i. Do individuals have the opportunity to object to the collection of their PII?

Cl Yes KX No

(1) If "Yes," describe method by which individuals can object to the collection of Pil.

(2) If "No," state the reason why individuals cannot object.

The employment information is needed by DLA Human Resources Services to perform personnel
management functions and is provided through the database feeds from Defense Civilian Personnel Data
System (DCPDS).

j. Do individuals have the opportunity to consent to the specific uses of their Pll?

Yes kK] No

(1) If"Yes," describe the method by which individuals can give or withhold their consent.

(2) lf"No," state the reason why individuals cannot give or withhold their consent.

The information collected is needed to perform Human Resources support functions and is used for the
specific purposes of fulfilling personnel reporting requirements.

DD FORM 2930 NOV 2008 Page 5 of 15


g. Summary of DoD information system or electronic collection. Answers to these questions
should be consistent with security guidelines for release of information to the public.

(1) Describe the purpose of this DoD information system or electronic collection and briefly
describe the types of personal information about individuals collected in the system.

ASAP is used by Human Resources personnel and provides the ability to generate standard and ad-hoc
reports to assist with personnel management and personnel administration. Reporting functionality provided
by Microsoft Structured Query Language (SQL) Server Reporting Services (SSRS). The Information used for
these reports is refreshed daily based on data feed of current DLA HR employees. There is no long term
retention of previous data loads. All reporting is done on a "snapshot" basis for the day the data was loaded.

Information collected by the system includes: Name; Truncated SSN; Gender; Birth Date; Mailing/
Home address; Employment Information and Education Information.

(2) Briefly describe the privacy risks associated with the Pll collected and how these risks are
addressed to safeguard privacy.

Risk exposure of employees’ private and personal information. The risks are minimized by physical,technical,
and administrative controls. Data is available to only those whose job performance requires access. System
access is controlled by use of smart cards and role-based security which ensures access to the information
in the system is limited by job requirement and authorization to view the data. Users sign a Privacy Act
Information Acknowledgment Form and agree to maintain the confidentiality of information in accordance
with DLAR 5400.21, DLA Privacy Act Program, and DoD 5500.7-R, Joint Ethics Regulations.

h. With whom will the Pll be shared through data exchange, both within your DoD Component and
outside your Component (e.g., other DoD Components, Federal Agencies)? Indicate all that apply.

Within the DoD Component.

Specify. |DLA Management, Human Resources Services personnel

(1 Other DoD Components.

Specify.

—__—______—-|—Other Federal-Agencies.
Specify. |

(1 State and Local Agencies.

Specify.

(]_ Contractor (Enter name and describe the language in the contract that safeguards PII.)

Specify. |

(J) Other (e.g., commercial providers, colleges).

Specify.

DD FORM 2930 NOV 2008 Page 4 of 15


k. What information is provided to an individual when asked to provide Pll data? Indicate all that

apply. ae .
Privacy Act Statement O Privacy Advisory
(Other oC None
Describe |Individuals are presented Privacy Act Statements when the information is initially collected via the
each Defense Civilian Personnel Data System (DCPDS).
applicable
format. —_|Note: Information created and stored within the DCPDS is UNCLASSIFIED FOR OFFICIAL USE
ONLY and is subject to the Privacy Act of 1974, Every user of the DCPDS must adhere to the
Privacy Act when working with any information that relates to the data contained in the DCPDS.,
NOTE:

Sections 1 and 2 above are to be posted to the Component's Web site. Posting of these
Sections indicates that the PIA has been reviewed to ensure that appropriate safeguards are in
place to protect privacy.

A-Gomponent may restrict the publication-of Sections 1_and/or 2 if they-contain information that
would reveal sensitive information or raise security concerns.

DD FORM 2930.NOV 2008 Page 6 of 15



PRIVACY IMPACT ASSESSMENT (PIA)
For the
Automated Statistics About Personnel (ASAP)

Defense Logistics Agency (DLA)

SECTION 1: IS A PIA REQUIRED?

a. Will this Department of Defense (DoD) information system or electronic collection of
information (referred to as an "electronic collection" for the purpose of this form) collect,
maintain, use, and/or disseminate PHI about members of the public, Federal personnel,
contractors or foreign nationals employed at U.S. military facilities internationally? Choose
one option from the choices below. (Choose (3) for foreign nationals).

C (1) Yes, from members of the general public.
(2) Yes, from Federal personnel* and/or Federal contractors.

[1-(3)_Yes, from_bath_members.of-the-general_public_and-Federal_personnel-and/or Federal-contractors.

[1 (4) No

* "Federal personnel" are referred to in the DoD IT Portfolio Repository (DITPR) as "Federal employees."

b. If "No," ensure that DITPR or the authoritative database that updates DITPR is annotated
for the reason(s) why a PIA is not required. If the DoD information system or electronic
collection is not in DITPR, ensure that the reason(s) are recorded in appropriate
documentation.

c. lf "Yes," then a PIA is required. Proceed to Section 2.

DD FORM 2930 NOV 2008 Page 1 of 15


SECTION 2: PIA SUMMARY INFORMATION

a. Why is this PIA being created or updated? Choose one:

(1 New DoD Information System i] New Electronic Collection

XI Existing DoD Information System oO Existing Electronic Collection

oO Significantly Modified DoD Information
System

b. Is this DoD information system registered in the DITPR or the DoD Secret Internet Protocol
Router Network (SIPRNET) IT Registry?

& Yes, DITPR Enter DITPR System Identification Number | 14344

oO Yes, SIPRNET Enter SIPRNET Identification Number

im No

c. Does this DoD information system have an IT investment Unique Project Identifier (UPI), required
by section 53 of Office of Management and Budget (OMB) Circular A-11?

im Yes No

If "Yes," enter UPI

If unsure, consult the Component IT Budget Point of Contact to obtain the UPI.

d. Does this DoD information system or electronic collection require a Privacy Act System of
Records Notice (SORN)?

A Privacy Act SORN is required if the information system or electronic collection contains information about U.S. citizens
or lawful permanent U.S. residents that is retrieved by name or other unique identifier. PIA and Privacy Act SORN

information should be consistent.

I Yes C No

If "Yes," enter Privacy Act SORN Identifier OPM/GOVT-1 - General Personnel Records

DoD Component-assigned designator, not the Federal Register number.
Consult the Component Privacy Office for additional information or
. access DoD Privacy Act SORNs at: hitp://www.defenselink.mil/privacy/notices/

or

Date of submission for approval to Defense Privacy Office
Consult the Component Privacy Office for this. date.

DD FORM 2930 NOV 2008 Page 2 of 15



e. Does this DoD information system or electronic collection have an OMB Control Number?
Contact the Component Information Management Control Officer or DoD Clearance Officer for this information.

This number indicates OMB approval to collect data from 10 or more members of the public in a 12-month period
regardless of form or format.

oO Yes

Enter OMB Control Number

Enter Expiration Date

D4] No

f. Authority to collect information. A Federal law, Executive Order of the President (EO), or DoD
requirement must authorize the collection and maintenance of a system of records.

(1) If this system has a Privacy Act SORN, the authorities in this PIA and the existing Privacy Act
SORN should be the same.

(2) Cite the authority for this DoD information system or electronic collection to collect, use, maintain
and/or disseminate Pil. (If multiple authorities are cited, provide all that apply.)

(a) Whenever possible, cite the specific provisions of the statute and/or EO that authorizes
the operation of the system and the collection of Pll.

({b) If a specific statute or EO does not exist, determine if an indirect statutory authority can
be cited. An indirect authority may be cited if the authority requires the operation or administration of
a program, the execution of which will require the collection and maintenance of a system of records.

(c) DoD Components can use their general statutory grants of authority (“internal
housekeeping”) as the primary authority. The requirement, directive, or instruction implementing the
statute within the DoD Component should be identified.

5 U.S.C. 1302, 2951, 3301, 3372, 4118, 8347, and Executive Orders 9397, as amended by 13478,
9830, and 12107

DD FORM 2930 NOV 2008 Page 3 of 15