+-------------+--------------------------------------------------------+
| ![](m       |                                                        |
| edia/image1 |                                                        |
| .png){width |                                                        |
| ="7.1743055 |                                                        |
| 55555556in" |                                                        |
| height="    |                                                        |
| 1.124305555 |                                                        |
| 5555554in"} |                                                        |
+-------------+--------------------------------------------------------+
| ![](m       | > **FARM SERVICE AGENCY**                              |
| edia/image2 |                                                        |
| .png){width | **Privacy Impact Analysis (PIA)**                      |
| ="1.3125in" |                                                        |
| heig        | **for**                                                |
| ht="8.5in"} |                                                        |
|             | **Processed Commodities Inventory Management System**  |
|             |                                                        |
|             | **(PCIMS)**                                            |
|             |                                                        |
|             | -   Processed Commodities Inventory Management System  |
|             |     (PCIMS)                                            |
|             |                                                        |
|             | -   Electronic Distribution of Disbursement Data (ED3) |
|             |                                                        |
|             | -   Domestic Electronic Bid Entry System (DEBES)       |
|             |                                                        |
|             | -   Commodity Operation System (COS)                   |
|             |                                                        |
|             | -   Export Tracking System (ETS)                       |
|             |                                                        |
|             | -   Commodity Operations Systems Enterprise Data       |
|             |     Warehouse (COSEDW)                                 |
|             |                                                        |
|             | **FINAL**                                              |
|             |                                                        |
|             | **Update Date: September 24, 2007**                    |
|             |                                                        |
|             | **Accreditation Date:**                                |
|             |                                                        |
|             | ![](media/image3.png){width="0.7791666666666667in"     |
|             | height="0.8229166666666666in"}                         |
|             |                                                        |
|             | **Farm Service Agency**                                |
|             |                                                        |
|             | **KCCO/CSO**                                           |
|             |                                                        |
|             | **6501 Beacon Drive**                                  |
|             |                                                        |
|             | **Kansas City, MO 64133-4676**                         |
+-------------+--------------------------------------------------------+

![](media/image4.wmf)

**Document Control**

![](media/image5.wmf)

  ------------ ------------ ------------ ----------------------------------
  **Date**     **Source**   **Author**   **Description of Changes**

                                         Original document.

  01/29/2007   Template     Sarita       Transcribed to new 2007 template
                            Gupta, EDS   

  02/23/2007   Template     Robin Hixon, Edits to 2007 template
                            CSO          

  03/01/2007                R. Hixon,    Modify COS system name
                            CSO          

  03/01/2007                D.           Updated four COSEDW subsystems
                            Brizendine   
                            EDS          

  03/06/2007                John Lamborn COSEDW update for TQSA

  03/15/2007                D.           Added CLM to COSEDW -- description
                            Brizendine   from Brian Lawson
                            EDS          

  04/03/07                  Kathy        Modify PCIMS questions
                            Dobson, CSO  

  04/03/07                               System Owner Approved

  04/03/07     Chris        Chris        Phase 1 SME Approved
               Hoover, EDS  Hoover, EDS  

  04/06/07     Eric Miller, Eric Miller, ISO Approval
               ISO          ISO          

  04/10/2007                D.           Removed Total Quality Systems
                            Brizendine   Analysis from COSEDW per FSA
                            EDS          Inventory change

  05/11/2007                Kathy        Modifying Table 2 data.
                            Dobson, CSO  

  06/06/2007   J Wagner,    J Wagner,    Question regarding a change to the
               EDS          EDS          SORN was answered "N/A" or
                                         "Undetermined." Changed to
                                         possibly if data, record storage
                                         location or routine use changes.
                                         Changed update date on cover and
                                         header.

  08/07/2007   OCIO         J Wagner,    Added Signature Page
               Template     EDS          

  08/09/2007                Kathy        Updated date on cover page to
                            Winburn, CSO match date signed by system owner.

  08/15/2007                Brian        Made minor syntax corrections
                            Davies, ISO  

  08/19/2007   ISO          E. Miller,   Final C&A Review, Insert faxed
                            ISO          signature

  09/24/2007   ISO          J Wagner,    Added SORN USDA/FSA-14
                            EDS          

                                         
  ------------ ------------ ------------ ----------------------------------

Prepared for:

Certification & Accreditation

Farm Service Agency

United States Department of Agriculture

6501 Beacon Dr.

Kansas City, MO 64133

Table of Contents

[1 Purpose of Document 4](#purpose-of-document)

[2 Applicability 5](#applicability)

[2.1 Applicability of System 5](#applicability-of-system)

[2.2 System Overview 5](#system-overview)

[2.2.1 Processed Commodities Inventory Management System (PCIMS)
5](#processed-commodities-inventory-management-system-pcims)

[2.2.2 Electronic Distribution of Disbursement Data (ED3)
6](#electronic-distribution-of-disbursement-data-ed3)

[2.2.3 Domestic Electronic Bid Entry System (DEBES)
6](#domestic-electronic-bid-entry-system-debes)

[2.2.4 Commodity Operation Systems (COS)
6](#commodity-operation-systems-cos)

[2.2.4.1 Long Term Contracting (LTC) 6](#long-term-contracting-ltc)

[2.2.4.2 Export Bid and Freight Bid Entry System (EBES/FBES)
7](#export-bid-and-freight-bid-entry-system-ebesfbes)

[2.2.4.3 Food Aid Request Entry System (FARES)
7](#food-aid-request-entry-system-fares)

[2.2.4.4 Invitation Preparation System (IPS)
7](#invitation-preparation-system-ips)

[2.2.4.5 Bid Preparation and Evaluation System (BPES)
7](#bid-preparation-and-evaluation-system-bpes)

[2.2.4.6 Public Viewing System (PVS) 8](#public-viewing-system-pvs)

[2.2.4.7 Port Entry System (PES) 8](#port-entry-system-pes)

[2.2.4.8 Common Table System (CTS) 8](#common-table-system-cts)

[2.2.4.9 Security Administration System (SAS)
8](#security-administration-system-sas)

[2.2.5 Export Tracking System (ETS) 8](#export-tracking-system-ets)

[2.3 Commodity Operations Systems Enterprise Data Warehouse (COSEDW)
8](#commodity-operations-systems-enterprise-data-warehouse-cosedw)

[2.3.1.1 ETSDM - Export Tracking System Data Mart
9](#etsdm---export-tracking-system-data-mart)

[2.3.1.2 Export Operations System Data Mart (EXOP)
9](#export-operations-system-data-mart-exop)

[2.3.1.3 Food Aid Tracking Data Mart (FAT)
10](#food-aid-tracking-data-mart-fat)

[2.3.1.4 Market Share Analysis Data Mart (MSA)
10](#market-share-analysis-data-mart-msa)

[2.3.1.5 Commodity Loan Maturity Data Mart (CLM)
10](#commodity-loan-maturity-data-mart-clm)

[USDA PRIVACY IMPACT ASSESSMENT 11](#__RefHeading___Toc178414199)

[PRIVACY IMPACT ASSESSMENT AUTHORIZATION MEMORANDUM
40](#privacy-impact-assessment-authorization-memorandum)

[Appendix A - Acronyms 41](#acronyms)

Table of Tables

[Table 1: System Applicability 5](#__RefHeading___Toc175245592)

[Table 2: Data In The System 11](#__RefHeading___Toc175245593)

[Table 3: Access To The Data 19](#__RefHeading___Toc175245594)

[Table 4: Attributes Of The Data 26](#__RefHeading___Toc175245595)

[Table 5: Maintenance Of Administrative Controls
31](#__RefHeading___Toc175245596)

# Purpose of Document

USDA DM 3515-002 states: "Agencies are responsible for initiating the
PIA in the early stages of the development of a system and to ensure
that the PIA is completed as part of the required System Life Cycle
(SLC) reviews. Systems include data from applications housed on
mainframes, personal computers, and applications developed for the Web
and agency databases. Privacy must be considered when requirements are
being analyzed and decisions are being made about data usage and system
design. This applies to all of the development methodologies and system
life cycles used in USDA.

Both the system owners and system developers must work together to
complete the PIA. System owners must address what data are used, how the
data are used, and who will use the data. System owners also need to
address the privacy implications that result from the use of new
technologies (e.g., caller identification). The system developers must
address whether the implementation of the owner's requirements presents
any threats to privacy."

The Privacy Impact Assessment (PIA) document contains information on how
the PCIMS affects the privacy of its users and the information stored
within. This assessment is in accordance with NIST SP 800-37 *Guide for
the Security Certification and Accreditation of Federal Information
Systems.*

# Applicability

## Applicability of System

The information in this document is applicable to the system and its
subsystems as listed below.

[]{#__RefHeading___Toc175245592 .anchor}Table 1: System Applicability

+----------------------------+-----------------------------------------+
| **System**                 | **Subsystem**                           |
+============================+=========================================+
| Processed Commodities      | -   Processed Commodities Inventory     |
| Inventory Management       |     Management System (PCIMS)           |
| System (PCIMS)             |                                         |
|                            | -   Electronic Distribution of          |
|                            |     Disbursement Data (ED3)             |
|                            |                                         |
|                            | -   Domestic Electronic Bid Entry       |
|                            |     System (DEBES)                      |
|                            |                                         |
|                            | -   Commodity Operation System (COS)    |
|                            |                                         |
|                            |     -   Long Term Contracting (LTC)     |
|                            |                                         |
|                            |     -   Export Bid and Freight Bid      |
|                            |         Entry System (EBES/FBES)        |
|                            |                                         |
|                            |     -   Food Aid Request Entry System   |
|                            |         (FARES)                         |
|                            |                                         |
|                            |     -   Invitation Preparation System   |
|                            |         (IPS)                           |
|                            |                                         |
|                            |     -   Bid Preparation and Evaluation  |
|                            |         System (BPES)                   |
|                            |                                         |
|                            |     -   Public Viewing System (PVS)     |
|                            |                                         |
|                            |     -   Port Entry System (PES)         |
|                            |                                         |
|                            |     -   Common Table System (CTS)       |
|                            |                                         |
|                            |     -   Security Administration System  |
|                            |         (SAS)                           |
|                            |                                         |
|                            | -   Export Tracking System  (ETS)       |
|                            |                                         |
|                            | -   Commodity Operations Systems        |
|                            |     Enterprise Data Warehouse (COSEDW)  |
|                            |                                         |
|                            |     -   ETSDM - Export Tracking System  |
|                            |         Data Mart                       |
|                            |                                         |
|                            |     -   Export Operations System Data   |
|                            |         Mart (EXOP)                     |
|                            |                                         |
|                            |     -   Food Aid Tracking Data Mart     |
|                            |         (FAT)                           |
|                            |                                         |
|                            |     -   Market Share Analysis Data Mart |
|                            |         (MSA)                           |
|                            |                                         |
|                            |     -   Commodity Loan Maturity Data    |
|                            |         Mart (CLM)                      |
|                            |                                         |
|                            |     -   Domestic and Dairy Operations   |
|                            |         Data Mart (DDO)                 |
+----------------------------+-----------------------------------------+

## System Overview

### Processed Commodities Inventory Management System (PCIMS)

The Processed Commodity Inventory Management System (PCIMS) is a
Tri-Agency system shared by AMS, FSA, and FNS. It supports the annual
acquisition, tracking, and distribution of billions of dollars worth of
commodities acquired by USDA for domestic and foreign food assistance
programs and market support purposes. FNS uses it to manage extensive
ordering, entitlement, and distribution processes involving FNS
Headquarters, Regional Offices, and State Food Distribution Agencies
(SDAs). AMS and FSA purchase a variety of food products in support of
the National School Lunch Program and other Federal domestic and foreign
food assistance programs. These purchases also help to stabilize prices
in agricultural commodity markets by balancing supply and demand. Other
major components of the system are used for financial and program
management, reporting, and control to track domestic and export
commodity requests against purchases and distributions from inventory.

### Electronic Distribution of Disbursement Data (ED3) 

The Electronic Distribution of Disbursement Data (ED3) system provides a
method for three USDA/FSA systems, currently supported by the Invoice
Payment Group (IPG), to electronically transmit and collect information
via the World Wide Web. Disbursement data from the Processed Commodities
Inventory Management System (PCIMS), Grain Inventory Management System
(GIMS), and Centralized Disbursements System (CDS) is consolidated and
made available on the Web immediately after payments are transmitted and
certified. The ACH payees need to receive their disbursement statements
as soon as possible after payment is made to allow them to identify
their deposits, perform reconciliation activities, and distribute their
money on a timelier basis.

ED3 also has Storage Invoicing functionality. Previously, invoices were
generated and mailed to the warehouse operator. The warehouse operator
would review the invoice, sign the invoice certifying the information
was correct and return the certification page to IPG by mail. Once
received, IPG personnel would update the system indicating the invoice
had been certified and release it for payment. In ED3, the warehouse
operator receives an e-mail notification when the invoice is ready for
review. The warehouse operator reviews the invoice and certifies the
invoice by entering their password.

### Domestic Electronic Bid Entry System (DEBES)

The purpose of the Domestic Electronic Bid Entry System (DEBES) is to
automate the bidding process (soliciting and receiving) for the support
of domestic distribution of food assistance. This system is used by the
United States Department of Agriculture's (USDA) Agricultural Marketing
Service (AMS) as well as the Farm Service Agency (FSA) to support the
procurement of over \$1.2 billion in food commodities distributed
through various Federal programs. DEBES is an Internet application that
provides an electronic method for receiving vendor commodity bids. DEBES
is hosed on a WEB390 server running on the NITC mainframe. DEBES uses a
DB2 database and is written in COBOL II with WEB390 API calls, HTML and
JavaScript. DEBES interfaces with PCIMS to receive invitation and vendor
information. DEBES sends bid data to PCIMS for evaluation and contract
creation.

### Commodity Operation Systems (COS) 

The purpose of the Commodity Operations System (COS) is to support the
procurement of commodities exported under Foreign Food Aid for
Humanitarian Assistance Programs. The COS automates the bid evaluation
process as well as the entry of commodity requests, commodity bids, and
freight bids.

#### Long Term Contracting (LTC) 

The LTCS application is designed to provide a flexible system automating
long term contracts. Currently available for cheese commodities, this
program will support other commodities in the future.

1\. Supports the procurement of 130 Million pounds of cheese commodities
valued at approximately \$200 million annually.

2\. Used by more than 40 independent commodity vendors throughout the
USA.

3\. Supports State Distributing Agencies in distribution to millions of
recipients. These include School Lunch & Breakfast Program, Commodity
Supplemental Feeding, Food Distribution Programs, Indian Reservation,
and Emergency Food Assistance Programs.

4\. Utilized for long term master and shortfall contracting with
automated tracking of monthly allocations against the master and
shortfall contracts.

#### Export Bid and Freight Bid Entry System (EBES/FBES) 

Export Bid Entry System (EBES) automates the Bid Entry functions of the
commodity procurement process. EBES captures vendor bid information for
the competitive purchase of commodities for Export Food Assistance
Programs. EBES provides the following bid activity:

-   Prepare

-   Submit

-   Modify

-   View

-   Print

-   Withdraw previously submitted bids

-   Authorize the USDA to modify bids

-   View the history of bids.

The Freight Bid Entry System (FBES) automates the freight bid entry
portion of the USDA process for procuring and exporting commodities
supporting the Export Food Assistance Programs. FBES captures ocean
carrier bid information for the competitive procurement of
transportation required to deliver commodities to selected
destinations/delivery points.

#### Food Aid Request Entry System (FARES)

Food Aid Request Entry System (FARES) captures and automates high level
commodity request information to facilitate the competitive purchase of
commodities for Export Food Assistance Programs. FARES reports commodity
order information to AID, Private Volunteer Organizations (PVO), FAS and
FSA, integrating with USDA's Export Bid Entry (EBES) and Freight Bid
Entry System (FBES), Processed Commodities Inventory Management System
(PCIMS), and the Ketron Linear Processor Systems to award the sale and
transportation of exported commodities.

#### Invitation Preparation System (IPS)

The Invitation Preparation System (IPS) prepares the Invitations for
bidding. Commodity Request are retrieved from the Food Aid Request Entry
System (FARES) and assigned to an Invitation. The Invitation Preparation
System (IPS) manages the amendments, bid dates, shipping dates, cargo
availability dates, order item detail, consolidations, certification
questions and release of the invitation to the USDA\'s Bid Entry Systems
(FBES and EBES) and to the public.

#### Bid Preparation and Evaluation System (BPES)

BPES automates the Bid Preparation and Evaluation of the Commodity
Procurement Process. It provides Authorized USDA personnel with the
ability to maintain Bid information for the competitive purchase of
Commodities for Export Food Assistance Programs. It also allows
Authorized USDA personnel to Enter/Edit Bids on behalf of Vendors, add
Constraints, and run the Evaluation program and produce awards. Once
awards have been made, the Commodity Request information and contract
award information is then pushed to PCIMS via BPES. Award transactions
are then posted back to FARES for each Commodity Request.

#### Public Viewing System (PVS)

The Public Viewing System (PVS) application allows outside users to
access information released to the public. This includes information
such as the Invitation and Evaluated Bids based on the Freedom of
Information Act (FOIA).

#### Port Entry System (PES)

The Port Entry System (PES) automates port capacity entry for port
authorities. PES captures port capacity information and that will be
used in the evaluation to determine the capacities of the US load ports.

#### Common Table System (CTS)

Common Table System (CTS) allows for maintenance of tables used in
common by all COS subsystems such as commodities, load ports or
countries. 

#### Security Administration System (SAS)

Security Administration System (SAS) provides the framework for creating
user-ids, logon passwords and assigning role-based security to subsystem
users.

### Export Tracking System (ETS)

The Export Tracking System is a Major Application that generates the
Loss and Verification Reports, as well as, tracks the losses incurred by
various types of companies while exporting numerous commodities to many
different locations. The system processes commodities by either, the
standard weights and measures or by their metric equivalent. Conversions
may be done for the opposing systems. The development environment on the
workstation is PowerBuilder on a Microsoft XP operating system. ETS is
designed to work in a client-server environment, where the data can be
maintained on the Server and several clients may do processing from
different workstations. The database is Sybase and the data entry and
report screens are developed using the powerscript programming language
and form painter from PowerBuilder. The data is stored on the server and
the users interact with the data from their workstations. The server
accesses the data through the use of multiple stored procedures.

## ***Commodity Operations Systems Enterprise Data Warehouse*** ***(COSEDW)***

Commodity Operations System Enterprise Data Warehouse (COSEDW) is
comprised of various data marts currently including Export Tracking
System Data Mart (ETSDM), Export Operations Data Mart (EXOPDM), and Food
Aid Tracking Data Mart (FATDM). Market Share Analysis Data Mart will be
the next data mart to be incorporated, followed by Domestic Operations
Data Mart and several other data marts to be determined.

The Commodity Operations System Enterprise Data Warehouse is designed to
facilitate data retrieval to answer Commodity Operations business
questions, to define, collect, validate, and store data from computer
sources providing business users a single authoritative source for
Commodity Operations data. This system is not a system of record.

We are in the process of creating the **Domestic and Dairy Operations
Data Mart.** The data mart will comprise of contract, notice to deliver,
delivery orders, and invoice data for Dairy & Domestic Operations
Division. We have just completed the data model and have built the
database in acceptance.

####  ETSDM - Export Tracking System Data Mart

The primary objective of Export Tracking Data Mart is to monitor
activities associated with commodities transported by ocean carriers.
Commodities, the bulk of them being food cargo, are intended to feed
people in underdeveloped countries. Our mission is to maintain debt and
collection activity portfolios for PVOs (Private Voluntary
Organizations), and perform these actions within a specified timeframe.\
\
Contracts are formed between the USAID (United States Agency for
International Development) or FSA (Farm Service Agency), and PVOs to
transport commodities from load ports in the United States to
destination ports in foreign countries.\
\
Reports in this data mart are used by specialists and assistants for
various purposes:\
\
● Global Reports: Tools used by Branch Chiefs for tracking ocean carrier
activities.

● Timebar Reports: Typically used by Specialists and Assistants
operating within the KCCO/CRD

(Kansas City Commodity Office/Contract Reconciliation Division)
environment and used to

monitor debts to prevent debt delinquency.\
● Ocean Carrier Reports: Captures debt activity for specific carriers.
Each report itemizes debts

filed against ocean carriers for commodity damages or shortages realized
at the destination

port.\
● Specialist Reports: Specialists assign each ocean carrier account a
pending, open, settled, or

referred status. The status tells team members the status of the claim.\
● Assistant Reports: Assistants assign each ocean carrier account a
pending status. Specialists

and Assistants are generally responsible for multiple ocean carrier
accounts. Click the Export

Tracking Data Mart folder.

####  Export Operations System Data Mart (EXOP)

The Export Operations Division operates a subsystem of Processed
Commodity Inventory Management System that provides data about:

●         Contracts

●         Abstracts/Wires

●         Export Requests (request for commodity)

●         CCC512's (commodity quantity and port of exit used)

●         Port of Exits (shipping origin)

●         Discharge Ports (shipping destination)

●         Contract/Warehouse Allocations

●         Export ND's (Notice to Deliver)

●         Ocean Bills of Lading (OBL's)

●         High Seas Diversions (transfer from one discharge port to
another)

●         Closing CCC512's/Creating Journal Vouchers

Due to the age and complex coding of PCIMS, the current system is not
capable of communicating and does not lend itself to easy modification
or easy retrieval of data. This causes the users to accomplish most of
their work outside of the systems.

The creation of the EOD Data Mart process will be triggered by EOD
submitting a one-time snapshot view of data that will not change. The
source data will be several sequential flat files that will be cleansed,
transformed and loaded into a relational database using warehousing
methodology.

[]{.mark}

####  Food Aid Tracking Data Mart (FAT)

The FATDM will utilize data extracted or derived from three different
source systems. One, the export sub-system of the Processed Commodity
Inventory Management System (PCIMS). Second, the FARES system, which
also exist in Commodity Systems Office (CSO). Third, some of the
elements from MS Access will be used until another source and be found
to replace some elements that neither PCIMS nor FARES currently collect
and store in their databases.

The following list primary data types that provide data about:

         Contracts

         Export Requests (request for commodity)

         CCC512's (commodity quantity and port of exit used)

         Port of Exits (shipping origin)

         Discharge Ports (shipping destination)

         Ocean Bills of Lading (OBL's)

         High Seas Diversions (transfer from one discharge port to
another)

         Shipments

         FARES agreements

[]{.mark}

####  Market Share Analysis Data Mart (MSA)

The purpose of the Market Share report is to provide graphical and
tabular representations of how contracts were awarded to specified
vendors for specified commodities during a specific time frame.\
\
The MSADM shall provide the KCCO with summary reports to identify the
following indicators of possible anti-competitive schemes to restrict
competition: \
\
1.      Certain contractors always bid against each other; or never bid
against each other.\
2.      Different contractors appear to specialize such as domestic
versus export.\
3.      There is a regularly recurring pattern of low bids.\
4.      Failure of original bidders to rebid when original bids were
rejected as being too far over the government estimate.

#### Commodity Loan Maturity Data Mart (CLM) 

The Commodity Loan Maturity Data Mart (CLM) will provide information in
a tabular form for The Deputy Administrator of Commodity Operations
staff in Washington, DC as well As the Kansas City Commodity Office
Director's Staff and the Bulk Commodities Division (BCD).

The data identified for these management risks analysis reports covering
all commodity loans, crop years starting with the end of crop year 04.
The Commodity Loan Maturity Data Mart (CLM) shall comprise State and
County guaranteed loan quantities organized by crop year, maturity date,
commodity, state, and county. Since the loan quantities change on a
daily base, there is a complete set of data for each effective date.

The goal is the design, development, and construction of the CLM, which
will include commodity loan data from State and County Price Support
System. The data mart shall also provide users with the ability to
analyze loan quantities risk assessment by using HYPERION 8 report tools
to develop Executive Information System (EIS) pages, dashboards,
reports, and charts.

[]{#__RefHeading___Toc178414199 .anchor}**USDA PRIVACY IMPACT
ASSESSMENT**

[]{#__RefHeading___Toc175245593 .anchor}Table 2: Data In The System

+------------------------------+---------------------------------------+
| **DATA IN THE SYSTEM**       |                                       |
+==============================+=======================================+
| > 1\. Generally describe the | **Processed Commodities Inventory     |
| > information to be used in  | Management System (PCIMS)**           |
| > the system in each of the  |                                       |
| > following categories:      | Cu Customer: (Warehousemen, Vendors,  |
| > Customer, Employee, and    | Processors) No individual data, only  |
| > Other.                     | company data. We have Tax ID Numbers, |
|                              | name, and address.                    |
|                              |                                       |
|                              | Pl Employee: Marketing Specialist     |
|                              | names and work contact data           |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | Customer: Taxpayer Identification     |
|                              | Number; bank account number; business |
|                              | name; business payee address for      |
|                              | disbursements; business mailing and   |
|                              | location address for storage          |
|                              | invoices; contact name, phone number  |
|                              | and email address. Contains business  |
|                              | information only no personnel         |
|                              | information.                          |
|                              |                                       |
|                              | Employee: Phone number, FAX number,   |
|                              | and authorized access information     |
|                              | such as name, access ID, work phone   |
|                              | number, and email addresses.          |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | Customer -- For each commodity vendor |
|                              | and their plants, DEBES maintains     |
|                              | vendor name, address and business     |
|                              | type designation. DEBES uses the      |
|                              | PCIMS entity code for vendor          |
|                              | identification                        |
|                              |                                       |
|                              | Employee -- DEBES maintains no        |
|                              | employee information.                 |
|                              |                                       |
|                              | Other -- Commodity bid information is |
|                              | created and stored in DEBES.          |
+------------------------------+---------------------------------------+
|                              | **Commodity Operation System (COS)**  |
|                              |                                       |
|                              | Customer -- Sponsor (Private          |
|                              | Voluntary Organization), commodity    |
|                              | vendor and Freight Forwarder          |
|                              | information is used in COS. For these |
|                              | entity types, company name, address,  |
|                              | and PCIMS entity number (if           |
|                              | applicable) are maintained. Entities  |
|                              | are identified by system-generated    |
|                              | entity IDs. People can be related to  |
|                              | these entities. A person's name,      |
|                              | address, phone and e-mail information |
|                              | are maintained in COS. People are     |
|                              | identified by system generated        |
|                              | personal IDs. System generated logon  |
|                              | IDs are assigned to each person with  |
|                              | access to the system.                 |
|                              |                                       |
|                              | Employee -- USDA, AID, and FAS user   |
|                              | information are maintained in COS.    |
|                              | Each employee with access to the      |
|                              | system is assigned a personal ID and  |
|                              | login ID. Name, address, phone and    |
|                              | email information are entered into    |
|                              | COS.                                  |
|                              |                                       |
|                              | Other -- Commodity request and bid    |
|                              | information is used in COS.           |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | Customer -- the information is the    |
|                              | loss history for commodity exports    |
|                              | prior to the losses becoming a claim. |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | > The COSEDW contains data relating   |
|                              | > to the requests, procurements,      |
|                              | > shipping, warehouse and loss        |
|                              | > collection of commodities purchased |
|                              | > for PL-480, Title II, 416, FFP,     |
|                              | > FFE.                                |
|                              |                                       |
|                              | There is no data relating to          |
|                              | Customers, Employees or Other         |
|                              | individuals that would require        |
|                              | privacy considerations.               |
+------------------------------+---------------------------------------+
| 2a. What are the sources of  | **Processed Commodities Inventory     |
| the information in the       | Management System (PCIMS)**           |
| system?                      |                                       |
|                              | Cu Customer: Processed Commodity      |
|                              | Storage Agreement, Contract documents |
|                              | completed by the various customers.   |
|                              |                                       |
|                              | E Employee: manually entered into     |
|                              | table entries                         |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3)**             |
|                              |                                       |
|                              | The customer provides contact name,   |
|                              | phone number, and email address when  |
|                              | registering.                          |
|                              |                                       |
|                              | All other data comes from PCIMS,      |
|                              | GIMS, and CDS.                        |
|                              |                                       |
|                              | ** **                                 |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | Vendor entity, name and address       |
|                              | information are derived from PCIMS.   |
|                              | The USDA enters the information into  |
|                              | PCIMS. Commodity vendors enter        |
|                              | commodity bid information into DEBES. |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | The USDA enters entity and personal   |
|                              | information into COS. Each Sponsor or |
|                              | AID may have people that are given    |
|                              | authority to maintain people and      |
|                              | logon ID information for their        |
|                              | organization. Sponsors, the USDA, or  |
|                              | AID enter commodity request           |
|                              | information into the system. The USDA |
|                              | creates invitations. Commodity        |
|                              | vendors enter commodity bid           |
|                              | information into the system.          |
|                              |                                       |
|                              | **Export Tracking System (ETS) **     |
|                              |                                       |
|                              | FSA is the source agency of the       |
|                              | information.                          |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | -   Food Aid Request entry System     |
|                              |     (FARES)                           |
|                              |                                       |
|                              | -   Processed Commodities Inventory   |
|                              |     Management System (PCIMS)         |
|                              |                                       |
|                              | -   Export Tracking System (ETS)      |
+------------------------------+---------------------------------------+
| 2b. What USDA files and      | **Processed Commodities Inventory     |
| databases are used? What is  | Management System (PCIMS)**           |
| the source agency?           |                                       |
|                              | PCIMS maintains information in its    |
|                              | own database.                         |
|                              |                                       |
|                              | LTCS, DEBES, COS, ECOS, MNFRB, ED3    |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | SCIMS, PCIMS, GIMS, CDS, ED3          |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | DEBES maintains information in its    |
|                              | own database. DEBES receives vendor   |
|                              | and invitation information from       |
|                              | PCIMS. DEBES sends bid data to PCIMS. |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | COS maintains information in its own  |
|                              | database. For long-term contracting,  |
|                              | COS interfaces invitation and         |
|                              | commodity bid information with PCIMS. |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | The Sybase database resides on UNIX   |
|                              | server KCAX06. The source agency is   |
|                              | FSA.                                  |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | > Farm Service Agency (FSA)           |
|                              |                                       |
|                              | -   Food Aid Request entry System     |
|                              |     (FARES)                           |
|                              |                                       |
|                              | -   Processed Commodities Inventory   |
|                              |     Management System (PCIMS)         |
|                              |                                       |
|                              | -   Export Tracking System (ETS)      |
+------------------------------+---------------------------------------+
| 2c. What Federal Agencies    | **Processed Commodities Inventory     |
| are providing data for use   | Management System (PCIMS)**           |
| in the system?               |                                       |
|                              | USDA/FSA, USDA/FNS, USDA/AMS          |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | USDA/FSA                              |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | USDA/AMS, USDA/FSA                    |
|                              |                                       |
|                              | **Commodity Operation System (COS)**  |
|                              |                                       |
|                              | AID and the USDA maintain data in     |
|                              | COS.** **                             |
|                              |                                       |
|                              | **Export Tracking System **           |
|                              |                                       |
|                              | None.                                 |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | Farm Service Agency (FSA)             |
+------------------------------+---------------------------------------+
| 2d. What State and Local     | **Processed Commodities Inventory     |
| Agencies are providing data  | Management System (PCIMS)**           |
| for use in the system?       |                                       |
|                              | FNS regional and state offices        |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | None                                  |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | None.                                 |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | None.                                 |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | None                                  |
+------------------------------+---------------------------------------+
| 2e. From what other third    | **Processed Commodities Inventory     |
| party sources will data be   | Management System (PCIMS)**           |
| collected?                   |                                       |
|                              | V Various marketing boards for        |
|                              | pricing data. Entered by FSA          |
|                              | personnel.                            |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | Vendors, carriers, warehousemen,      |
|                              | producers.                            |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | None                                  |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | None.                                 |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | None.                                 |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | None.                                 |
+------------------------------+---------------------------------------+
| 2f. What information will be | **Processed Commodities Inventory     |
| collected from the           | Management System (PCIMS)**           |
| customer/employee?           |                                       |
|                              | Cu Customer: (Warehousemen, Vendors,  |
|                              | Processors) No individual data, only  |
|                              | company data. We have Tax ID Numbers, |
|                              | name, and address.                    |
|                              |                                       |
|                              | Pl Employee: Marketing Specialist     |
|                              | names and work contact data           |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | See #1                                |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | Commodity vendors enter bid           |
|                              | information into the system. Vendors  |
|                              | provide the USDA with company name    |
|                              | and address information that the USDA |
|                              | enters into PCIMS then transfers to   |
|                              | DEBES.                                |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | See question 1.                       |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | Information is input via PC and       |
|                              | pertains to commodities, volumes,     |
|                              | weights and locations of shipments.   |
|                              | Also, the mode of transportation is   |
|                              | documented as well as loss in         |
|                              | transport.** **                       |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | None.                                 |
+------------------------------+---------------------------------------+
| 3a. How will data collected  | **Processed Commodities Inventory     |
| from sources other than the  | Management System (PCIMS)**           |
| USDA records and the         |                                       |
| customer be verified for     | N/A** **                              |
| accuracy?                    |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Commodity Operation System (COS)**  |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | Information comes only from the       |
|                              | customer.                             |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | No plans are in place to house non    |
|                              | governmental data. If external data   |
|                              | is used in the future, we will use    |
|                              | information branding. The information |
|                              | will reference its source. The source |
|                              | will assure and be responsible for    |
|                              | data accuracy.                        |
+------------------------------+---------------------------------------+
| 3b. How will data be checked | **Processed Commodities Inventory     |
| for completeness?            | Management System (PCIMS)**           |
|                              |                                       |
|                              | N/A** **                              |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3)**             |
|                              |                                       |
|                              | N/A** **                              |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | There is no process implemented to    |
|                              | determine completeness.               |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | Control records on batch interface    |
|                              | files. Validated prior to entry into  |
|                              | data warehouse.                       |
+------------------------------+---------------------------------------+

[]{#__RefHeading___Toc175245594 .anchor}Table 3: Access To The Data

+-------------------------------+--------------------------------------+
| **ACCESS TO THE DATA**        |                                      |
+===============================+======================================+
| 1\. Who will have access to   | **Processed Commodities Inventory    |
| the data in the system        | Management System (PCIMS)**          |
| (Users, Managers, System      |                                      |
| Administrators, Developers,   | Production update: Customers,        |
| Other)?                       | internal users, System               |
|                               | Administrators.                      |
|                               |                                      |
|                               | Production inquiry: Developers.      |
|                               |                                      |
|                               | Test update/inquiry: Internal users, |
|                               | System Administrators, and           |
|                               | developers.                          |
|                               |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3) **           |
|                               |                                      |
|                               | Production update: Customers,        |
|                               | internal users, System               |
|                               | Administrators.                      |
|                               |                                      |
|                               | Production inquiry: Developers.      |
|                               |                                      |
|                               | Test update/inquiry: Internal users, |
|                               | System Administrators, and           |
|                               | developers.                          |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | Commodity vendors and agents, AMS    |
|                               | and FSA marketing specialists, and   |
|                               | System Administrators can access the |
|                               | data.                                |
|                               |                                      |
|                               | **Commodity Operation System         |
|                               | (COS) **                             |
|                               |                                      |
|                               | Customers with logon privileges to   |
|                               | COS have access to the data          |
|                               | according to their security          |
|                               | privileges as defined in the         |
|                               | Security Administration System       |
|                               | (SAS).                               |
|                               |                                      |
|                               | SAS is used to maintain system roles |
|                               | and role access within COS and its   |
|                               | subsystems FARES, CTS, LTC, and SAS. |
|                               | A system role determines how the     |
|                               | data in the system is accessed. The  |
|                               | USDA defines numerous system roles.  |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | All appropriate division employees,  |
|                               | including managers, will have access |
|                               | to the system. System administrators |
|                               | and developers will also have        |
|                               | access.                              |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | Users, managers, System              |
|                               | Administrators, developers,          |
|                               | contractors -- read-only access to   |
|                               | create report information.           |
+-------------------------------+--------------------------------------+
| 2\. How is access to the data | **Processed Commodities Inventory    |
| by a user determined? Are     | Management System (PCIMS)**          |
| criteria, procedures,         |                                      |
| controls, and                 | User's access is restricted by       |
| responsibilities regarding    | role-based internal access security  |
| access documented?            | controls within the application.     |
|                               |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3)**            |
|                               |                                      |
|                               | Access is determined by Internal     |
|                               | Controls.                            |
|                               |                                      |
|                               | Documentation -- Refer to Electronic |
|                               | Distribution of Disbursement Data    |
|                               | (Ed3)                                |
|                               |                                      |
|                               | OS/390 Security Plan.                |
|                               |                                      |
|                               | Form KC-390 Request for              |
|                               | Disbursements Web Site Access is     |
|                               | utilized.** **                       |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | DEBES maintains separate websites    |
|                               | for the commodity vendors and for    |
|                               | the USDA. Each website has a logon   |
|                               | page. A user's logon ID determines   |
|                               | what data can be accessed.           |
|                               |                                      |
|                               | **Commodity Operation System         |
|                               | (COS) **                             |
|                               |                                      |
|                               | For each subsystem, a user is        |
|                               | assigned a role in SAS. The user's   |
|                               | role determines the pages and the    |
|                               | data that can be accessed. The       |
|                               | procedures for maintaining system    |
|                               | roles, role accesses, and logon IDs  |
|                               | are explained in the SAS on-line     |
|                               | Help.                                |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | Access to the system is determined   |
|                               | by need of information. A single     |
|                               | alpha code is assigned to indicate   |
|                               | privileges which include reporting,  |
|                               | updating and changing or a           |
|                               | combination of these. The user's     |
|                               | privileges are determined prior to   |
|                               | entering a specific process.** **    |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | System security restrictions and     |
|                               | exercise of physical security.       |
|                               |                                      |
|                               | Yes -- Access approval is documented |
|                               | on FSA Form 13A/D                    |
+-------------------------------+--------------------------------------+
|                               |                                      |
+-------------------------------+--------------------------------------+
| 3\. Will users have access to | **Processed Commodities Inventory    |
| all data on the system or     | Management System (PCIMS)**          |
| will the user's access be     |                                      |
| restricted? Explain.          | Access is restricted through screens |
|                               | based on user ID.                    |
|                               |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3) **           |
|                               |                                      |
|                               | Restricted by user ID; access        |
|                               | determined by manager through        |
|                               | KC-390.                              |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | Vendors can only access their        |
|                               | company's data. The USDA/AMS can     |
|                               | only view bid and invitation         |
|                               | information for AMS invitations and  |
|                               | vendors. The USDA/FSA can only view  |
|                               | bid and invitation information for   |
|                               | FSA invitations and vendors.         |
|                               | Additionally, bid data can only be   |
|                               | accessed by the USDA after bid       |
|                               | opening date and time.               |
|                               |                                      |
|                               | **Commodity Operation System         |
|                               | (COS) **                             |
|                               |                                      |
|                               | Access to and within FARES, CTS,     |
|                               | LTC, and SAS is controlled by a      |
|                               | user's logon profile as maintained   |
|                               | in SAS.                              |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | As specified in #2, user access is   |
|                               | determined by a single alpha code in |
|                               | a user profile table. The table is   |
|                               | checked prior to a users attempt at  |
|                               | accessing a particular process. If   |
|                               | the entry is not authorized a        |
|                               | message will be provided.            |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | Discretionary Access is managed      |
|                               | through role based security          |
|                               | restrictions/rules.                  |
+-------------------------------+--------------------------------------+
| 4\. What controls are in      | **Processed Commodities Inventory    |
| place to prevent the misuse   | Management System (PCIMS)**          |
| (e.g. browsing, unauthorized  |                                      |
| use) of data by those having  | Security awareness training for      |
| access?                       | users.                               |
|                               |                                      |
|                               | Banners on network.                  |
|                               |                                      |
|                               | Employee ethics training.** **       |
|                               |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3)**            |
|                               |                                      |
|                               | Security awareness training for      |
|                               | users.                               |
|                               |                                      |
|                               | Banners on network.                  |
|                               |                                      |
|                               | Employee ethics training.** **       |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | Data access is controlled            |
|                               | programmatically based on a user's   |
|                               | logon ID. USDA maintains a vendor's  |
|                               | logon ID. NITC controls the USDA     |
|                               | user's logon id.                     |
|                               |                                      |
|                               | USDA cannot access bid data prior to |
|                               | bid opening date and time. A         |
|                               | password is required for a USDA user |
|                               | to open bids for an invitation.      |
|                               |                                      |
|                               | **Commodity Operation System         |
|                               | (COS) **                             |
|                               |                                      |
|                               | System owners and all users of the   |
|                               | system within the USDA are required  |
|                               | to take Security Awareness Training. |
|                               | The Privacy Act banner can be        |
|                               | accessed from the COS Logon page.    |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | Access to the Export Tracking System |
|                               | will be denied to any user not       |
|                               | identified as authorized. If the     |
|                               | user is valid and allowed entry the  |
|                               | application will verify the user is  |
|                               | authorized to enter a selected       |
|                               | process. Most menu items will not be |
|                               | highlighted for an un-authorized     |
|                               | user.** **                           |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | Security awareness training informs  |
|                               | users of their responsibilities with |
|                               | regard to safeguarding privacy       |
|                               | information.                         |
+-------------------------------+--------------------------------------+
| 5a. Do other systems share    | **Processed Commodities Inventory    |
| data or have access to data   | Management System (PCIMS)**          |
| in this system? If yes,       |                                      |
| explain.                      | Yes: PCIMS shares data via file      |
|                               | transfers with Electronic            |
|                               | Distribution of Disbursement Data    |
|                               | (ED3), Electronic Commodity Ordering |
|                               | System (ECOS), Electronic Data       |
|                               | Information Network (EDIN), Special  |
|                               | Nutrition Program Integrated         |
|                               | Information System (SNPIIS), and     |
|                               | CORE accounting system.              |
|                               |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3) **           |
|                               |                                      |
|                               | Yes. Information is passed to COPS   |
|                               | in a sequential dataset.             |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | PCIMS sends invitation, name and     |
|                               | address to DEBES. DEBES sends bid    |
|                               | information to PCIMS.                |
|                               |                                      |
|                               | **Commodity Operation System (COS)** |
|                               |                                      |
|                               | Yes, LTC updates Electronic Bid      |
|                               | Entry System (EBES) and Processed    |
|                               | Commodities Inventory Management     |
|                               | System (PCIMS)** **                  |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | No. Some of the data may be          |
|                               | transferred to the Export Tracking   |
|                               | Data Mart.                           |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | No                                   |
+-------------------------------+--------------------------------------+
| 5b. Who will be responsible   | **Processed Commodities Inventory    |
| for protecting the privacy    | Management System (PCIMS)**          |
| rights of the customers and   |                                      |
| employees affected by the     | System owners and all authorized     |
| interface.                    | personnel with access to the         |
|                               | application.                         |
|                               |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3) **           |
|                               |                                      |
|                               | System owners; all authorized        |
|                               | personnel to whom access has been    |
|                               | granted                              |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | System owners and all users of the   |
|                               | system                               |
|                               |                                      |
|                               | **Commodity Operation System         |
|                               | (COS) **                             |
|                               |                                      |
|                               | N/A                                  |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | N/A                                  |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | N/A                                  |
+-------------------------------+--------------------------------------+
| 6a. Will other agencies share | **Processed Commodities Inventory    |
| data or have access to data   | Management System (PCIMS)**          |
| in this system                |                                      |
| (International, Federal,      | Yes                                  |
| State, Local, Other)?         |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3) **No         |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | None                                 |
|                               |                                      |
|                               | **Commodity Operation System         |
|                               | (COS) **                             |
|                               |                                      |
|                               | AID and the World Food Organization  |
|                               | (WFO) have access to FARES.          |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | No.                                  |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | Yes, but there is no privacy         |
|                               | information.                         |
+-------------------------------+--------------------------------------+
| 6b. How will the data be used | **Processed Commodities Inventory    |
| by the agency?                | Management System (PCIMS)**          |
|                               |                                      |
|                               | MOU's and FOIA regulations.          |
|                               |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3) **N/A        |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | N/A                                  |
|                               |                                      |
|                               | **Commodity Operation System         |
|                               | (COS) **                             |
|                               |                                      |
|                               | WFO enters commodity request         |
|                               | information into FARES. AID          |
|                               | maintains and approves commodity     |
|                               | request data in FARES.               |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | N/A, data is not being shared.       |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | Report generation and analysis.      |
+-------------------------------+--------------------------------------+
| 6c. Who is responsible for    | **Processed Commodities Inventory    |
| assuring proper use of the    | Management System (PCIMS)**          |
| data?                         |                                      |
|                               | System owners and all authorized     |
|                               | personnel with access to the         |
|                               | application                          |
|                               |                                      |
|                               | **Electronic Distribution of         |
|                               | Disbursement Data (ED3) **           |
|                               |                                      |
|                               | System owners and all authorized     |
|                               | personnel with access to the         |
|                               | application                          |
|                               |                                      |
|                               | **Domestic Electronic Bid Entry      |
|                               | System (DEBES)**                     |
|                               |                                      |
|                               | N/A                                  |
|                               |                                      |
|                               | **Commodity Operation System         |
|                               | (COS) **                             |
|                               |                                      |
|                               | System owners and all of the users   |
|                               | of the system.                       |
|                               |                                      |
|                               | **Export Tracking System (ETS)**     |
|                               |                                      |
|                               | N/A** **                             |
|                               |                                      |
|                               | **Commodity Operations Systems       |
|                               | Enterprise Data Warehouse (COSEDW)** |
|                               |                                      |
|                               | Receiving agency is responsible to   |
|                               | follow OMB guidance.                 |
+-------------------------------+--------------------------------------+

[]{#__RefHeading___Toc175245595 .anchor}Table 4: Attributes Of The Data

+------------------------------+---------------------------------------+
| **ATTRIBUTES OF THE DATA**   |                                       |
+==============================+=======================================+
| 1\. Is the use of the data   | **Processed Commodities Inventory     |
| both relevant and necessary  | Management System (PCIMS)**           |
| to the purpose for which the |                                       |
| system is being designed?    | Yes                                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | Yes                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** Yes                  |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | Yes                                   |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | Yes                                   |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | Yes                                   |
+------------------------------+---------------------------------------+
| 2a. Will the system derive   | **Processed Commodities Inventory     |
| new data or create           | Management System (PCIMS)**           |
| previously unavailable data  |                                       |
| about an individual through  | No                                    |
| aggregation from the         |                                       |
| information collected?       | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | No                                    |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** No                   |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | No                                    |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | No                                    |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | No                                    |
+------------------------------+---------------------------------------+
| 2b. Will the new data be     | **Processed Commodities Inventory     |
| placed in the individual's   | Management System (PCIMS)**           |
| record (customer or          |                                       |
| employee)?                   | N/A                                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** N/A                  |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | No                                    |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | N/A                                   |
+------------------------------+---------------------------------------+
| 2c. Can the system make      | **Processed Commodities Inventory     |
| determinations about         | Management System (PCIMS)**           |
| customers or employees that  |                                       |
| would not be possible        | N/A                                   |
| without the new data?        |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** N/A                  |
|                              |                                       |
|                              | **Commodity Operation System (COS)**  |
|                              |                                       |
|                              | N/A** **                              |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | N/A                                   |
+------------------------------+---------------------------------------+
| 2d. How will the new data be | **Processed Commodities Inventory     |
| verified for relevance and   | Management System (PCIMS)**           |
| accuracy?                    |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3)**             |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** N/A                  |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | N/A                                   |
+------------------------------+---------------------------------------+
| 3a. If data is being         | **Processed Commodities Inventory     |
| consolidated, what controls  | Management System (PCIMS)**           |
| are in place to protect the  |                                       |
| data from unauthorized       | User's access is restricted by        |
| access or use?               | role-based internal access security   |
|                              | controls within the application.      |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **User's      |
|                              | access is restricted by role-based    |
|                              | internal access security controls     |
|                              | within the application.               |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | Access is controlled by role based    |
|                              | security restrictions.                |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | Access is controlled by role based    |
|                              | security restrictions defined in SAS. |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | Data Warehouse is used in             |
|                              | consolidating the data so that        |
|                              | reports can be made. Data Warehouse   |
|                              | utilizes control access measures such |
|                              | as user ids and password to prevent   |
|                              | unauthorized access once the          |
|                              | information is on the mainframe.      |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | Access is managed through role based  |
|                              | security restrictions.                |
+------------------------------+---------------------------------------+
| 3b. If processes are being   | **Processed Commodities Inventory     |
| consolidated, are the proper | Management System (PCIMS)**           |
| controls remaining in place  |                                       |
| to protect the data and      | Yes -- Same as 3a                     |
| prevent unauthorized access? |                                       |
| Explain.                     | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | Yes -- Same as 3a                     |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | Access is controlled by role based    |
|                              | security restrictions.                |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | Access is controlled by role based    |
|                              | security restrictions defined in SAS. |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A, no processes are being           |
|                              | consolidated.                         |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | Yes -- access is managed through role |
|                              | based security restrictions.          |
+------------------------------+---------------------------------------+
| 4a. How will the data be     | **Processed Commodities Inventory     |
| retrieved? Can it be         | Management System (PCIMS)**           |
| retrieved by personal        |                                       |
| identifier? If yes, explain. | OLQ's, WebFOCUS inquires, Batch       |
|                              | Processing. Various reports may be    |
|                              | accessed by authorized users.         |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | Retrieved thru online query, web      |
|                              | server, and batch.                    |
|                              |                                       |
|                              | Yes, it can be identified by personal |
|                              | identifier -- TIN, Warehouse Number,  |
|                              | Producer ID, and Name.                |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | Vendor and bid data can be retrieved  |
|                              | by entity ID, which is assigned by    |
|                              | the USDA in PCIMS. Data cannot be     |
|                              | retrieved by personal identifier.     |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | Data is accessed by entity ID.        |
|                              | Individuals are assigned a system     |
|                              | generated personal ID that is related |
|                              | to an entity ID and that is granted   |
|                              | access to data according its role as  |
|                              | defined in SAS.                       |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | Data is retrieved by record number.   |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | Online queries or through data        |
|                              | warehouse.                            |
|                              |                                       |
|                              | Data is not retrieved by personal     |
|                              | identifier.                           |
+------------------------------+---------------------------------------+
| 4b. What are the potential   | None                                  |
| effects on the due process   |                                       |
| rights of customers and      |                                       |
| employees of:                |                                       |
|                              |                                       |
| -   consolidation and        |                                       |
|     linkage of files and     |                                       |
|     systems;                 |                                       |
|                              |                                       |
| -   derivation of data       |                                       |
|                              |                                       |
| -   accelerated information  |                                       |
|     processing and decision  |                                       |
|     making;                  |                                       |
|                              |                                       |
| -   use of new technologies. |                                       |
+------------------------------+---------------------------------------+
| 4c. How are the effects to   | **Processed Commodities Inventory     |
| be mitigated?                | Management System (PCIMS)**           |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** N/A                  |
|                              |                                       |
|                              | **Commodity Operation Systems         |
|                              | (COS) **                              |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A.                                  |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | N/A                                   |
+------------------------------+---------------------------------------+

[]{#__RefHeading___Toc175245596 .anchor}Table 5: Maintenance Of
Administrative Controls

+------------------------------+---------------------------------------+
| **MAINTENANCE OF             |                                       |
| ADMINSTRATIVE CONTROLS**     |                                       |
+==============================+=======================================+
| 1a. Explain how the system   | **Processed Commodities Inventory     |
| and its use will ensure      | Management System (PCIMS)**           |
| equitable treatment of       |                                       |
| customers and employees.     | N/A                                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3)** N/A** **    |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | In accordance with law, rules and     |
|                              | regulations                           |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | In accordance with law, rules and     |
|                              | regulations.                          |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | ETS maintains automated files of loss |
|                              | history for commodity exports prior   |
|                              | to the losses becoming a claim.       |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | N/A. There is no privacy information. |
+------------------------------+---------------------------------------+
| 2a. If the system is         | **Processed Commodities Inventory     |
| operated in more than one    | Management System (PCIMS)**           |
| site, how will consistent    |                                       |
| use of the system and data   | N/A                                   |
| be maintained in all sites?  |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** No                   |
|                              |                                       |
|                              | **Commodity Operation System (COS)**  |
|                              |                                       |
|                              | No                                    |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | This is a client server application   |
|                              | which may be utilized from multiple   |
|                              | PC's. If more than one user attempts  |
|                              | to access the same record, the Sybase |
|                              | database systems will lock the record |
|                              | until one of the updates is completed |
|                              | before applying the other. Both       |
|                              | updates will be reflected in the      |
|                              | retrieval and the last entry will be  |
|                              | the entry of record.                  |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | By nature, the application runs on a  |
|                              | central web server and database. N/A. |
|                              | There is no privacy information.      |
+------------------------------+---------------------------------------+
| 2b. Explain any possibility  | **Processed Commodities Inventory     |
| of disparate treatment of    | Management System (PCIMS)**           |
| individuals or groups.       |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** N/A                  |
|                              |                                       |
|                              | **Commodity Operation System (COS)**  |
|                              |                                       |
|                              | N/A** **                              |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | The only possibility for one group to |
|                              | be treated differently than another   |
|                              | would be due to differences in access |
|                              | authority. A group with reporting     |
|                              | authority only would be treated       |
|                              | differently than a group with both    |
|                              | update and reporting authority.       |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | None                                  |
+------------------------------+---------------------------------------+
| 2c. What are the retention   | **Processed Commodities Inventory     |
| periods of data in this      | Management System (PCIMS)**           |
| system?                      |                                       |
|                              | No archiving of records takes place   |
|                              | on PCIMS.                             |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | Data is retained for 10 years.        |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | DEBES is required by the FAR to       |
|                              | retain bid data for seven years;      |
|                              | however, DEBES currently maintains    |
|                              | data on its databases indefinitely.   |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | Data is kept on the database          |
|                              | indefinitely.                         |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | Data will be stored in the tables     |
|                              | indefinitely or until a purge is      |
|                              | requested. At present, there does not |
|                              | exist a purge capability.             |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | Data retention is for the current     |
|                              | year and until all outstanding        |
|                              | appeals have been settled. Mandated   |
|                              | by the law that appropriated the      |
|                              | funds.                                |
+------------------------------+---------------------------------------+
| 2d. What are the procedures  | **Processed Commodities Inventory     |
| for eliminating the data at  | Management System (PCIMS)**           |
| the end of the retention     |                                       |
| period? Where are the        | N/A.                                  |
| procedures documented?       |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3)**             |
|                              |                                       |
|                              | According to NITC policy and          |
|                              | procedures.                           |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** N/A                  |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | N/A.                                  |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A -- See 2c.                        |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | The warehouse is designed to retain   |
|                              | historical data.                      |
|                              |                                       |
|                              | Data whose fiscal year is over 8      |
|                              | years old will be archived in         |
|                              | separate archive databases for each   |
|                              | of the data marts. This is a project  |
|                              | for 2005.                             |
+------------------------------+---------------------------------------+
| 2e. While the data is        | **Processed Commodities Inventory     |
| retained in the system, what | Management System (PCIMS)**           |
| are the requirements for     |                                       |
| determining if the data is   | Controlled by status code, uses role  |
| still sufficiently accurate, | based security.                       |
| relevant, timely, and        |                                       |
| complete to ensure fairness  | **Electronic Distribution of          |
| in making determinations?    | Disbursement Data (ED3)**             |
|                              |                                       |
|                              | The customer maintains his or her own |
|                              | contact name, phone number, and email |
|                              | address.                              |
|                              |                                       |
|                              | The TIN, bank account info, and all   |
|                              | addresses come from the legacy feeder |
|                              | systems (PCIMS, GIMS, CDS, and        |
|                              | SCIMS).                               |
|                              |                                       |
|                              | Employee names, phone and fax         |
|                              | numbers, and emails are maintained by |
|                              | the administrative users.** **        |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | The USDA is prevented                 |
|                              | programmatically from modifying a     |
|                              | vendor's bid. Access to historical    |
|                              | bid and invitation data is limited to |
|                              | inquire only. Audit trails are        |
|                              | provided as part of the database      |
|                              | utilities.                            |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | The personal ID and date/time of the  |
|                              | last modification to a table in COS   |
|                              | are stored on the database. Portions  |
|                              | of the commodity request cannot be    |
|                              | modified once the request moves into  |
|                              | History. Bid information is validated |
|                              | prior to submission.                  |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | All data within ETS will remain       |
|                              | sufficient because historical data    |
|                              | does not change.                      |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | The information is protected by       |
|                              | agency policies. The data is          |
|                              | historical data and does not change   |
|                              | once stored.                          |
+------------------------------+---------------------------------------+
| 3a. Is the system using      | **Processed Commodities Inventory     |
| technologies in ways that    | Management System (PCIMS)**           |
| the USDA has not previously  |                                       |
| employed (e.g. Caller-ID)?   | No.                                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | No.                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** No                   |
|                              |                                       |
|                              | **Commodity Operation System          |
|                              | (COS) **No                            |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | No. This is still a Power Builder     |
|                              | application using stored procedures   |
|                              | that were developed using Power       |
|                              | script.                               |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | No                                    |
+------------------------------+---------------------------------------+
| 3b. How does the use of this | **Processed Commodities Inventory     |
| technology affect            | Management System (PCIMS)**           |
| customer/employee privacy?   |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | N/A                                   |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A.                                  |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              | N/A                                   |
+------------------------------+---------------------------------------+
| 4a. Will this system provide | **Processed Commodities Inventory     |
| the capability to identify,  | Management System (PCIMS)**           |
| locate, and monitor          |                                       |
| [individuals]{.underline}?   | No                                    |
| If yes, explain.             |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **            |
|                              |                                       |
|                              | No                                    |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)**                      |
|                              |                                       |
|                              | No                                    |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | An individual associated with a       |
|                              | particular entity can be identified   |
|                              | by name.                              |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A.                                  |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | No                                    |
+------------------------------+---------------------------------------+
| 4b. Will this system provide | **Processed Commodities Inventory     |
| the capability to identify,  | Management System (PCIMS)**           |
| locate, and monitor [groups  |                                       |
| of people]{.underline}? If   | Yes...can track SBA categories on     |
| yes, explain.                | contract data.                        |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **No          |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** No                   |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | All of the people related to a        |
|                              | particular entity can be identified.  |
|                              | However, location and monitoring of   |
|                              | people is not being done.             |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A.                                  |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | No                                    |
+------------------------------+---------------------------------------+
| 4c. What controls will be    | **Processed Commodities Inventory     |
| used to prevent unauthorized | Management System (PCIMS)**           |
| monitoring?                  |                                       |
|                              | Access to information is granted on a |
|                              | "need to know basis" only and is      |
|                              | protected and controlled by using     |
|                              | industry best practice security       |
|                              | policies and tools.                   |
|                              |                                       |
|                              | **Electronic Distribution of          |
|                              | Disbursement Data (ED3) **N/A         |
|                              |                                       |
|                              | **Domestic Electronic Bid Entry       |
|                              | System (DEBES)** N/A                  |
|                              |                                       |
|                              | **Commodity Operation System (COS) ** |
|                              |                                       |
|                              | Access is controlled by role based    |
|                              | security restrictions provided        |
|                              | through SAS.                          |
|                              |                                       |
|                              | **Export Tracking System (ETS)**      |
|                              |                                       |
|                              | N/A.                                  |
|                              |                                       |
|                              | **Commodity Operations Systems        |
|                              | Enterprise Data Warehouse (COSEDW)**  |
|                              |                                       |
|                              | N/A                                   |
+------------------------------+---------------------------------------+
| 5a. Under which Systems of   | USDA/FSA-14                           |
| Record notice (SOR) does the |                                       |
| system operate? Provide      |                                       |
| number and name.             |                                       |
+------------------------------+---------------------------------------+
| 5b. If the system is being   | Possibly if the modification results  |
| modified, will the SOR       | in data, record storage location, or  |
| require amendment or         | routine use that is not covered by    |
| revision? Explain.           | the SORN identified above.            |
+------------------------------+---------------------------------------+

#   {#section .unnumbered}

#  {#section-1 .unnumbered}

#  {#section-2 .unnumbered}

#  {#section-3 .unnumbered}

#  {#section-4 .unnumbered}

#  {#section-5 .unnumbered}

#  {#section-6 .unnumbered}

#  {#section-7 .unnumbered}

# THIS PAGE INTENTIONALLY LEFT BLANK  {#this-page-intentionally-left-blank .unnumbered}

# ![](media/image6.jpeg){width="6.995138888888889in" height="9.08611111111111in"} 

# PRIVACY IMPACT ASSESSMENT AUTHORIZATION MEMORANDUM

I have carefully assessed the Privacy Impact Assessment for the

  -----------------------------------------------------------------------
  Processed Commodities Inventory Management System (PCIMS)

  (System Name)
  -----------------------------------------------------------------------

This document has been completed in accordance with the requirements of
the EGovernment Act of 2002.

We fully accept the changes as needed improvements and authorize
initiation of work to proceed. Based on our authority and judgment, the
continued operation of this system is authorized.

  ------------------------------------------------------ --- -------------
  System Manager/Owner                                       Date

                                                             

  Agency's Chief FOIA officer                                Date

                                                             

  Agency CIO                                                 Date
  ------------------------------------------------------ --- -------------

# Acronyms {#acronyms .Closing}

AIS Automated Information System

C2 Controlled Access Protection, Class Two

CD-ROM Compact Disk-Read Only Memory

CDS Centralized Disbursement System

CMP Configuration Management Plan

COMPUSEC Computer Security

COMSEC Communications Security

COOP Continuity of Operations Plan

COTS Computer Off the Shelf

FOIA Freedom of Information Act

FOUO For Official Use Only

HP Hewlett Packard

I&A Identification and Authentication

IAW In accordance with

ID Identification

INFOSEC Information Security

IP Internet Protocol

ISSO Information Systems Security Officer

KCCO Kansas City Commodity Office

LAN Local Area Network

MRT Master Reference Table

NCSC National Computer Security Center

NRCS Natural Resources Conservation Service

NT New Technology

OPSEC Operations Security

PA Privacy Act

SA System Administrator

SAAR System Authorization Access Request

SBU Sensitive-but-Unclassified

SCIMS Service Center Information Management System

SFUG Security Features User Guide

SOP Standing Operating Procedure

SQL Structured Query Language

SSN Social Security Number

STD Standard

TFM Trusted Facility Manual

TG Trusted Guide

TIN Taxpayer Identification Number

USDA United States Department of Agriculture

USERID User Identification

U.S.C United States Code

WWW World Wide Web