Privacy Impact Assessment

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)
3. PIA APPROVAL DATE:

2. DOD COMPONENT NAME:

10/18/19

Defense Logistics Agency

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. As part of the Voluntary Leave Transfer Program (VLTP), users complete all data elements of the
VLTP forms to include medical emergency descriptions and dates. 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.
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f. Do individuals have the opportunity to consent to the specific uses of their PII?

Yes

No

(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 63,
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: 3/31/2022
AGENCY DISCLOSURE NOTICE
The public reporting burden for this collection of information , 0704-0452, 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, at [email protected]. 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
5. On the EAGLE Web Application for DLA Civilian Voluntary Leave Transfer Program:
Authority: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 63, sections 6331 - 6339, Leave; Pub.L. 103-103, Federal Employees
Leave Sharing Amendments Act of 1993; 5 CFR Part 630, Absence and Leave, Subpart I, Voluntary Leave Transfer Program; and E.O.
9397 (SSN), as amended.
Purpose: Records are used to manage the DLA Voluntary Leave Transfer Program. The recipient's name, position data, organization, and a
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brief hardship description are published internally for passive solicitation purposes. The Social Security Number (SSN) is sought to
effectuate the transfer of leave from the donor's account to the recipient's account.
Routine Use: In addition to those disclosures generally permitted under 5 U.S.C. 552a(b) of the Privacy Act of 1974, these records may
specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C. 552a(b)(3). These uses are contained in the DLA Privacy Act
System Notice S300.10, entitled "Voluntary Leave Transfer Program Records Data (VLTP)" available at:
https://dpcld.defense.gov/Privacy/SORNsIndex/DOD-wide-SORN-Article-View/Article/570248/s30010/
Rules of Use: Rules for collection, using, retaining, and safeguarding this information are contained in the DLA Privacy Act System of
Records Notice S300.10, entitled "Voluntary Leave Transfer Program Records" available at https://dpcld.defense.gov/Privacy/SORNsIndex/
DOD-wide-SORN-Article-View/Article/570248/s30010/
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

State and Local Agencies

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.
Contractor:
Middle Bay Solutions II, LLC (SP4709-17-D-0004)
The following clauses are included in the J6 JETS Contract:

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.

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

Specify.

FAR 52.224-1 (Privacy Act Notification) and FAR 52.224-2
(Privacy Act) are included in this solicitation by reference.
If the contractor (or its teaming partners) are required to
design, develop, or operate a system of records on
individuals in order to accomplish an agency function, then
the contractor (or its teaming partners) is subject both to the
Privacy Act of 1974 as amended (5 U.S.C. 552a), the
Defense Logistics Agency privacy program regulation (32
CFR 323), and the Department of Defense Privacy
Regulation (32 CFR 310). Contractor (or teaming partner)
personnel with access to Privacy Act data shall be subject to
the DLA Privacy Safeguards and Responsibilities.
Contractor (or teaming partner) failure to comply with the
requirements of the Privacy Act of 1974 as amended (5
U.S.C. 552a) may have civil and/or criminal penalties.

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.
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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

S300.10, S340.10, S375.10, S900.50, and

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, 070, 071, 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
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 Materials Surveillance Records are destroyed when 6 years 3
months old or when no longer needed (DLA Record Schedule 5000.79) (N1-361-08-5). Human Resources work orders are destroyed when
no longer needed. VLTP records are destroyed three years after the end of the year in which the file is closed (DLA Record Schedule
1400.50) GRS 2.4, Item 071 (DAA-GRS-2016-0015-0009), (DLA Record Schedule 1400.50.01) GRS 2.4, Item 070 (DAAGRS-2016-0015-0008).
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 S300.10 - Authority: 5 U.S.C. 301, Departmental Regulations; 5 U.S.C. Chapter 63, sections 6331 - 6339, Leave; Pub.L. 103-103,
Federal Employees Leave Sharing Act of 1993; 5 CFR Part 630, Absence and Leave, Subpart I, Voluntary Leave Transfer Program; and
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E.O. 9397 (SSN), as amended.
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. 3/31/2022

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