personnel are required to complete annual
agency Information Security and Privacy training. EPA personnel are
instructed to lock their computers when they leave their desks.
2. Technical 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. Data stored on the server is encrypted. Backups will be
maintained at a disaster recovery site.
3. Physical Safeguards: All servers are maintained in secure,
access-controlled areas or buildings.
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 PROCEDURE:
Any individual who wants to know whether this system of records
contains a record about him or her should make a written request to the
EPA, Attn: Agency Privacy Officer, MC 2831T, 1200 Pennsylvania Ave. NW,
Washington, DC 20460, <a href="/cdn-cgi/l/email-protection#e9999b809f888a90a98c9988c78e869f"><span class="__cf_email__" data-cfemail="6313110a1502001a230613024d040c15">[email protected]</span></a>.
EXEMPTIONS PROMULGATED FOR THE SYSTEM:
None.
HISTORY:
EPA-1, PeoplePlus previously issued SORN modifications published in
the Federal Register on June 5, 2014 (79 FR 32543), July 9, 2007 (72 FR
37217-37220), October 10, 2003 (68 FR 58670), and February 22, 2002 (67
FR 8246).
Vaughn Noga,
Senior Agency Official for Privacy.
[FR Doc. 2021-19311 Filed 9-3-21; 8:45 am]
BILLING CODE 6560-50-P
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