Version: 1.2

Date: June 25, 2020

Prepared for: USDA OCIO-Policy, 

E-Government and Fair Information 

Practices (PE&F)

Animal and Plant Health Inspection Services

Privacy Impact Assessment 

Plant Protection and Quarantine (PPQ)

Service Portal
Privacy Impact Assessment 

APHIS PPQ Service Portal

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Privacy Impact Assessment for the

PPQ Service Portal

June 25, 2020

Contact Point 

Brandon Hieskill

APHIS

(301) 851-2261

Reviewing Official 

Preston J. Griffin

Acting Chief Information Security Officer

APHIS MRP IT

United States Department of Agriculture

(301) 851-2502
Privacy Impact Assessment 

APHIS PPQ Service Portal

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Abstract 

This Privacy Impact Assessment is for the Animal and Plant Health Inspection Services 

(APHIS) Plant Protection and Quarantine (PPQ) Service Portal.

The PPQ Service Portal is a cloud-based application built upon the Salesforce.com Platformas-a-Service (PaaS) platform. It allows users to request, execute, and track work requests and 

projects created by Center for Plant Health Science and Technology (CPHST). Data and 

Analytics, Regulatory Analysis and Development (RAD), and Plant Epidemiology and Risk 

Analysis Laboratory (PERAL) staff using a consolidated system-wide application developed 

on a common Salesforce platform.

Overview 

The purpose of the PPQ Service Portal is a work request tracking and project management 

system that enables APHIS PPQ employees to collaborate effectively. This system supports 

PPQ’s ability to deliver data and analytic products to PPQ customers and their stakeholders to 

aid their data-driven decision making by providing a request intake forum, project tracking 

system, final product repository, and customer feedback loop. Everything is built on the 

Salesforce Force.com Platform-as-a-Service (PaaS). There is an interconnection to the 

SpingCM system outside of the boundary of the PPQ Service Portal, due to the library size 

limitation of 10 megabytes and 25 megabytes within Salesforce. Legal authority to operate the 

program or system is the Plant Protection Act (7 USC 7711, 7712, and 7714), and Sections 

10404 through 10407 of the Animal Health Protection Act.

Section 1.0 Characterization of the Information 

The following questions are intended to define the scope of the information requested and/or 

collected as well as reasons for its collection as part of the program, system, rule, or technology 

being developed. 

1.1 What information is collected, used, disseminated, or maintained in 

the system? 

The PPQ Service Portal is an internal system used for tracking APHIS employees 

work requests and a knowledge base for their analytic products. The application keeps 

a history of all internal requests – which are tied to Salesforce records in the system.

The PII data that is collected by PPQ Salesforce Portal is USDA employees name and 

work email address.

1.2 What are the sources of the information in the system? 

The information in the PPQ Service Portal comes from a myriad of databases including 

USDA APHIS systems Agricultural Quarantine Activity System (AQAS), Agricultural 
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Risk Management (ARM), Integrated Plant Health Information System (IPHIS), and 

Automated Commercial Environment (ACE)/International Trade Data System (ITDS),

and multiple data repository/archival sources.

1.3 Why is the information being collected, used, disseminated, or 

maintained? 

The information is used for analysis, violations, and investigations.

1.4 How is the information collected? 

The information is being collected through a manual process of input into the system.

1.5 How will the information be checked for accuracy? 

For every application within the PPQ Service Portal, the business workflow requires 

that a team leader and additional reviewer signs off at every step in the process from 

project creation, initial assignment, and final proofing\delivery.

1.6 What specific legal authorities, arrangements, and/or agreements 

defined the collection of information? 

Legal authority to operate the program or system is the Plant Protection Act (7 USC 

7711, 7712, and 7714), and Sections 10404 through 10407 of the Animal Health 

Protection Act.

1.7 Privacy Impact Analysis: Given the amount and type of data 

collected, discuss the privacy risks identified and how they were 

mitigated. 

The following are risks for the PPQ Service Portal Application:

- Unauthorized system access through the USDA OCIO eAuthentication system.

- Improper identification through the USDA OCIO eAuthentication system.

Common mitigation is provided by the USDA-OCIO-eAuthentication application, 

which provides user authentication for the PPQ Service Portal application. Role-based 

access control granted by PPQ Service Portal administrators using eAuthentication to 

verify user authentication and set permissions within the PPQ Service Portal 

application.

Section 2.0 Uses of the Information 

The following questions are intended to delineate clearly the use of information and the 

accuracy of the data being used. 
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2.1 Describe all the uses of information. 

The information is used for analysis, violations, and investigations.

2.2 What types of tools are used to analyze data and what type of data 

may be produced? 

No tools are used to analyze the data once it reaches the Salesforce application. The 

data (reports) will be tagged with metadata tags for searching/archival purposes, but 

otherwise will reside in a folder-like structure (document library or repository).

2.3 If the system uses commercial or publicly available data please

explain why and how it is used. 

Public and commercial data can be used based on the initial request type by the 

customer. The determination is based on the type of project request and associated 

audience selected. The audience options are Federal Government (APHIS), State\local 

government, international government, Academia, or industry.

2.4 Privacy Impact Analysis: Describe any types of controls that may be 

in place to ensure that information is handled in accordance with the 

above described uses. 

Role based access control is in place within the application to protect data from 

unauthorized access, and eAuthentication is used for identification and authentication 

into the PPQ Service Portal application.

Section 3.0 Retention 

The following questions are intended to outline how long information will be retained after the 

initial collection. 

3.1 How long is information retained? 

The PPQ Service Portal aligns with PPQ’s data retention policy based on source of the 

analytic information. The data retention schedule is being developed at this time and is 

covered by POA&M 27085.

3.2 Has the retention period been approved by the component records 

officer and the National Archives and Records Administration 

(NARA)? 

No. POA&M 27085 covers this deficiency.
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3.3 Privacy Impact Analysis: Please discuss the risks associated with the 

length of time data is retained and how those risks are mitigated. 

Role based access control is in place within the application to protect data from 

unauthorized access, and eAuthentication is used for identification and authentication 

into the PPQ Service Portal application.

Section 4.0 Internal Sharing and Disclosure 

The following questions are intended to define the scope of sharing within the United States 

Department of Agriculture.

4.1 With which internal organization(s) is the information shared, what 

information is shared and for what purpose? 

Information sharing and purpose is based on the type of project request and associated 

audience selected. The audience options are Federal Government (APHIS), State\local 

government, international government, Academia, industry. No PII is shared.

4.2 How is the information transmitted or disclosed? 

The information is transmitted (disclosed) by way of email attachments through 

SpringCM or directly downloaded\uploaded from Salesforce.

4.3 Privacy Impact Analysis: Considering the extent of internal 

information sharing, discuss the privacy risks associated with the 

sharing and how they were mitigated. 

PPQ Service Portal information is available internally to APHIS PPQ personnel that are 

granted permission to access the PPQ Service Portal application via eAuthentication. 

The SpringCM system, on which some data could be stored outside the boundary of the 

Salesforce.com PaaS, allows for file-level encryption on emailed data.

Section 5.0 External Sharing and Disclosure 

The following questions are intended to define the content, scope, and authority for information 

sharing external to USDA which includes Federal, state and local government, and the private sector. 

5.1 With which external organization(s) is the information shared, what 

information is shared, and for what purpose? 

APHIS PPQ is tracking the number of requests and types of work requests that are 

being completed internally by their data analytic units (Data Analysis and Risk 

Targeting). No information is being shared outside of USDA. 
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5.2 Is the sharing of personally identifiable information outside the 

Department compatible with the original collection? If so, is it 

covered by an appropriate routine use in a SORN? If so, please 

describe. If not, please describe under what legal mechanism the 

program or system is allowed to share the personally identifiable 

information outside of USDA. 

No personally identifiable information is being shared. 

5.3 How is the information shared outside the Department and what 

security measures safeguard its transmission? 

No personally identifiable information is being shared.

5.4 Privacy Impact Analysis: Given the external sharing, explain the 

privacy risks identified and describe how they were mitigated. 

The information shared is protected through various levels of security and policy. The 

system itself is protected by role-based access layers and positive identification 

techniques to ensure that only people authorized to view and act on information about 

others can do so. By policy, individuals are only to access the information they need to 

perform their duties, and should not share the information to anyone unless specifically 

authorized.

Section 6.0 Notice 

The following questions are directed at notice to the individual of the scope of information collected, 

the right to consent to uses of said information, and the right to decline to provide information. 

6.1 Was notice provided to the individual prior to collection of 

information? 

No.

6.2 Do individuals have the opportunity and/or right to decline to provide 

information? 

No.

6.3 Do individuals have the right to consent to particular uses of the 

information? If so, how does the individual exercise the right? 
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No.

6.4 Privacy Impact Analysis: Describe how notice is provided to 

individuals, and how the risks associated with individuals being 

unaware of the collection are mitigated. 

No notice is provided and the information is protected through various levels of security 

and policy. The system itself is protected by role-based access layers and positive 

identification techniques to ensure that only people authorized to view and act on 

information about others can do so. By policy, individuals are only to access the 

information they need to perform their duties, and should not share the information to 

anyone unless specifically authorized.

Section 7.0 Access, Redress and Correction 

The following questions are directed at an individual’s ability to ensure the accuracy of the 

information collected about them. 

7.1 What are the procedures that allow individuals to gain access to their 

information? 

There are no procedures for individuals to gain access to their information.

7.2 What are the procedures for correcting inaccurate or erroneous 

information? 

None.

7.3 How are individuals notified of the procedures for correcting their 

information? 

There are no procedures for individuals to gain access to their information.

7.4 If no formal redress is provided, what alternatives are available to the 

individual? 

A System of Record Notice (SORN) will be on file with the proper authority. The 

SORN is being developed and covered by POA&M 27088

7.5 Privacy Impact Analysis: Please discuss the privacy risks associated 

with the redress available to individuals and how those risks are 

mitigated. 
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Section 8.0 Technical Access and Security 

The following questions are intended to describe technical safeguards and security measures. 

8.1 What procedures are in place to determine which users may access 

the system and are they documented? 

Each user requiring access to the APHIS PPQ Service Portal must request access 

through the program manager. Once access is approved, a user is created within the 

Salesforce Platform-as-a-Service (PaaS) that corresponds to an eAuthentication (eAuth) 

account. By using an eAuth login, users can then access the PPQ Service Portal 

application in their assigned role.

8.2 Will Department contractors have access to the system? 

No.

8.3 Describe what privacy training is provided to users either generally 

or specifically relevant to the program or system? 

Every APHIS employee is required to take annual training on PII. If the course is not 

completed annually, then access is revoked until the course is completed.

8.4 Has Certification & Accreditation been completed for the system or 

systems supporting the program? 

Certification and Accreditation has not yet been completed, but is underway as of 

September, 2015.

8.5 What auditing measures and technical safeguards are in place to 

prevent misuse of data? 

The Service Portal team will mandate auditing on all workflows, training requirements, 

and user role controls every quarter. Additionally, all users are required to have an 

individual account.

8.6 Privacy Impact Analysis: Given the sensitivity and scope of the 

information collected, as well as any information sharing conducted 

on the system, what privacy risks were identified and how do the 

security controls mitigate them? 

This information is protected through various levels of security and policy. The system 

itself is protected by role-based access layers and positive identification techniques to 
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ensure that only people authorized to view and act on information about others can do 

so.

Section 9.0 Technology 

The following questions are directed at critically analyzing the selection process for any technologies 

utilized by the system, including system hardware and other technology. 

9.1 What type of project is the program or system? 

The APHIS Plant Protection and Quarantine (PPQ) Service Portal allows users to 

request, execute, and track work requests and projects created by Center for Plant Health 

Science and Technology (CPHST), Data and Analytics, Regulatory Analysis and 

Development (RAD), and Plant Epidemiology and Risk Analysis Laboratory (PERAL) 

staff using a consolidated system-wide application developed on a common Salesforce 

platform. The PPQ Service Portal is a work request tracking and project management 

system that enables APHIS PPQ employees to collaborate effectively. This system 

supports PPQ’s ability to deliver data and analytic products to PPQ customers and their 

stakeholders to aid their data-driven decision making by providing a request intake

forum, project tracking system, final product repository, and customer feedback loop.

9.2 Does the project employ technology which may raise privacy 

concerns? If so please discuss their implementation. 

No technology is employed that may raise privacy concerns.

Section 10.0 Third Party Websites/Applications

The following questions are directed at critically analyzing the privacy impact of using third 

party websites and/or applications.

10.1 Has the System Owner (SO) and/or Information Systems Security

Program Manager (ISSPM) reviewed Office of Management and 

Budget (OMB) memorandums M-10-22 “Guidance for Online Use of 

Web Measurement and Customization Technology” and M-10-23 

“Guidance for Agency Use of Third-Party Websites and 

Applications”?

Yes.

10.2 What is the specific purpose of the agency’s use of 3rd party websites 

and/or applications?
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3rd party websites are not used within the APHIS PPQ Service Portal application.

10.3 What personally identifiable information (PII) will become available 

through the agency’s use of 3rd party websites and/or applications.

3rd party websites are not used within the APHIS PPQ Service Portal application.

10.4 How will the PII that becomes available through the agency’s use of 

3rd party websites and/or applications be used?

3rd party websites are not used within the APHIS PPQ Service Portal application.

10.5 How will the PII that becomes available through the agency’s use of 

3rd party websites and/or applications be maintained and secured?

3rd party websites are not used within the APHIS PPQ Service Portal application.

10.6 Is the PII that becomes available through the agency’s use of 3rd party 

websites and/or applications purged periodically? 

3rd party websites are not used within the APHIS PPQ Service Portal application.

10.7 Who will have access to PII that becomes available through the 

agency’s use of 3rd party websites and/or applications?

3rd party websites are not used within the APHIS PPQ Service Portal application.

10.8 With whom will the PII that becomes available through the agency’s 

use of 3rd party websites and/or applications be shared - either 

internally or externally?

3rd party websites are not used within the APHIS PPQ Service Portal application.

10.9 Will the activities involving the PII that becomes available through 

the agency’s use of 3rd party websites and/or applications require 

either the creation or modification of a system of records notice 

(SORN)?

3rd party websites are not used within the APHIS PPQ Service Portal application.

10.10 Does the system use web measurement and customization technology?

No.
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10.11 Does the system allow users to either decline to opt-in or decide to 

opt-out of all uses of web measurement and customization 

technology?

Not applicable; web measurement and customization technology is not used within the 

APHIS PPQ Service Portal application.

10.12 Privacy Impact Analysis: Given the amount and type of PII that 

becomes available through the agency’s use of 3rd party websites 

and/or applications, discuss the privacy risks identified and how they 

were mitigated. 

Not Applicable; 3rd party websites are not used within the APHIS PPQ Service Portal 

application.

Responsible Officials 

Brandon K. Hieskill

Project Manager, APHIS MRP IT

United States Department of Agriculture

301-851-2261

Brandon.K.Hieskill@aphis.usda.gov
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Approval Signature 

________________________________ 

Preston J. Griffin

Acting Chief Information Security Officer (CISO)

APHIS MRP IT

United States Department of Agriculture

________________________________ 

Tonya Woods

APHIS Privacy Act Officer

United States Department of Agriculture

________________________________ 

Nicole L. Russo

PPQ Salesforce Portal Information System Owner

APHIS PPQ

United States Department of Agriculture