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AmeriCorps

Privacy Impact Assessment (PIA)

1- GENERAL SYSTEM INFORMATION

1-1 Name of the information system: FedHR Navigator

1-2 System Identifier (3 letter identifier):

1-3 Unique Investment Identifier (Exhibit 53):

1-4 Office or entity that owns the system: Office of Human Capital

1-5 Office or entity that manages the system: Economic Systems (EconSys)

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State if the system is operational or 

provide the expected launch date:

System is operational (Internal OHC 

modules only). New modules expected 

to launch by the end of October 2022.

1-7 System’s security categorization: Moderate

1-8

Date of most recent Security Assessment 

and Authorization (SA&A) or why one is 

not required:

2/21/2022-3/1/2022 SAR (Security 

Assessment Report). 

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Approximate number of individuals with 

PII in the system:

Currently, there are approximately 800 

AmeriCorps employees with PII in 

FedHR Navigator

3- SIGNATURES (ORIGINAL MAINTAINED BY CHIEF PRIVACY OFFICER)

Role *Signature* *Date*

3-1 System Owner:

3-2 Office of General Counsel:

3-3 Chief Privacy Officer:

3-4

Chief Information Security 

Officer:

3-5

Senior Agency Official for 

Privacy:

 250 E Street SW

 Washington, D.C. 20525

 202-606-5000/ 800-942-2677
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4- PIA HISTORY

4-1 State whether this is the first PIA for the system or an update to a signed PIA.

New PIA

4-2 If this is an update, describe any major system changes since the last PIA.

If this is the first time a PIA is being completed, write Not Applicable.

Not Applicable

5- SYSTEM PURPOSE

5-1 Describe the purpose of the system.

FedHR Navigator is a commercial off the shelf (COTS) tool, a HR system that 

automates all aspects of federal human resources management. The HR tools and 

utilities of FedHR Navigator are tailored to the needs and requirements of the U.S. 

federal government, and features specialized tools including retirement benefits 

calculator and position description and position management repository which can be 

integrated with other systems. The system supports talent acquisition, position 

management and classification, performance management, awards, personnel actions, 

benefits, retirement, separation, employee and labor relations, and workforce planning. 

Its position management tool has reporting capabilities which allow HR to have access 

to position data and support position management business processes; its personnel 

actions tool has an ability for managers to request personnel actions including position 

changes through the tool; and its retirement management tool enhances its Retirement 

Calculator solution to support employee access and automatically populate payroll data 

in the tool.

To automate the HR process and significantly improve the HR process efficiency, the 

Office of Human Capital (OHC) of AmeriCorps procures FedHR Navigator as a 

Software as a Service (SaaS) from the Economic Systems Inc. OHC currently uses the 

retirement solution of FedHR Navigator. The Position Management, Personnel Action 

Processing, and Retirement Calculations and Employee Self-Service modules are in the 

implementation phase. 

The system leverages Amazon GovCloud as Infrastructure as a Service Provider (IaaS) 

provider and is hosted by Amazon Web Services (AWS). Both FedHR Navigator and 

Amazon GovCloud are FedRAMP certified. 

6- INVENTORY OF PII

6-1 Provide a list of all the PII included in the system.

.
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• Social Security number 

• Truncated or Partial Social Security Number

• Date of Birth (Day, Month, Year)

• Personal Email Address 

• First Name and Last Name

• Education Information 

• Health Plan Beneficiary Number

• Employee Identification Number

• Personal Files 

• Home Address

• City or County of Birth and Zip Code

• Military Service Information

• Resume or Curriculum Vitae 

• Ethnicity

• Race

• Gender 

• Employment Information 

7- CATEGORIES OF INDIVIDUALS IN THE SYSTEM

7-1 Describe the categories of individuals whose PII is in the system and state 

approximately how many individuals are in each category.

The categories of individuals include Federal employees and contractors who supports 

the system. 

Currently, the PII of approximately 800 Federal employees of AmeriCorps is handled 

by the system. 

The system administrator’s credential of approximately 10 contractors of OHC is 

stored in the system.

8- INFORMATION IN THE SYSTEM

8-1 For each category of individuals discussed above:

a. Describe the information (not just PII) collected about that category.

b. Give specific details about any PII that is collected.

c. Describe how the information is used.
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When a new federal employee of AmeriCorps gets onboard, the individual is required 

to fill in standardized forms issued by the United States Office of Personnel 

Management (OPM) for the purpose of payroll, benefits, tax reporting and other 

personnel managements. Employees receive and submit the forms via USAStaffing 

during the onboarding process. OHC takes the information from the forms and enters 

the data into the system of AmeriCorps Payroll Provider, the National Finance Center 

(NFC), to create the employee’s personnel record. OHC staff then import the data 

from NFC to FedHR Navigator to process and calculate retirement estimates, service 

computation dates, deposit information, and process personnel actions.

The information initially collected from the individual include the PII of the individual 

and other information required in the forms. This information includes but may not be 

limited to: Social Security Number, truncated or partial Social Security Number, date of

birth (day, month, year), personal email address, first name and last Name, education 

information, health plan beneficiary number, employee identification number, personal 

files, gender, ethnicity, race, disability status, veteran status, home address, city or

county of birth and zip code, military service information, Resume or Curriculum Vitae, 

nationality, employment information, business phone or fax number, business mailing 

address, business email address, tax, leaves, health insurance options, base salary, 

salary history, life insurance information, health insurance information, retirement plan 

information, thrift saving plan information, position office, locality, employee grade, 

employee pay plan, and work schedule, user group, and user access expiration date. 

9- COLLECTIONS OF PII INTO THE SYSTEM

9-1 Describe for each source of PII in the system:

a. The source.

b. What comes from that source.

c. How the PII enters the system.

The sources of the PII are the on-boarding federal employees who on the onset of their 

federal career complete the onboarding forms in USA Staffing and the information 

retrieved from NFC.

These onboarding forms include:

• AD 349 Employee Address form

• Fast Start Direct Deposit form

• Federal Tax Withholding Allowance Certificate

• State Withholding Tax Form (Varies by state if applicable)

• SF-2809 - Employee Health Benefits Enrollment

• SF-2810 - Notice of Change in Federal Employee Health Benefits Enrollment

• TSP-1 - Thrift Savings Plan Election Form

• SF-256 - Self-Identification of Disability

• SF-181 - Ethnicity and Race Identification
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• USAS USS-1 - Uniform Service Status Code Information

• SF-2817 - Federal Employees' Group Life Insurance Election

• USAS EDU-01 - New Employee Education Data Form

• Form I-9 - Employment Eligibility Verification

• SF 144 - Statement of Prior Federal Service

OHC personnel retrieve the information that the on-boarding federal employee enters

in the onboarding forms and provide it to NFC. All the data including PII processed by 

NFC are then retrieved and uploaded by OHC staff into FedHR Navigator bi-weekly 

via a template import process. The OHC staff use this information to compute 

retirement estimates, service computation dates, deposit totals and process personnel 

actions. 

9-2 If any PII comes directly from the individual, describe the privacy controls in 

place. If all PII comes from a secondary source, write Not Applicable.

When a new federal employee gets onboard, the individual is required to fill in many 

OPM forms. Each OPM form has a Privacy Act Statement that provide notice to the 

individual explaining why OPM is requesting the information on that form, the relevant 

authority and purpose, and the routine use of the information requested. 

To ensure the transparency of the privacy practice of the federal governments and 

appropriately inform the federal employees of their rights under the Privacy Act of 

1974, as amended, OPM has published United States government-wide System of 

Records Notice (SORN) including OPM GOVT-1 General Personnel Records and 

OPM GOV-2 Employment Performance File System. 

In addition, AmeriCorps also publishes Employee Pay and Leave Record Files –

Corporation -1, and the Employee and Application Records Files – Corporation -5 

System of Records notices to provide notification and transparent information to its 

federal employees about the PII creation, collection, use, processing, dissemination, 

disclosure and disposition, the individuals’ rights under the Privacy Act of 1974, as 

amended, the processes for the individual to access and amend their PII in the system 

of records, and the data privacy and security safeguard and controls that AmeriCorps 

has put in place. 

This FedHR Navigator PIA provides further details about the information handled by 

the system, the specific data activities of the FedHR Navigator, the data privacy 

practices of AmeriCorps and the data security measures that have been implemented in 

FedHR Navigator.

The PII that FedHR Navigator handles is necessary for the purposes of retirement 

calculation and other personnel managements as identified in both the purpose 

statement of this PIA and the system of record notices.
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9-3 If PII about an individual comes from a source other than the individual, 

describe:

a. Why the PII is collected from the secondary source.

b. Why the PII from the secondary source is sufficiently accurate.

c. If/how the individual is aware that the secondary source will provide their 

PII.

If all PII about an individual comes directly from the individual, write Not 

Applicable.

Not Applicable

9-4 If any collections into the system are subject to the Paperwork Reduction Act 

(PRA), identify the Office of Management and Budget (OMB) Control Number 

for the collection. If the system does not implicate the PRA, write Not Applicable.

Not Applicable

9-5 If any collections into the system are subject to an agreement, describe those 

agreements. If no agreements are relevant, write Not Applicable.

AmeriCorps has contract with Economic Systems, Inc. The vendor has access to the 

information in the system solely to support the delivery of retirement software and 

service. 

AmeriCorps has service contract with NFC. NFC provides the degree of protection 

(administrative, technical, and physical safeguards) for the payroll/personnel and other 

data as prescribed by the Privacy Act of 1974, 5 U.S.C. Section 552a, as amended. 

AmeriCorps’ approval of the Inter-Agency Agreement with NFC authorizes NFC to 

release payroll or personnel data in accordance with the provisions of the Freedom of 

Information Act/PA.

10- SYSTEM ACCESS

10-1 Separately describe each category of individuals who can access the system along 

with:

a. What PII they can access (all or what subset).

b. Why they need that level of access.

c. How they would request and receive that access.

d. How their access is reduced or eliminated when no longer necessary.

One AmeriCorps employee and two AmeriCorps Contractors on OHC’s benefits and 

retirement team currently have access to FedHR Navigator and the PII in the system to 

perform their job duties.
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There are currently two roles for the system: Administrator and Specialist. Only one 

OHC user currently has an Administrator role. Based on the need-to-know and least 

privilege principles, the Administrator can grant new OHC contractors or employees 

the access to the system. Employee information is only added into the system when 

OHC received a request for Service Computation Date (SCD) calculations or other 

retirement related requests. 

After the implementation of new modules is completed, all employees across the 

agency will have access to FedHR Navigator. Employees outside of OHC will be able 

to access their own PII. OHC staff will have role-based access to PII based on their 

designated role in accordance with AmeriCorps standards and access control 

requirement. 

OHC staff, Budget, Department Heads, and Hiring Managers need different level of 

access based on their assigned tasks in the system. OHC staff need to process personnel 

action, retirement, benefits, and AskHR requests. Budget needs to review pay 

impacting actions. Department Heads need to approve personnel actions submitting by 

Hiring Managers. Hiring Managers need to submit personnel actions for their staff and 

office hiring needs. OHC will grant access to an employee based on the employee’s 

position at the agency and the office designation. For example, the Offices designate 

who the Hiring Manager(s) is in their office, so this role will be granted to Hiring 

Managers at the request of the director of that office.

FedHR Navigator will be updated on a bi-weekly basis. When an employee departs the 

agency and falls off the payroll list, their account will automatically deactivate and 

prevent the employee from accessing the system after their departure as soon as the biweekly feed is updated. However, the employee’s network accounts with AmeriCorps 

are deactivated immediately once their offboard submission is processed. 

11- PII SHARING

11-1 Separately describe each entity that receives PII from the system and:

a. What PII is shared.

b. Why PII is shared.

c. How the PII is shared (what means/medium).

d. The privacy controls to protect the PII while in transit.

e. The privacy controls to protect the PII once received.

f. Any agreements controlling that PII.

If PII is not shared outside the system, write Not Applicable.

Not Applicable. Currently, FedHR Navigator is not connected with any external 

system.
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12- PRIVACY ACT REQUIREMENTS

12-1 If the system creates one or more systems of records under the Privacy Act of 

1974:

a. Describe the retrieval that creates each system of records.

b. State which authorities authorize each system of records.

c. State which SORNs apply to each system of records.

If the system does not create a system of records, write Not Applicable.

The records are retrieved by the federal employee’s SSN and/or name.

The SORNs that are applicable to the records in FedHR Navigator are:

1. OPM GOVT-1, General Personnel Records 

2. OPM GOV-2, Employment Performance File System

3. AmeriCorps Employee Pay and Leave Record Files – Corporation -11

4. AmeriCorps Employee and Application Records Files – Corporation -5

The legal authorities are: 

5 U.S.C. 1302, 2951, 3301, 3372, 4118, 8347, and Executive Orders 9397, as 

amended by 13478, 9830, and 12107. 

13- SAFEGUARDS

13-1 Describe the technical, physical, and administrative safeguards that protect the 

PII in the system.

OHC is taking phrased approach to implement FedHR Navigator.

FedHR Navigator is hosted in Amazon GovCloud which is designed to host sensitive 

data in the cloud and meets the International Traffic in Arms Regulations (ITAR) and 

FedRAMP High baseline requirements. FedHR Navigator is designed following a 

defense in depth pattern, which provides multiple layers of protection around the data 

to enhance security and is subject to continuous monitoring. 

The level of privacy risk of FedHR Navigator system is moderate due to the sensitive 

data of federal employees it handles. The vendor EconSys currently runs the system 

and may obtain data of a sensitive and confidential nature on personnel solely to 

support the delivery of retirement software and services. To minimize the privacy risk 

that might arise from the supply chain, AmeriCorps signs contract with EconSys, with 

provisions that include federal security and privacy compliance requirements. EconSys 

is not permitted to engage in any activities that might release, distribute, or publish any 

information owned by AmeriCorps, or permit others to do so without the authorization 

of AmeriCorps. In addition, the vendor is required to establish necessary safeguards to 

protect all the information and ensure the training and supervision of its employees and 
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subcontractors concerning the restrictions. It is also required that EconSys staff with 

access to AmeriCorps data must undergo a background check conducted by EconSys. 

AmeriCorps has an Inter-Agency Agreement with NFC which is subject to the 

compliance requirements of the Privacy Act 1974 as amended and other relevant 

federal laws and regulations. 

The current controls implemented that are commensurate with the moderate risk level 

of FedHR Navigator include but not limited to, establishing process to approve and 

authorize role-based access to the system, monitoring and ensuring the employees 

complete required annual security and privacy training, identifying and tracking the 

record retention schedules to ensure the retention and disposition of the records are 

properly handled, and posting privacy act notice on the FedHR Navigator website 

portal to notify AmeriCorps employees of the purpose of collecting their social security 

numbers, the routine uses and the relevant legal authorities. 

FedHR Navigator is subject to the continuous monitoring by AmeriCorps information 

security assessment program and AmeriCorps’ privacy program. AmeriCorps will 

regularly evaluate, assess and address any potential privacy risks that might arise from 

any changes to the system and appropriately safeguard its data and the PII of 

AmeriCorps employees. 

14- DATA ACCURACY, ACCESS, AMENDMENT, AND CONTROL

14-1 Describe the steps taken to ensure PII is sufficiently accurate, relevant, current, 

and complete.

The employees initially provide their PII via submission of the OPM forms they fill in. 

They are responsible for ensuring their PII is accurate, current, and complete before 

they submit the forms. NFC processes the information as what are provided to ensure 

the accuracy, currency, and completion. The data that is uploaded into FedHR 

Navigator from NFC will be entered via a template upload process. Information on the 

computed retirement estimates, dates, and deposits are shared via email with the 

respective employee by following proper protocols to encrypt emails that contain PII 

with the encrypt feature in Microsoft Outlook. If discrepancies are found in the data, 

corrective action is taken to process the correction through NFC and have the data 

updated in FedHR Navigator via the bi-weekly feed.

14-2 Describe how an individual could view, correct, update, or ask to amend their PII.

The output of the data processed by the system will be shared with the respective 

employee. The employee data attributes will be visible to the employee in their FedHR 

Navigator profile. For example, if an employee receives a promotion, the action will be 

started in FedHR Navigator, completed in NFC, and the new salary will appear in 

FedHR Navigator via the bi-weekly upload two weeks later. If an employee notices 
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their PII is entered incorrectly in their FedHR Navigator profile, they will contact OHC 

and OHC will take corrective action to process the correction through NFC. Not all 

data corrections are processed in the same way, OHC will identify the correction 

process based on the error identified.

14-3 Describe how an individual could control what PII about themselves is included in 

the system or how it is used. Also describe how those decisions could affect the 

individual.

The employee can update, amend or correct their information by contacting OHC and 

the OHC staff will make necessary changes via the NFC. Employees can submit 

questions to OHC, initiate a retirement request, and calculate their own retirement 

scenarios in the system. Hiring Managers can also submit personnel action requests for 

their employees in FedHR Navigator. 

The employee does have choice of not providing their PII in their onboarding forms, by 

giving up either certain benefits that must be processed by using required PII or giving 

up their job opportunities that cannot proceed further without required PII. AmeriCorps 

FedHR Navigator only processes information originally imported from NFC which the 

employee voluntarily provides for the purposes that they consent to. 

The use of the PII in FedHR Navigator follows the established protocol and is subject 

to the safeguard mechanisms that AmeriCorps develops.

15- DATA RETENTION AND DESTRUCTION

15-1 Identify the National Archives and Records Administration (NARA) provided 

retention schedule for the system and provide a summary of that schedule.

The documentation stored and processed through FedHR Navigator must comply with 

the following record retention schedules:

1. GRS 2.2 Employee Management Records, which covers records Federal 

agencies create while carrying out the work of employee management: 

supervising employees, processing personnel actions, managing employee 

performance, and creating and maintaining personnel and volunteer service 

records.

2. GRS 2.4 Employee Compensation and Benefits Records, which covers records 

Federal agencies create while conducting agency payroll functions (items 010-

061) and while managing specific programs that offer employees monetary or 

other tangible benefits (items 070 to 141).
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16- SOCIAL SECURITY NUMBERS (SSNs)

16-1 If the system collects truncated or full social security numbers (SSNs):

a. Explain why the SSNs are required.

b. Provide the legal authority for the usage of the SSNs.

c. Describe any plans to reduce the number of SSNs.

If the system does not collect any part of an SSN, write Not Applicable.

The SSN is required to identify a federal employee for tax report purpose and is used 

by OHC employees to properly manage and calculate the retirement benefit. The 

primary purpose of requesting the SSN is to properly identify the employee. Many 

employees have similar names and the furnishing of the SSN will enable NFC to 

identify employees across the agencies and to identify them when they transfer 

agencies.

The legal authorities for the appropriate use of SSN are: Executive Order 9397, as 

amended by Executive Order 13478, Relating to Federal Agency Use of Social 

Security Numbers (November 18, 2008); the Privacy Act of 1974, as amended, 5 

U.S.C. §552a; the Social Security Act, as amended.

OHC ensures that information collected about individuals is limited to what is legally 

authorized and necessary and is maintained in a manner that protects against 

unwarranted intrusions upon individual privacy.

17- WEBSITES

17-1 If the system includes a website which is available to individuals apart from 

AmeriCorps personnel and contractors, discuss how it meets all AmeriCorps and 

Federal privacy requirements. If the system does not include a website, write Not 

Applicable.

Not Applicable

18- OTHER PRIVACY RISKS

18-1 Discuss any other system privacy risks or write Not Applicable.

Not Applicable