PTA DRGR 1_10_20.docx

Disaster Recovery Grant Reporting System


OMB: 2506-0165

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Disaster Recovery and Grant Reporting System




January 1, 2020


The PTA is a compliance form developed by the Privacy Branch to identify the use of Personally Identifiable Information (PII) across the Department. The PTA is the first step in the PII verification process, which focuses on these areas of inquiry:

  • Purpose for the information,

  • Type of information,

  • Sensitivity of the information,

  • Use of the information,

  • And the risk to the information.

Please use the attached form to determine whether a Privacy and Civil Liberties Impact Assessment (PCLIA) is required under the E-Government Act of 2002 or a System of Record Notice (SORN) is required under the Privacy Act of 1974, as amended.

Please complete this form and send it to your program Privacy Liaison Officer (PLO). If you have no program Privacy Liaison Officer, please send the PTA to the HUD Privacy Branch:

John Bravacos, Senior Agency Official for Privacy

Privacy Branch

U.S. Department of Housing and Urban Development

[email protected]

Upon receipt from your program PLO, the HUD Privacy Branch will review this form. If a PCLIA or SORN is required, the HUD Privacy Branch will send you a copy of the PCLIA and SORN templates to complete and return.


Summary Information

Project or Program Name:

Disaster Recovery Grant Reporting System (DRGR)


CSAM Name (if applicable):

C08A- Disaster Recovery Grant Reporting System

CSAM Number (if applicable):


Type of Project or Program:

Project or program status:

Date first developed:

October 1, 1992

Pilot launch date:


Date of last PTA update:

November 25, 2016

Pilot end date:


ATO Status (if applicable)

ATO expiration date (if applicable):

December 16, 2019



Mark Mitchell




Management Analyst




[email protected]



James Stansell




[email protected]

Specific PTA Questions

1. Reason for submitting the PTA:

Please provide a general description of the project and its purpose so a non-technical person could understand. If this is an updated PTA, please describe what changes and/or upgrades triggering the update to this PTA. If this is a renewal please state whether there were any changes to the project, program, or system since the last version.

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).

  1. Does this system employ the following technologies?

If you are using these technologies and want coverage under the respective PIA for that technology, please stop here and contact the HUD Privacy Branch for further guidance.

Social Media

Web portal2 (e.g., SharePoint)

Contact Lists

Public website (e.g. A website operated by HUD, contractor, or other organization on behalf of the HUD

None of these

  1. From whom does the Project or Program collect, maintain, use, or disseminate information?

Please check all that apply.

This program collects no personally identifiable information3

Members of the public

HUD employees/contractors (list programs):

Contractors working on behalf of HUD

Employees of other federal agencies

Other (e.g. business entity)

  1. What specific information about individuals is collected, generated or retained?

Please provide a specific description of information collected, generated, or retained (such as full names, maiden name, mother’s maiden name, alias, social security number, passport number, driver’s license number, taxpayer identification number, patient identification number, financial account, credit card number, street , internet protocol, media access control, telephone number, mobile number, business number, photograph image, x-rays, fingerprints, biometric image, template date(e.g. retain scan, well-defined group of people),vehicle registration number, title number and information about an induvial that is linked or linkable to one of the above (e.g. date of date, place of birth, race, religion, weight, activities, geographical indictors, employment information, medial information, education information, financial information) and etc.

4(a) Does the project, program, or system retrieve information from the system about a U.S. Citizen or lawfully admitted permanent resident aliens by a personal identifier?

No. Please continue to next question.

Yes. If yes, please list all personal identifiers used:

4(b) Does the project, program, or system have an existing System of Records Notice (SORN) that has already been published in the Federal Register that covers the information collected?

No. Please continue to next question.

Yes. If yes, provide the system name and number, and the Federal Register

citation(s) for the most recent complete notice and any subsequent notices

reflecting amendment to the system

4(c)Has the project, program, or system undergone any significant changes since the SORN?

No. Please continue to next question.

Yes. If yes, please describe.

4(d) Does the project, program, or system use Social Security Numbers (SSN)?



4(e) If yes, please provide the specific legal authority and purpose for the collection of SSNs:


4(f) If yes, please describe the uses of the SSNs within the project, program, or system:


4(g) If this project, program, or system is an information 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 next question.

Yes. If a log kept of communication traffic, please answer this question.

4(h) If header or payload data4 is stored in the communication traffic log, please detail the data elements stored.


  1. Does this project, program, or system connect, receive, or share PII with any other HUD programs or systems?


Yes. If yes, please list:

Click here to enter text.

  1. Does this project, program, or system connect, receive, or share PII with any external (non-HUD) partners or systems?


Yes. If yes, please list:

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

Please describe applicable information sharing governance in place:


7. Does the project, program, or system provide role-based training for personnel who have access in addition to annual privacy training required of all HUD personnel?


Yes. If yes, please list:

DRGR Training

  1. Per NIST SP 800-53 Rev. 4, Appendix J, does the project, program, or system maintain an accounting of disclosures of PII to individuals/agencies who have requested access to their PII?

No. What steps will be taken to develop and maintain the accounting:

Yes. In what format is the accounting maintained:

  1. Is there a FIPS 199 determination?5



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


Low Moderate High


Low Moderate High


Low Moderate High


(To be Completed by PROGRAM PLO)

Program Privacy Liaison Reviewer:

James Stansell

Date submitted to Program Privacy Office:

Click here to enter a date.

Date submitted to HUD Privacy Branch:

Click here to enter a date.

Program Privacy Liaison Officer Recommendation:

Please include recommendation below, including what new privacy compliance documentation is needed.

N/A – PTA Sufficient at this time

(To be Completed by the HUD Privacy Branch)

HUD Privacy Branch Reviewer:

Click here to enter text.

Date approved by HUD Privacy Branch:

Click here to enter a date.

PTA Expiration Date:

Click here to enter a date.


Privacy Sensitive System:

If “no” PTA adjudication is complete.

Category of System:

If “other” is selected, please describe: Click here to enter text.

Determination: X PTA sufficient at this time.

Privacy compliance documentation determination in progress.
New information sharing arrangement is required.
HUD Policy for Computer-Readable Extracts Containing Sensitive PII applies.
Privacy Act Statement required.
Privacy and Civil Liberties Impact Assessment (PCLIA) required.
System of Records Notice (SORN) required.
Paperwork Reduction Act (PRA) Clearance may be required. Contact your program PRA Officer.
A Records Schedule may be required. Contact your program Records Officer.


If covered by existing PCLIA, please list: Click here to enter text.


If covered by existing SORN, please list: Click here to enter text.

HUD Privacy Branch Comments: This PTA will suffice at this time, however; if there are any changes, an update will be required.

Please describe rationale for privacy compliance determination above.

Click here to enter text.




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.

Mark Mitchell

System Owner – DRGR


Management Analyst


John Bravacos

Senior Agency Official for Privacy

Privacy Branch



2 Informational and collaboration-based portals in operation at HUD and its programs that collect, use, maintain, and share limited personally identifiable information (PII) about individuals who are “members” of the portal or “potential members” who seek to gain access to the portal.

3 HUD defines personal information as “Personally Identifiable Information” or PII, which is any information that permits the identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual, regardless of whether the individual is a U.S. citizen, lawful permanent resident, visitor to the U.S., or employee or contractor to the Department. “Sensitive PII” is PII, which if lost, compromised, or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual. For the purposes of this PTA, SPII and PII are treated the same.

4 Header: Information that is placed before the actual data. The header normally contains a small number of bytes of control information, which is used to communicate important facts about the data that the message contains and how it is to be interpreted and used. It serves as the communication and control link between protocol elements on different devices.

Payload data: The actual data to be transmitted, often called the payload of the message (metaphorically borrowing a term from the space industry!) Most messages contain some data of one form or another, but some actually contain none: they are used only for control and communication purposes. For example, these may be used to set up or terminate a logical connection before data is sent.

5 FIPS 199 is the Federal Information Processing Standard Publication 199, Standards for Security Categorization of Federal Information and Information Systems and is used to establish security categories of information systems.

United States Department of Housing and Urban Development

January 14, 2021

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AuthorGroomes, Brittani J
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