Ipa

U.S. DEPARTMENT OF

HOUSING AND URBAN DEVELOPMENT

Initial Privacy Assessment

Disaster Recovery and Reporting System

(DRGR-C08A)

[Community Planning and Development]

Template July 2015

Draft August 31, 2016

INITIAL PRIVACY ASSESSMENT (IPA)

The Initial Privacy Assessment (IPA) is use to determine whether a Privacy Impact Assessment (PIA) is required under the E-Government Act of 2002. The IPA is also used to determine if a System of Records Notice (SORN) is required under the Privacy Act of 1974.

The IPA is an administrative form created by the Privacy Branch to efficiently and effectively identify the use of Personally Identifiable Information (PII) across the Department. The IPA focuses on three areas of inquiry:

• Business data and business processes within each HUD program.

• Potential connections with individuals including the use of PII – any use of social security numbers must be specifically identified.

HUD’s program and support offices should ensure that its respective IPA is completed and sent to the Privacy Branch for approval. If SSNs are to be used, the IPA specifically identifies the justification and authority for using SSNs. Upon receipt of the IPA, the Privacy Branch determines the applicability of other privacy compliance requirements including the PIA and SORN. The IPA is complete when the Privacy Branch signs it and sends the final copy back to the identified point of contact.

Please complete this form and send it to the HUD Privacy Branch staff.

Janice Noble

Acting, Branch Chief

Privacy Branch

U.S. Department of Housing and Urban Development

[email protected]

If a PIA or SORN is required, a copy of the Privacy Impact Assessment and System of Records Notice form is available on the HUD Privacy Branch website, http://hudatwork.hud.gov/HUD/cio/po/i/privacy, on HUD@Work or directly from the HUD Privacy Branch via email: [email protected] to complete and return.

INITIAL PRIVACY ASSESSMENT (IPA) SUMMARY INFORMATION

Date Submitted for Review: 09/08/2016

Name of System or Project: Disaster Recovery Grant Reporting (DRGR)

System Name in CSAM: DRGR-C08A

Name of Program Office: Community Planning and Development

Name of Project Manager or System Owner: Jessie Handforth Kome

Email for Project Manager or System Owner: [email protected]

Phone Number for Project Manager or System Owner: 202-708-3587

Type of Project:

☒ Information Technology and/or System

☐ A Notice of Proposed Rule Making or a Final Rule:

☐ Form or other Information Collection:

☐ Other:

SPECIFIC QUESTIONS

1. Describe the project and its purpose:

DRGR is a web-based system used to electronically administer several HUD grant programs including Community Development Block Grant – Disaster Recovery (CDBG-DR), OneCPD Technical Assistance (OneCPD-TA), CPD Technical Assistance grants, Rural Capacity Building (RCB), CPD Section 4 Capacity Building Grant Program, and the Neighborhood Stabilization Programs (NSP1, NSP2 and NSP3). Grantees use DRGR to specify disaster impact, identify needs, develop action plans, propose activities, draw grant funds (via LOCCS interface), and report on accomplishments. HUD uses DRGR to track immediate and long-term grantee progress, approve draws, monitor funds, and ensure compliance with requirements specific to each grant. Information is transmitted to the DRGR system using the internet via a browser on the user’s PC or laptop. The DRGR system interfaces with the Line of Credit Control System (LOCCS).

2. Status of Project:

☐ This is a new development effort.

☒ This is an existing project.

Date first developed: 1992

Date last updated: October 10, 2015

DRGR Release 7.11.1 was deployed on October 10, 2015. Multiple defects were corrected. Key changes include: grantees can edit an Action Plan if a QPR is in “Submitted Awaiting Review” status, emails notifications were restored, login and password pages were updated, a variety of issues related to user requests were corrected, TA Work Plan activity status(s) were automated, and the search FAQ result screen was simplified

3. From whom do you collect, process, or retain information on: (Please check all that apply)

☒ HUD Employees

☒ Contractors working on behalf of HUD

☒ The Public

☐ The System does not contain any such information.

3. Do you use or collect Social Security Numbers (SSNs)? (This includes truncated SSNs)

☒ No.

☐ Yes. Why does the program collect SSNs? Provide the function of the SSN and the legal authority to do so:

3. What information about individuals could be collected, generated or retained?

To create new user accounts for grantees or HUD staff, we ask for their name and office address, phone # and email address.

Some grant program policies for programs such as NSP require that state/local and other organizations receiving grants enter addresses for single-family properties that receive funds for construction and repair, and homeownership assistance, but these records do not include the name or other personal identifying information of any persons residing at these properties.

6. If this project is a technology/system, does it relate solely to infrastructure? [For example, is the system a Local Area Network (LAN) or Wide Area Network (WAN)]?

☒ No. Please continue to the next question.

☐ Yes. Is there a log kept of communication traffic?

☐No. Please continue to the next question.

☐ Yes. What type of data is recorded in the log? (Please choose all that apply.)

☐ Header

☐ Payload Please describe the data that is logged.

6. Does the system connect, receive, or share Personally Identifiable Information with any other HUD systems?

☒ No.

☐ Yes. Please list the systems:

Is this external sharing pursuant to new or existing information sharing access agreement (MOU, MOA, LOI, etc.)?

Yes

6. Does the system meet all of the following requirements?

There will be a group of records under the control of an agency that contains a personal identifier (such as a name, date of birth, SSN, Employee Number, fingerprint, etc.) of U.S. citizens and lawful permanent residents;

Contains at least one other item of personal data (such as home address, performance rating, blood type, etc.); and

The data about the subject individual IS retrieved by the name or unique identifier assigned to the individual.

☒ No.

☐ Yes.

If yes is there an existing System of Record Notice?

☐ No.

☐ Yes.

☒ N/A

9. Is there an Authorization to Operate record within OCIO’s FISMA tracking system CSAM?

☐ Unknown

☐ No

☒ Yes. Please indicate the determinations for each of the following:

Confidentiality: ☐ Low ☒ Moderate ☐ High

Integrity: ☐ Low ☒ Moderate ☐ High

Availability: ☐ Low ☒ Moderate ☐ High

PRIVACY DETERMINATION

(TO BE COMPLETED BY THE HUD PRIVACY BRANCH)

Date reviewed by the HUD Privacy Branch: <Insert Date.>

Name of the HUD Privacy Branch Reviewer: <Please enter name of reviewer.>

DESIGNATION

☐ This is NOT a Privacy Sensitive System – the system contains no Personally Identifiable Information.

☐ This IS a Privacy Sensitive System

Category of System

☐ IT System

☐ Legacy System

☐ HR System

☐ Rule

☐ Other: ____________________________

Determination

☐ IPA sufficient at this time

☐ Privacy compliance documentation determination in progress

☐ PIA is not required at this time

☐ PIA is required

☐ System covered by existing PIA:

☐ New PIA is required

☐ PIA update is required

☐ SORN not required at this time

☐ SORN is required

☐ System covered by existing SORN:

☐ New SORN is required

HUD PRIVACY BRANCH COMMENTS:

DOCUMENT ENDORSMENT

DATE REVIEWED:

PRIVACY REVIEWING OFFICIALS NAME:

By signing below you attest that the content captured in this document is accurate and complete and meet the requirements of applicable federal regulations and HUD internal policies.

SYSTEM OWNER << INSERT NAME/TITLE>>		Date
<<INSERT PROGRAM OFFICE>>
CHIEF PRIVACY OFFICER <<INSERT NAME/TITLE>>		Date
OFFICE OF ADMINISTRATION