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_Privacy Impact Assessment Form

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Status Draft Form Number F-54643 Form Date 9/18/2013 10:56:01 AM

Question Answer

1. OPDIV:

2. PIA Unique Identifier: 2a Name:

TEST

P-5860043-506903 Test 9-18-01

3. The subject of this PIA is which of the following?

_3a Identify the Enterprise Performance Lifecycle Phase of the system.

3b Is this a FISMA-Reportable system?

Does the system include a Website or online

General Support System (GSS) Major Application

Minor Application (stand-alone) Minor Application (child) Electronic Information Collection Unknown

Development

Yes No

Yes

4. application available to and for the use of the general

public? ^No

5. Agency

   Contractor

   Identify the operator.

POC Title Program Analyst

6. Point of Contact (POC):

POC Name Paris A Watson POC Organization OD/DPCPSI/ODP

POC Email watsonpa@od.nih.gov

POC Phone 301.496.6615

7. New

   Existing

   Is this a new or existing system?

8. Yes

   No

   Does the system have Security Authorization (SA)?

8a Date of Security Authorization

11 Describe the purpose of the system.	One the Office of Disease Prevention's priorities is to promote the use of the best available methods in prevention research and support the development of better methods. One of our strategies is to help the Center for Scientific Review (CSR) identify experts in prevention science methods to include on their review panels. This will strengthen the panels and improve the quality of the prevention research supported by NIH. To identify experts in prevention science methods, we worked with our contractor, IQ Solutions, Inc., to develop online software which will allow us to collect scientists’ names, contact information, and resumes, as well as to have those scientists identify their level of expertise in a variety of prevention science methods and content areas. The data collected with this software will be used to create a web-based tool that CSR staff can use to identify scientists with expertise in specific prevention science methods and content areas for invitation to serve on one of the CSR review panels. If successful, this system will also be shared with review staff in the other Institutes and Centers at NIH to use in the same way. Given our plans to create an automated system for reviewer information collection, we are now seeking OMB approval.
Describe the type of information the system will Prevention scientists that would like to participant in the 12 collect, maintain (store), or share. (Subsequent Expertise in Prevention Science program (EPS) will have an questions will identify if this information is PII and ask opportunity to provide their content, CV, and methodological about the specific data elements.) and prevention science content areas of expertise.
The NIH Office of Disease Prevention (ODP) Expertise in Prevention Science (EPS) program is being developed to (1) identify experts in methodology who also have an expertise in content areas related to prevention science, (2) identify mid- and senior- level researchers who may have an interest in serving on study sections, and (3) to enrich the existing pool of NIH reviewers coordinated by the Center for Science Research Provide an overview of the system and describe the (CSR) by including scientists with methodological and 13 information it will collect, maintain (store), or share, prevention science expertise that review prevention either permanently or temporarily. applications. Scientists interested in including their information for the EPS program will provide some identifying information, content and methodological areas of expertise, Curriculum Vitae (CV) or professional resumes, and willingness to serve on a study section. They are vetted for inclusion in the EPS program based on their self-reported level of expertise in methodological and prevention science content areas, as well as, the information provided in their CVs.
Yes 14 Does the system collect, maintain, use or share PII? No

15. Indicate the type of PII that the system will collect or maintain.

Social Security Number Date of Birth

Name Photographic Identifiers Driver's License Number Biometric Identifiers Mother's Maiden Name Vehicle Identifiers

E-Mail Address Mailing Address

Phone Numbers Medical Records Number

Medical Notes Financial Account Info

Certificates Legal Documents

Education Records Device Identifiers

Military Status Employment Status

Foreign Activities Passport Number Taxpayer ID

15. Indicate the categories of individuals about whom PII is collected, maintained or shared.

Employees Public Citizens

Business Partners/Contacts (Federal, state, local agencies) Vendors/Suppliers/Contractors

Patients

Other

15. How many individuals' PII is in the system? _500-4,999

15. PII will provide information to the NIH community (CSR and others) regarding participants' current employment, publication history, grants received, and other professional achievements, all of which are very useful in evaluating applicants’ eligibility to serve on study sections as reviewers.

    For what primary purpose is the PII used?

15. Describe the secondary uses for which the PII will be used (e.g. testing, training or research)

Secondarily, PII will provide the ODP with a pool of experts in various methodological areas to provide training for staff.

15. 
    

    N/A

    Describe the function of the SSN.

N/A

20a Cite the legal authority to use the SSN.

15. Identify legal authorities governing information use and disclosure specific to the system and program.

Are records on the system retrieved by one or more

legal authority of ODP within OD/DPCPSI... gives us permission to operate as ODP

Yes

15. PII data elements? _No

22a

Identify the number and title of the Privacy Act System of Records Notice (SORN) that is being used to cover the system or identify if a SORN is being developed.

Published: 09-25-0036 Published:

Published:

In Progress

Directly from an individual about whom the information pertains

15. Identify the sources of PII in the system.

Government Sources

Non-Government Sources

In-Person Hard Copy: Mail/Fax

Email Online Other

Within the OPDIV Other HHS OPDIV State/Local/Tribal

Foreign Other Federal Entities

Other

Members of the Public

_23a Identify the OMB information collection approval number and expiration date.

Commercial Data Broker Public Media/Internet

Private Sector

in progress

Other

15. Is the PII shared with other organizations?

Yes No

Within HHS

_24a Identify with whom the PII is shared or disclosed and for what purpose.

NIH Center for Scientific Review

Other Federal Agency/Agencies

State or Local Agency/Agencies

Private Sector

24b

Describe any agreements in place that authorizes the information sharing or disclosure (e.g. Computer Matching Agreement, Memorandum of Understanding (MOU), or Information Sharing Agreement (ISA)).

N/A

_24c Describe the procedures for accounting for disclosures

Describe the process in place to notify individuals 25 that their personal information will be collected. If no prior notice is given, explain the reason.	Individuals are notified at two points that their personal information will be collected. On the landing page, the potential ESP participant is notified "If you chose to share your information, you may be asked to review applications, either on an ad hoc basis or as part of a study section." After the creation of a username/password, a potential participant must chose a disclosure: I agree to have contact information, areas of expertise, and willingness to be a reviewer shared with the Center for Scientific Review and others at the NIH. I do not want my information shared. If a potential participant chooses not to share their information, they receive a thank you message and the system doesn't allow them to enter PII.
Is the submission of PII by individuals voluntary or Voluntary 26 mandatory? Mandatory
Describe the method for individuals to opt-out of the 27 collection or use of their PII. If there is no option to Participation in the EPS program is entirely voluntary. They object to the information collection, provide a have an opportunity to opt out prior to entering PII (see #25). reason.
Describe the process to notify and obtain consent from the individuals whose PII is in the system when major changes occur to the system (e.g., disclosure EPS participants will receive an email: 28 and/or data uses have changed since the notice at 1. when major changes to the system requires them to update the time of original collection). Alternatively, describe their information why they cannot be notified or have their consent 2. each year asking them to update their information obtained.
Describe the process in place to resolve an individual's concerns when they believe their PII has The EPS website will have the ODP point of contact's 29 been inappropriately obtained, used, or disclosed, or information in case their are changes or concerns by that the PII is inaccurate. If no process exists, explain participants. The ODP POC will have administrator privileges why not. and will be able to make changes to or freeze an account.
Describe the process in place for periodic reviews of 30 PII contained in the system to ensure the data's integrity, availability, accuracy and relevancy. If no processes are in place, explain why not.	Data from the EPS Tool and Software (ESTS) will be reviewed regularly by the ODP POC and CSR Scientific Review Officers for accuracy. If a participant's information is incorrect, the ODP POC will be notified and the EPS participant will be notified by email and asked to update their information to ensure data maintained is accurate and relevant.

31 Identify who will have access to the PII in the system and the reason why they require access.	Users	CSR Scientific Review Officers will use the ESTS to identify potential grant reviewers with expertise in methodology.
	Administrators	ODP Administrators will use the ESTS to ensure participants data is accurate and make any necessary modifications to records or the system.
	Developers
	Contractors	ODP contractors will have access to the system as back-up to the ODP Administrators and site developers.
	Others
Due to the nature of the EPS program, those deemed "system Describe the procedures in place to determine which users" by the ODP Director, or their designee, will have access 32 system users (administrators, developers, to PII. Users will be able to view and download reports, but not contractors, etc.) may access PII. modify information. Administrators and Contractors will be able to view and download information, as well as, modify and delete records.
Describe the methods in place to allow those with All users will be granted access via PIV cards. CSR will submit a 33 access to PII to only access the minimum amount of list of SROs that will utilize the system and the ODP information necessary to perform their job. Administrator and Contractor will work together to grant individual permissions.
Identify training and awareness provided to personnel (system owners, managers, operators, contractors and/or program managers) using the A standard operating procedure will be developed to make 34 system to make them aware of their responsibilities users aware of the ESTS, its function, and their responsibilities for protecting the information being collected and for protecting PII. maintained.
Describe training system users receive (above and 35 beyond general security and privacy awareness N/A training).
Do contracts include Federal Acquisition Regulation Yes 36 and other appropriate clauses ensuring adherence to privacy provisions and practices? No
Describe the process and guidelines in place with 37 regard to the retention and destruction of PII. Cite specific records retention schedules.
The ESTS data will be housed on the CIT/OIT server and only Describe, briefly but with specificity, how the PII will accessible through PIV card log in. Only those identified by the 38 be secured in the system using administrative, ODP and CSR Director, or their designees, will receive access. technical, and physical controls. EPS administrators and contractors are the only people allowed full access to the system.
39 Identify the publicly-available URL: under development, but will be housed on the ODP website (prevention.nih.gov)
Yes 40 Does the website have a posted privacy notice? No

40a

41

42

43

Is the privacy policy available in a machine-readable format?

Does the website use web measurement and customization technology?

Does the website have any information or pages directed at children under the age of thirteen?

Does the website contain links to non- federal government websites external to HHS?

Yes No Yes No

Yes No

Yes No

REVIEWER QUESTIONS: The following section contains Reviewer Questions which are not to be filled out unless the user is an OPDIV Senior Officer for Privacy.

Reviewer Questions Answer

Yes

1 Are the questions on the PIA answered correctly, accurately, and completely?

No

Reviewer

Notes

2

Reviewer

Notes

3

Reviewer

Notes

Does the PIA appropriately communicate the purpose of PII in the system and is the purpose justified by appropriate legal authorities?

Do system owners demonstrate appropriate understanding of the impact of the PII in the system and provide sufficient oversight to employees and contractors?

Yes No

Yes No

Yes

4. Does the PIA appropriately describe the PII quality and integrity of the data?

Reviewer

Notes

4. Is this a candidate for PII minimization?

Reviewer

Notes

4. Does the PIA accurately identify data retention procedures and records retention schedules?

Reviewer

Notes

4. Are the individuals whose PII is in the system provided appropriate participation?

Reviewer

Notes

No

Yes No

Yes No

Yes No

Reviewer Questions Answer

Yes

4. Does the PIA raise any concerns about the security of the PII?

No

Reviewer

Notes

9

Reviewer

Notes

Is applicability of the Privacy Act captured correctly and is a SORN published or does it need to be?

Yes No

Yes

10. Is the PII appropriately limited for use internally and with third parties?

Reviewer

Notes

10. Does the PIA demonstrate compliance with all Web privacy requirements?

Reviewer

Notes

10. Were any changes made to the system because of the completion of this PIA?

No

Yes No

Yes No

Reviewer

Notes

General Comments

OPDIV Senior Official for Privacy Signature

HHS Senior Agency Official for Privacy

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