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PRIVACY IMPACT ASSESSMENT (PIA) 

PRESCRIBING AUTHORITY: DoD Instruction 5400.16, "DoD Privacy Impact Assessment (PIA) Guidance". Complete this form for Department of Defense 

(DoD) information systems or electronic collections of information (referred to as an "electronic collection" for the purpose of this form) that collect, maintain, use, 

and/or disseminate personally identifiable information (PII) about members of the public, Federal employees, contractors, or foreign nationals employed at U.S. 

military facilities internationally. In the case where no PII is collected, the PIA will serve as a conclusive determination that privacy requirements do not apply to 

system.

 1. DOD INFORMATION SYSTEM/ELECTRONIC COLLECTION NAME:

EMPLOYEE ACTIVITY GUIDE FOR LABOR ENTRY (EAGLE)

 2. DOD COMPONENT NAME:

Defense Logistics Agency

3. PIA APPROVAL DATE:

SECTION 1: PII DESCRIPTION SUMMARY (FOR PUBLIC RELEASE)

 a. The PII is: (Check one. Note: foreign nationals are included in general public.)

From members of the general public From Federal employees and/or Federal contractors

From both members of the general public and Federal employees and/or 

Federal contractors Not Collected (if checked proceed to Section 4)

 b. The PII is in a: (Check one)

 New DoD Information System New Electronic Collection

 Existing DoD Information System Existing Electronic Collection

 Significantly Modified DoD Information System

 c. Describe the purpose of this DoD information system or electronic collection and describe the types of personal information about individuals 

 collected in the system.

EAGLE provides DLA with a single IT system to collect data on DLA Civilians for the purpose of tracking time and attendance and 

alternate worksite / telework records to include overtime and leave hours, to track accounting information and workload / project activity for 

analysis and reporting purposes; for statistical reporting on leave and overtime use patterns, number of employees teleworking, etc.; for 

costing capabilities; and for processing of Human Resources requests from employees and serviced agencies. Information is provided 

through database feeds from Defense Civilian Payroll System (DCPS) and Defense Civilian Personnel Data System (DCPDS) for the 

purpose of issuing payroll, servicing human resource requests, and providing information required for the approval and maintenance of 

telework requests. Civilian Employee PII maintained includes: the individual's name, social security number, user ID, date of birth, 

citizenship, pay rate, leave balances, position, title, series, grade, last performance rating, telework eligibility, official worksite address / 

phone number, home address, and retirement/benefit information. Additionally, as part of the telework request process, users complete all 

data elements of the DLA telework request forms which includes their alternate worksite address and phone number. Additionally, as part of 

the leave request process, users complete all data elements of the DLA leave request forms which includes leave hour codes, reason codes, 

date, time, and total hours requested. For DLA Military members and DLA contractors data is collected for the purpose of tracking 

workload / project activity for analysis and reporting purposes, time and attendance, and labor distribution data against projects for 

management and planning purposes; to maintain management records associated with the operations of the contract; to evaluate and monitor 

the contractor performance and other matters concerning the contract. Military employee and contractor PII maintained include individual’s 

name and User ID.

 d. Why is the PII collected and/or what is the intended use of the PII? (e.g., verification, identification, authentication, data matching, mission-related use, 

 administrative use)

Verification, identification, authentication, data matching, and mission-related use as described above.

 e. Do individuals have the opportunity to object to the collection of their PII? Yes No

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

 (2) If "No," state the reason why individuals cannot object to the collection of PII. 

The EAGLE application screens that collect personal data contain a Privacy Act Statement as required by 5 U.S.C. 552a(e)(3), allowing the 

individual to make an informed decision about providing the data. If no objections are received, consent is presumed. Individuals may raise 

an objection with the DLA Privacy Office during the before or during data collection, or any time thereafter. 

For data entered by HR Specialists on behalf of employees requesting assistance: employees have the option to not provide the necessary 

information which would result in the their issue not being addressed. 

 f. Do individuals have the opportunity to consent to the specific uses of their PII? Yes No
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 (1) If "Yes," describe the method by which individuals can give or withhold their consent.

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

The EAGLE application screens that collect personal data contain a Privacy Act Statement as required by 5 U.S.C. 552a(e)(3), allowing the 

individual to make an informed decision about providing the data. The Privacy Act Statement describes the authorized purposes (or uses) of 

the information being collected. If no objections are received, consent is presumed. Individuals may raise an objection with the DLA Privacy 

Office during the before or during data collection, or any time thereafter. 

For data entered by HR Specialists on behalf of employees requesting assistance: employee may decline to provide contact information 

which would prevent HR from conducting follow-up actions with the employee.

 g. When an individual is asked to provide PII, a Privacy Act Statement (PAS) and/or a Privacy Advisory must be provided. (Check as appropriate and 

 provide the actual wording.)

Privacy Act Statement Privacy Advisory Not Applicable 

1. On the EAGLE Web Application for DLA Civilian Employee Time and Attendance: 

Authority: 5 U.S.C. Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems; Chapter 57, Travel, Transportation and Subsistence; 

and Chapter 63, Leave; 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 

31 U.S.C., Chapter 35, Accounting and Collection; and E.O. 9397 (SSN). 

Purpose(s): Records are used to prepare time and attendance records, to record employee pay rates and status, including overtime, the use of 

leave, and work absences; to track workload, project activity for analysis and reporting purposes; for statistical reporting on leave and 

overtime use/usage patterns, number of employees teleworking, etc.; and to answer employee queries on leave, overtime, and pay. 

Information from the system of records is provided to the Defense Finance and Accounting Service for the purpose of issuing payroll to 

DLA civilian employees. 

Routine Uses: In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act, these records or information 

contained therein may specifically be disclosed outside the DOD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: The DOD 

"Blanket Routine Uses" set forth at http://dpclo.defense.gov/Privacy/SORNsIndex/DODComponentNotices/Preamble/DLAPreamble.aspx 

apply to this system. 

Disclosure is Voluntary: Providing the requested data is voluntary. However, failure to provide all the data requested may result in our 

inability to prepare civilian time and attendance records for payroll purposes. 

Rules of Use: Rules for collecting, using, retaining, and safeguarding this information are contained in DLA Privacy Act System of Records 

Notice S340.10, entitled "DLA Civilian Time and Attendance, Project and Workload Records" available at http://dpcld.defense.gov/Privacy/

SORNsIndex/DOD-wide-SORN-Article-View/Article/570251/s34010/ 

2. On the EAGLE Web Application for DLA Civilian Employee Alternate Worksite / Telework Records: 

Authority: 5 U.S.C. Chapter 65, Telework, as added by Public Law 111-292 "Telework Enhancement Act 2010"; DOD Instruction 1035.01, 

"Telework Policy for Department of Defense"; and DLA Instruction 7212, "Defense Logistics Agency Telework Program." 

Purpose(s): Information may be used by supervisors, program coordinators, DLA Information Operations and DLA Human Resources 

Services, Human Resources Information Systems for managing, evaluating, and reporting DLA Alternate Worksite/Telework Record 

activity/participation. Information on participation in the Telework Program, minus personal identifiers, is provided in management reports 

and to the DOD for a consolidated response to the Office of Personnel Management annual data call. Portions of the records may also be 

used to validate and reimburse participants for costs associate with telephone and Internet usage. 

Routine Uses: In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, as amended, the 

records contained therein may specifically be disclosed outside the DOD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: To the 

Department of Labor when an employee is injured while teleworking, e.g., details of the arrangement may be disclosed. To DLA-affiliated 

unions to provide raw statistical data on the program. Disclosed information may include number of positions designated as eligible for 

telework by job title, series and grade; number of employees requesting telework; number approved for telework by the local activity. No 

personal identifiers or personally identifiable data is provided. Pursuant to DOD Blanket Routine Uses 1, 4, 6, 9, 12, 13, and 15. 

Rules of Use: Rules for collection, using, retaining, and safeguarding this information are contained in the DLA Privacy Act System of 

Records Notice S375.80, entitled "DLA Alternate Worksite/Telework Records" available at http://dpcld.defense.gov/Privacy/SORNsIndex/

DOD-Wide-SORN-Article-View/Article/570255/s37580/ 
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3. On the EAGLE Web Application for DLA Contractors and Military Personnel: 

Authority: 5 U.S.C. 301, Departmental Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and Readiness; 5 U.S.C. 

Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems; Chapter 57, Travel, Transportation and Subsistence; and Chapter 64, 

Leave; 41 U.S.C. 405a, Uniform Federal Procurement Regulations and Procedures; and FAR Part 16.601(b)(1). 

Purpose(s): For the purposes of tracking workload / project activity for analysis and reporting purposes, time and attendance, and labor 

distribution data against projects for management and planning purposes; to maintain management records associated with the operations of 

the contract; to evaluate and monitor the contractor performance and other matters concerning the contract. 

Routine Uses: In addition to those disclosures generally permitted under 5 U.S.C 552a(b) of the Privacy Act, these records or information 

contained therein may specifically be disclosed outside the DOD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: To the 

contractor's employer for the purpose of resolving any discrepancy in hours billed to the Defense Logistics Agency in accordance with FAR 

Clause 16.601 (b)(1). Records released include individual's name, User ID, position, company, project and workload records, time and 

attendance, regular and overtime work hours and leave hours. The "DOD Blanket and Routine Uses" set forth at http://dpclo.defense.gov/

Privacy/SORNsIndex/DODComponentNotices/Preamble/DLAPreamble.aspx apply to this system. 

Rules of Use: Rules for collecting, using, retaining, and safeguarding this information are contained in the DLA Privacy Act System of 

Records Notice S900.50 entitled "Labor Hours, Project and Workload Records" available at http://dpclo.defense.gov/Privacy/SORNsIndex/

DOD-wide-SORN-Article-View/Article/570277/s90050/ 

OMB CONTROL NUMBER: 0704-0452 

OMB EXPIRATION DATE: 2/29/2020 

AGENCY DISCLOSURE NOTICE 

The public reporting burden for this collection of information is estimated to average 15 minutes per response, including time for reviewing 

instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of 

information. 

Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing the 

burden, to the Department of Defense, Washington Headquarters Services, Executive Services Directorate, 4800 Mark Center Drive, East 

Tower, Suite 02G09, Alexandria, VA 22350-3100 0704-0452. 

Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply 

with a collection of information if it does not display a current valid OMB Control Number. 

4. On the EAGLE web application for DLA civilian employee HR work order records: 

Authority: 5 U.S.C. 1302, 2951, 3301, 3372, 4118, 8347, and Executive Orders 9397, as amended by 13478, 9830, and 12107 & 10 U.S.C. 

Part II, Personnel; and 5 U.S.C. 301, Departmental Regulations. 

Purpose: Information about current and former Federal employees is collected to conduct routine Human Resources operations. We will use 

the data to process HR requests from employees and serviced agencies; and for reporting, financial forecasting, tracking, monitoring, 

assessing, and payment reconciliation purposes. Statistical data, with all personal identifiers removed, may be used by management for 

program evaluation and review. 

Routine Uses: In addition to those disclosures generally permitted by 5 U.S.C. 552a(b) of the Privacy Act, these records or information 

contained therein may specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3) as follows: The DoD 

"Blanket Routine Uses" set forth at http://dpclo.defense.gov/Privacy/SORNsIndex/BlanketRoutineUses.aspx apply to this system 

Rules of Use: Rules for collecting, using, retaining, and safeguarding this information are contained in DLA Privacy Act System Notice 

OPM Gov-1 entitled "General Personnel Records" available at http://dpclo.defense.gov/Privacy/SORNs.aspx

 h. With whom will the PII be shared through data exchange, both within your DoD Component and outside your Component? (Check all that apply)

Within the DoD Component Specify. Defense Logistics Agency

Other DoD Components Specify. Defense Finance and Accounting Service, Defense Civilian 

Personnel Advisory Service

Other Federal Agencies Specify. Office of Personnel Management, Department of Labor
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State and Local Agencies Specify.

Contractor (Name of contractor and describe the language in 

the contract that safeguards PII. Include whether FAR privacy 

clauses, i.e., 52.224-1, Privacy Act Notification, 52.224-2, 

Privacy Act, and FAR 39.105 are included in the contract.)

 Specify.

External to DLA/DOD: Records regarding contractor 

information is disclosed outside DLA/DOD for the purpose 

of resolving any discrepancy in hours billed to DLA with the 

contractor in accordance with FAR Clause 16.601 (b)(1). 

Records released include individual's name, User ID, 

position, company, project and workload records, time and 

attendance, regular and overtime work hours, and leave 

hours.

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

 i. Source of the PII collected is: (Check all that apply and list all information systems if applicable)

Individuals Databases

Existing DoD Information Systems Commercial Systems

Other Federal Information Systems

Using the EAGLE Web site, the DLA Payroll Centers of Excellence Customer Service Representatives add DLA civilian employee records 

to EAGLE (Name, SSN). EAGLE automatically generates a unique identifier (User ID). Other data is automatically transferred from the 

Defense Finance and Accounting Service Defense Civilian Payroll System to EAGLE (birth date, citizenship, and financial information to 

include annual salary, hourly rate, and leave balances.

 j. How will the information be collected? (Check all that apply and list all Official Form Numbers if applicable)

E-mail Official Form (Enter Form Number(s) in the box below)

Face-to-Face Contact Paper

Fax Telephone Interview

Information Sharing - System to System Website/E-Form

Other (If Other, enter the information in the box below)

 k. 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 must be consistent.

Yes No

 If "Yes," enter SORN System Identifier S340.10, S375.10, S900.50, and OPM/GO

 SORN Identifier, not the Federal Register (FR) Citation. Consult the DoD Component Privacy Office for additional information or http://dpcld.defense.gov/ 

 Privacy/SORNs/ 

 or

 If a SORN has not yet been published in the Federal Register, enter date of submission for approval to Defense Privacy, Civil Liberties, and Transparency 

 Division (DPCLTD). Consult the DoD Component Privacy Office for this date

 If "No," explain why the SORN is not required in accordance with DoD Regulation 5400.11-R: Department of Defense Privacy Program.

 l. What is the National Archives and Records Administration (NARA) approved, pending or general records schedule (GRS) disposition authority 

 for the system or for the records maintained in the system?

 (1) NARA Job Number or General Records Schedule Authority. GRS 2.4, Item 030 (DAA-GRS-2016-0015-0003), GRS 2.3, Item 081 (2) If pending, provide the date the SF-115 was submitted to NARA.

 (3) Retention Instructions.

Time & attendance, leave requests, and leave approvals are destroyed after GAO audit or when 3 years old, whichever is sooner (DLA 

Record Schedule 5300.16, GRS 2.4 Item 030 (DAA-GRS-2016-0015-0003). Alternate worksite / telework records are destroyed 1 year after 
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employee's participation in the program ends; unapproved requests are destroyed 1 year after the request is denied (DLA Record Schedule 

8120.11.02, GRS 2.3 Item 081 (DAA-GRS-2015-007-0022). Labor Hours and Metrials Surveillance Records are destroyed when 6 years 3 

months old or when no longer needed (DLA Record Scheduled 5000.79 (N1-361-08-5). Human Resources work orders are destroyed when 

no longer needed. 

 m. What is the authority to collect information? A Federal law or Executive Order must authorize the collection and maintenance of a system of 

records. For PII not collected or maintained in a system of records, the collection or maintenance of the PII must be necessary to discharge the 

requirements of a statue or Executive Order. 

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

 (2) If a SORN does not apply, cite the authority for this DoD information system or electronic collection to collect, use, maintain and/or disseminate PII. 

 (If multiple authorities are cited, provide all that apply). 

 (a) Cite the specific provisions of the statute and/or EO that authorizes the operation of the system and the collection of PII. 

 

 (b) If direct statutory authority or an Executive Order does not exist, indirect statutory 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) If direct or indirect authority does not exist, 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 must be identified.

SORN S340.10 - Authority: 5 U.S.C. Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems; Chapter 57, Travel, Transportation 

and Subsistence; and Chapter 63, Leave; 5 U.S.C. 301, Department Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel 

and Readiness; 31 U.S.C., Chapter 35, Accounting and Collection; and E.O. 9397 (SSN). 

SORN S375.10 - Authority: 5 U.S.C. Chapter 65, Telework; DOD Instruction 1035.01, Telework Policy; and DLA Instruction 7212, DLA 

Telework Program. 

SORN S900.50 - Authority: 5 U.S.C. 301, Department Regulations; 10 U.S.C. 136, Under Secretary of Defense for Personnel and 

Readiness; 5 U.S.C Chapter 61, Hours of Work; Chapter 53, Pay Rates and Systems; Chapter 57, Travel, Transportation, and Subsistence; 

and Chapter 63, Leave; 41 U.S.C. 405a, Uniform Federal Procurement Regulations and Procedures; and FAR Part 16.601(b)(1). 

OPM Gov-1, General Personnel Records - Authority: 5 U.S.C. 1302, 2951, 3301, 3372, 4118, 8347, and Executive Orders 9397, as amended 

by 13478, 9830, and 12107 & 10 U.S.C. 301, Departmental Regulations.

 n. Does this DoD information system or electronic collection have an active and approved Office of Management and Budget (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. 

Yes No Pending

 (1) If "Yes," list all applicable OMB Control Numbers, collection titles, and expiration dates. 

 (2) If "No," explain why OMB approval is not required in accordance with DoD Manual 8910.01, Volume 2, " DoD Information Collections Manual: 

 Procedures for DoD Public Information Collections.” 

 (3) If "Pending," provide the date for the 60 and/or 30 day notice and the Federal Register citation.

0704-0452, exp. 2-28-2017 (Renewal is currently pending).