**Department of the Interior\
[Privacy Impact Assessment ]{.underline}**

July 3, 2008

**Name of Project: Oracle Federal Financials**

**Bureau: Office of the Secretary**

**Project's Unique ID: 010-00-01-01-01-1126-24-407-187**

# CONTACT INFORMATION: {#contact-information .Style-Heading-1-+-Not-Bold}

1)  **Who is the Bureau/Office Privacy Act Officer who reviewed this
    document?** (Name, organization, and contact information)

> Linda S. Thomas
>
> Acting OS/NBC Privacy Act Officer
>
> 1951 Constitution Avenue, NW,
>
> MS-116 SIB
>
> Washington, DC 20240
>
> Phone: (202) 208-7294
>
> Fax: (202) 219-2374
>
> Email: <Linda_S_Thomas@nbc.gov>

# SYSTEM APPLICATION/GENERAL INFORMATION: {#system-applicationgeneral-information .Style-Heading-1-+-Not-Bold}

1.  **Does this system contain any information about individuals?**

**Yes.**

**a. Is this** **information identifiable to the individual**[^1]**?**

> Yes. It contains personal informational data such as:

-   Individual employee name, home address, and telephone number, email
    address.

-   Individual employee banking information such as bank routing symbol
    and account number.

-   Individual employee social security number or other supplier number
    (vendor code).

-   Individual employee travel credit card number and, in some
    instances, individual employee bank card number.

-   It also contains personal transactional data such as travel expenses
    for each business related trip and cumulative travel expenses for a
    fiscal year, whether the employee is owed money by the agency or
    owes money, and government small purchase card purchases by type of
    purchase and by period.

    **b. Is the information about individual members of the public?**

> Yes. See B. 1) a

**c. Is the information about employees?**

> Yes. See B. 1) a.

1.  **What is the purpose of the system/application?**

> The purpose of the system is to support financial management for
> federal independent agencies by providing a standardized, automated
> capability for performing administrative control of funds, general
> accounting, billing and collecting, payments, management reporting,
> and regulatory reporting.
>
> TDA Management Information System (TDAMIS) is a customized information
> system serving USTDA. It is incorporated within the OFF as a subsystem
> for TDA only. TDAMIS provides for entry, tracking, and reporting of
> agency program and operational expense fiscal data for the purpose of
> achieving the agency's mission. TDAMIS is a core system to the agency
> and is key towards meeting agency critical business goals. TDAMIS does
> not contain information identifiable to an individual.

2.  **What legal authority authorizes the purchase or development of
    this system/application?**

> The Office of Management and Budget Circular A-127, Policies and
> Standards for Financial Management Systems authorizes the purchase or
> development of this system/application. This Circular is issued
> pursuant to the Chief Financial Officers Act (CFOs Act) of 1990, P.L.
> 101-576 and the Federal Managers\' Financial Integrity Act of 1982,
> P.L. 97-255 (31 U.S.C. 3512 et seq.); and 31 U.S.C. Chapter 11.

# DATA IN THE SYSTEM: {#data-in-the-system .Style-Heading-1-+-Not-Bold}

1)  **What categories of individuals are covered in the system?**

> Non-DOI Federal employees: Those that travel on work-related trips and
> require reimbursement of travel expenses and those that have
> travel/small purchase government bank cards.
>
> Suppliers who provide services.

2)  **What are the sources of the information in the system?**

```{=html}
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```
a.  **Is the source of the information from the individual or is it
    taken from another source? If not directly from the individual, then
    what other source?**

> The information source is from the individuals and suppliers and from
> their bank card company.

b.  **What Federal agencies are providing data for use in the system?**

> Refer to Client List attached.

c.  **What Tribal, State and local agencies are providing data for use
    in the system?**

> N/A

d.  **From what other third party sources will data be collected?**

> N/A

e.  **What information will be collected from the employee and the
    public?**

> See B. 1) and C. 2) a.

# ATTRIBUTES OF THE DATA: {#attributes-of-the-data .Style-Heading-1-+-Not-Bold}

1)  **Is the use of the data both relevant and necessary to the purpose
    for which the system is being designed?**

> The data is relevant and necessary to:

-   identify and reimburse Federal travelers with electronic funds
    transfers or Treasury checks,

-   relate purchases and travel expenses on bank card bills to Federal
    employees with government bank card authority, and

-   payments to suppliers.

2)  **Will the system derive new data or create previously unavailable
    data about an individual through aggregation from the information
    collected, and how will this be maintained and filed?**

> No.

3)  **Will the new data be placed in the individual's record?**

> N/A

4)  **Can the system make determinations about employees/public that
    would not be possible without the new data?**

> N/A

5)  **What opportunities do individuals have to decline to provide
    information (i.e., where providing information is voluntary) or to
    consent to particular uses of the information (other than required
    or authorized uses), and how individuals can grant consent.)**

> In compliance with the Privacy Act of 1974, the following information
> is provided: Solicitation of the information on Standard Form 1012 is
> authorized by 5 U.S.C. Chap. 57 as implemented by the Federal Travel
> Regulations (41 CFR 301-304), E.O. 11609 of July 22, 1971, E.O. 11012
> of March 27, 1962, E.O. 9397 of Nov. 22, 1943 and 26 U.S.C. 6011(b)
> and 6109.
>
> The individual's Social Security Account Number (SSN) is solicited
> under the authority of the Internal Revenue Code (26 U.S.C 6011(b) and
> 6109) and E.O. 9397, Nov. 22, 1943, for as a tax payer and/or employee
> identification number; disclosure is MANDATORY on vouchers claiming
> travel; and/or relocation allowance expense reimbursement which is, or
> may be, taxable income.
>
> Disclosure of the individual's SSN and other requested information is
> voluntary in all other instances; however, failure to provide the
> information (other than SSN) required supporting the claim may result
> in delay or loss of reimbursement.
>
> For employees, the individuals grant consent when they sign the
> required documents in the orientation packet.
>
> For contractors, the individuals grant consent when they sign the
> contractual agreement to perform services for government.

[^1]: "Identifiable Form" - According to the OMB Memo M-03-22, this
    means information in an IT system or online collection: (i) that
    directly identifies an individual (e.g., name, address, social
    security number or other identifying number or code, telephone
    number, email address, etc.) or (ii) by which an agency intends to
    identify specific individuals in conjunction with other data
    elements, i.e., indirect identification. (These data elements may
    include a combination of gender, race, birth date, geographic
    indicator, and other descriptors).