Pia - Dhs/fema/pia - 026

Privacy Impact Assessment
for the

Operational Data Store (ODS) and
Enterprise Data Warehouse (EDW)
DHS/FEMA/PIA-026
June 29, 2012
Contact Point
Anabela Serra
Enterprise Data Warehouse Program Manager
Office of the Chief Information Officer
Federal Emergency Management Agency
(540) 678-2285
Reviewing Official
Mary Ellen Callahan
Chief Privacy Officer
Department of Homeland Security
(703) 235-0780

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Federal Emergency Management Agency
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Abstract
The U.S. Department of Homeland Security (DHS), Federal Emergency Management
Agency (FEMA), Office of the Chief Information Officer (OCIO) owns and operates the
Operational Data Store (ODS) and Enterprise Data Warehouse (EDW) systems. ODS and EDW
replicate source system-provided data from other operational FEMA systems and provides a
simplified way of producing Agency reports for internal use as well for external stakeholders.
These reports are related to the various FEMA mission-related activities such as FEMA’s readiness
to deploy, disaster response, internal operations, oversight etc. Reports are on based on the needs
of the particular program requirements or mission related activity. Each source system has a
separate data mart within the ODS to ensure that information is not commingled and that the source
system rules for use are followed within the ODS. Data marts allow for the manipulation of data
while at the same time ensuring that the exact same data within the source system remains static.
FEMA is conducting this PIA because ODS and EDW collect, use, maintain, retrieve, and
disseminate personally identifiable information (PII) pulled from the source systems.

Overview
FEMA OCIO developed, owns, and operates the ODS and EDW systems. These systems
together provide a centralized data reporting application through which numerous FEMA systems
throughout the Agency’s divisions can load data on a regularly scheduled basis and create reports
related to operational and oversight needs of FEMA. ODS is a consolidated repository of
information from different FEMA source systems for reporting purposes. EDW is designed for
summarization of information, retrieval of information, reporting speed, and ease-of-use (i.e.,
creating reports). Typically, EDW receives information from ODS. These systems do not archive
data or provide backup capabilities for FEMA source data systems.
In support of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, Pub.
L. No. 100-707 (1988), and as required by other congressional, statutory, and DHS requirements,
FEMA provides reports on the status of emergency management and financial programs, projects,
and funding. To ensure that all of FEMA’s programs and their related information technology
systems are able to generate reports as needed and required, FEMA OCIO has developed the ODS
and EDW systems as an enterprise solution. Reports generated assist in the detection and
avoidance of duplication of benefits by FEMA. Additionally, EDW creates reports that may be
used to provide current status of FEMA’s disaster deployment readiness in support of FEMA’s
mission to “support our citizens and first responders, while ensuring that we work together to build,

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Federal Emergency Management Agency
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sustain, and improve our capability to prepare for, protect against, respond to, recover from, and
mitigate all hazards.”1
The ODS system is a data mart repository of different FEMA source systems. Each source
system has its own data mart which allows for the manipulation of data while at the same time
ensuring that the exact same data within the source system remains static. Information from the
different FEMA source systems is separated within ODS by data mart and has individual access
requirements, individual rules, and does not commingle with other source system data marts within
ODS. EDW is designed for summarization and retrieval, for reporting speed and ease-of-use. Data
is updated and refreshed daily to provide updated and easily accessible data in a secure location
for use throughout the agency. EDW allows the agency to more readily access large amounts of
data required to perform the agency’s analysis, reporting, summarization, and emergency
management duties. Rapid customizable access to high quality data assists FEMA in improving
efficiencies in disaster mitigation, preparedness, and response and recovery efforts. The reports
created may contain sensitive PII including name, address, and social security number.
Typically, EDW receives information from ODS. The information in the ODS originates
from the source systems data mart (i.e., Human Resources, Disaster Deployment, Financial
Systems, Environmental Specialist, and Individual Assistance Programs) that assist Agency
management in determining the appropriate measures and decisions to apply in the event of a
national disaster or emergency. Each source system’s data is separated by data mart within the
ODS to prevent inadvertent access of information and to facilitate ease of report creation. Before
data is shared between the underlying source system and ODS, each source system must have an
approved memorandum of understanding (MOU) with ODS outlining the roles and responsibilities
of both systems in the exchange. All rules and authorities associated with the source system data
remain with the data as it is transferred to its data mart within ODS.
Each source system data steward defines the data fields required for their reporting
purposes. Data that is required for each reporting purpose is extracted from the source system data
within ODS and is populated into the appropriate ODS fields for access by the EDW reporting
tool. The data not required remains in the source system and is not transferred to the reporting tool.
Data marts are created within ODS to facilitate transfer of data from the source systems and to
separate the different source system data within ODS and then EDW. Data marts help to ensure
that source system data or records are not commingled within the system and help prevent
inappropriate access and use of source system data.
EDW users with assigned roles, including a “need to know” standard for access to PII, can
then access EDW through the Business Objects tool log-in from the FEMA Intranet. The EDW
1

http://www.fema.gov/about for more information regarding FEMA’s mission is accessible.t.

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Federal Emergency Management Agency
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Business Objects tool is the EDW user access and interface application. Users create individual
reports based on the available data fields within their data mart, their user role, and level of PII
access. The user cannot access other source systems data and data marts unless additional specific
assess rights have been granted by that source system’s data steward. A user may be granted data
mart access rights by more than one source system data steward depending on the complexity and
need-to-know for the reporting requirement. For instance, a user that needs to report current
benefits paid out to disaster assistance applicants may be granted access to the disaster assistance
data mart by the source system data steward and the financial data mart by the financial source
system data steward. The user would only be able to access data from those two data marts.
Once the user has identified the fields needed for his report, the EDW report tool populates
the fields with data retrieved from the specific ODS data mart, subject to access rights granted for
the specific source system’s data mart and the role-based access restrictions to certain fields based
on a user’s “need to know.” If the user has printing permissions assigned to his user role and
account, then the user may print the report as needed. Reports are based on the specific source
system data marts only, and cannot be changed or manipulated in the EDW system once created.
Data-populated reports are not saved within the EDW system. EDW only saves the required fields
that the user needs for reporting. When the user needs to run an updated report, the user can select
saved reporting criteria and the saved fields will populate with current information stored in the
EDW.
Previously, the functions associated with ODS and EDW were covered by the National
Emergency Management Information System (NEMIS) certification and accreditation (C&A)
boundary and associated documentation. In July 2011, NEMIS was decoupled and the functions
previously designated as the NEMIS-wide reports and shared references function/module are now
performed by the ODS and EDW systems. This PIA provides documentation on how these systems
collect, use, maintain, retrieve, and disseminate PII from FEMA source systems.
FEMA identified several privacy risks associated with ODS and EDW during the system
development and PIA review process. Generally, there is the risk that ODS and EDW may use
erroneous information for reporting purposes by relying on outdated information from source
systems and that information contained within the systems may be accessed, viewable, or used for
purposes other than those for which the data were originally collected by the source system. FEMA
mitigates these privacy risks by having ODS and EDW initiate regular updates and refreshes from
the source system and by implementing the ODS/EDW Data Quality Plan based on the DHS Data
Quality Guide. Additionally, FEMA mitigates privacy risk by establishing data marts that separate
all source system’s data, thus preventing users from viewing all information within ODS, and by
employing strict access controls that only allow individuals with an established need-to-know
access rights. FEMA also requires initial and annual refresher privacy training for all users.

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Federal Emergency Management Agency
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Section 1.0 Authorities and Other Requirements
1.1

What specific legal authorities and/or agreements permit and
define the collection of information by the project in question?

The authority for this system is based on the Joint Financial Management Improvement
Program, other statutes, Executive Orders, Office of Management and Budget (OMB) and
Treasury guidance, regulations, and DHS and FEMA policies:


Debt Collection Improvement Act of 1996, Pub. L. No. 104-134 (1996);



Federal Claims Collection Act, 31 U.S.C. § 3711, et. seq.;



31 C.F.R. part 370;



Federal Records Act, 44 U.S.C. §§ 2901 et. seq., and chapters 21, 25, 31, and 33 of this
title, 44 U.S.C. §§ 2101 et. seq., 3101 et seq., and 3301 et seq.;



Robert T. Stafford Disaster Relief and Emergency Assistance Act, Pub. L. No. 100707 (1988);



Homeland Security Act, Pub. L. No. 107-296 (2002);



Federal Managers’ Financial Integrity Act, Pub. L. No. 97-255 (1982);



Chief Financial Officers Act, Pub. L. No. 101-576 (1990);



Federal Financial Management Improvement Act, Pub. L. No. 104-208 (1996);



Executive Order 9397;



Executive Order 12472;



OMB Circular A-130; and



OMB Circular A-127.

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Federal Emergency Management Agency
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All legal authorities and agreements associated with the data maintained in the source
system follows the data collected, used, maintained, retrieved, and disseminated within ODS and
EDW.

1.2

What Privacy Act System of Records Notice(s) (SORN(s)) apply
to the information?

Since ODS and EDW do not collect information directly from individuals and no new
information is created through the system about individuals, the information contained in the
source systems performing the original collection is covered by the individual SORNs for those
systems as listed below:


DHS/ALL-004 General Information Technology Access Account Records System of
Records (GITAARS), 74 Fed. Reg. 49882 (Sep. 29, 2009);



DHS/ALL-007 Accounts Payable System of Records, 73 Fed. Reg. 61888 (Oct. 17,
2008);



DHS/ALL-008 Accounts Receivable System of Records, 73 Fed. Reg. 61888 (Oct. 17,
2008);



DHS/ALL-014 Department of Homeland Security Emergency Personnel Location
Records System of Records, 73 Fed. Reg. 61888 (Oct. 17, 2008);



DHS/FEMA-003 National Flood Insurance Program Files System of Records, 73 Fed.
Reg. 77747 (Dec. 19, 2008);



DHS/FEMA-004 Grant Management Information Files System of Records, 74 Fed.
Reg. 39705 (Aug. 7, 2009);



DHS/FEMA-008 Disaster Recovery Assistance Files System of Records, 74 Fed. Reg.
48763 (Sep. 24, 2009); and



DHS/FEMA-2006-0002 National Emergency Management Information System—
Mitigation Electronic Grants Management (NEMIS-MT eGrants) System of Records,
69 Fed. Reg. 75079 (Dec. 15, 2004).

All Privacy Act provisions and requirements associated with the data in each source system
remains in effort within ODS and EDW.

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Federal Emergency Management Agency
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1.3

Has a system security plan been completed for the information
system(s) supporting the project?

ODS is currently within the FEMA Support System (FSS) General Support System (GSS)
Certification and Accreditation boundary. The FSS GSS System Security Plan (SSP) was
completed on August 17, 2011. ODS is operational and was granted an eighteen-month Authority
to Operate (ATO), effective August 31, 2011. The EDW SSP was completed on July 15, 2011.
EDW is operational and was granted a two-year Authority to Operate (ATO), effective July 15,
2011.

1.4

Does a records retention schedule approved by the National
Archives and Records Administration (NARA) exist?

The ODS and EDW systems do not archive data. Each source system and its responsible
data steward are responsible for records management compliance. As data are added or deleted in
the source systems, it is also added or deleted in ODS and EDW during regular daily updates and
refreshes. Data are retained within EDW as long as indicated by each source system’s NARAapproved records retention and disposal schedule. Additionally, each source system must comply
with FEMA’s policies and procedures for records retention. FEMA’s policies and procedures for
expunging data at the end of the retention period are consistent with DHS policy and guidance.

1.5

If the information is covered by the Paperwork Reduction Act
(PRA), provide the OMB Control number and the agency number
for the collection. If there are multiple forms, include a list in an
appendix.

ODS and EDW are not subject to PRA requirements because a specific form completed by
the public is not used to populate the information in EDW. EDW receives information from various
source systems. Each source system is responsible for compliance with the PRA.

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Federal Emergency Management Agency
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Section 2.0 Characterization of the Information
2.1

Identify the information the project collects, uses, disseminates, or
maintains.

The ODS and EDW systems collect, use, maintain, retrieve, and disseminate the following
information:
Automated Deployment Database (ADD)
(FEMA employees and other government deployment personnel, including
volunteers for the Surge Capacity Force):


Unique Identification (SSN and system-generated);



Name (e.g., individual, supervisor, requestor, or contact);



Program Assignment;



Job Type;



Job Title;



Addresses (office and personal);



Date of Birth;



Gender;



FEMA Employee (yes/no);



Employee type (e.g., Disaster Assistance Employee);



Employee type description (e.g., Disaster Assistance Employee);



Employee Status (active or terminated);



Deployment Status;



Pay Type and Description;

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Federal Emergency Management Agency
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

Grade;



Step;



Series;



Salary Period (i.e. per hour, per day, per annum, etc.);



FEMA Organization, Section, Branch, and Unit;



Federal Annuitant (yes/no);



Dates (i.e. last call-in, release, deployment, and assignment, etc.);



Military Affiliation Information;



Security Determination;



Specialties (e.g., foreign language, biologist); and



Tour of Duty Station.

Environmental Historic Preservation (EHP)


User Identification; and



User name (full).

Finance (FIN) Related
Recipient Information:


Unique Identification (Data Universal Numbering System (DUNS) number,
employer/federal ID, etc.);



Vendor/Organization Name(s);



Vendor/Organization Address(es);

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Federal Emergency Management Agency
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

Place of Performance Address;



Congressional District;



Indication of Reporting Applicability (yes/no);



Type of Recipient (e.g., state government, local government, Indian tribe, nonprofit, or individual);



Individual’s Name (POC, employee of organization, etc.);



Individual’s Email Address;



Individual’s Phone Number;



Vendor/Organization Name(s);



Vendor/Organization Address(es);



Vendor/Organization Category (e.g.,
government, individual, or private);



Type of Action (e.g., award or continuation); and



Individual Assistance (IA) Benefits.

commercial,

employee,

General Information:


Unique Identification (ID) (e.g., ADD ID or network user ID);



User Name; and



User Assignment.

Applicant Information:


Unique ID (e.g., registration ID, SSN);



Type of Damaged and/or Current Residence;

federal,

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Federal Emergency Management Agency
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

Names;



Date of Birth;



Age;



Email Address;



Relationship to Property (owner or leasor);



Damaged and/or Current Property Address;



Damaged and/or Current Property Notes;



Damaged and/or Current Property Phone Number(s);



Damaged Property Geographical Information (e.g., GPS information,
directions);



Dates;



Number of Dependents;



Pre-Disaster Household Composition;



Income Information;



Occupant Relationship to Applicant; and



Notes.

Mitigation (MT) Grantee


Unique Identifier (e.g., employer identification number (EIN), recipient
account numbers, or Duns and Bradstreet Number);



Applicant Name (Recipient or Organization);



Type of Organization (e.g., private, public, non-profit, or government);

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Federal Emergency Management Agency
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

Applicant Address;



Applicant State Code;



Applicant Phone Number;



Applicant Grant Status (e.g., grantee or sub-grantee of the state);



Applicant Smart Link Status;



Applicant Eligibility Status;



Applicant POC Name;



Applicant POC Title;



Applicant POC Address;



Applicant POC Phone Number;



Applicant POC Facsimile Number;



Small Impoverished Community Status (yes/no); and



Certifying Official.

Public Assistance (PA) Grantees


Unique Identifier (applicant identification numbers);



Public Assistance Coordinator;



Dates;



Applicant Name (organization);



Type of Organization (e.g., private, public, non-profit, or government);



Applicant Address;

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Federal Emergency Management Agency
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2.2



Applicant Grant Status (e.g., grantee or sub-grantee of the state);



Applicant Smart Link Status;



Applicant Eligibility Status;



Applicant POC Name;



Applicant POC Phone Number; and



Applicant POC Facsimile Number.

What are the sources of the information and how is the
information collected for the project?

ODS and EDW do not collect information directly from individuals. Information collected
and stored in ODS and EDW is collected from the source FEMA system. Source systems are
interconnected to data marts within the ODS pursuant to a MOU. Source system data within ODS
are separated by data marts. Information is retrieved from the data mart within ODS, using an
interconnection to EDW. Reports generated are limited to specific source system data marts. All
source systems and their associated PIAs and SORNs are listed in the Appendix of this PIA.

2.3

Does the project use information from commercial sources or
publicly available data? If so, explain why and how this
information is used.

ODS and EDW do not collect information from commercial sources or publicly available
data. Each source system may use information from commercial sources or publicly available data.
This information may be requested by the source system data steward to be fed into ODS and
EDW for reporting purposes.

2.4

Discuss how accuracy of the data is ensured.

Information is collected from the source system for use by FEMA staff with roles assigned
by the source system’s administrator or system owner. Accuracy of information is the
responsibility of the underlying source system. The DHS Data Quality Guide channels the
development process and the FEMA Enterprise ODS/Data Warehouse Data Quality Plan is
followed. The purpose of the FEMA Enterprise ODS/Data Warehouse Data Quality Plan is to

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Federal Emergency Management Agency
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provide an implementation baseline for applying data quality standards across the ODS and EDW.
Following the System Engineering Life Cycle (SELC), the data goes through user acceptance
testing (UAT) and independent verification and validation (IV&V), where the information is
reviewed by the tester for accuracy.

2.5

Privacy Impact Analysis: Related to Characterization of the
Information

Privacy Risk: There is a privacy risk that EDW may receive more information than is
needed to provide the reports requested or required by the user access and interface application.
Mitigation: This privacy risk is mitigated by EDW only receiving the relevant data
elements from the source systems. Information within ODS is separated by data marts accessible
only by users approved by the source systems’ data steward with an established need to know.
This process limits users from creating reports that contain more information than is needed for
the report supporting their specific mission. The source systems collect information on individuals
pursuant to the source systems guidelines and legislative limitations. No additional information is
collected on paper or orally.
Privacy Risk: There is also a privacy risk that EDW may collect, use, maintain, retrieve,
and disseminate erroneous or inaccurate information due to its reliance on underlying source
system data.
Mitigation: Although EDW relies on the data quality and integrity fed to it by the source
systems outlined in Section 2.2, this privacy risk is mitigated by regular daily updates to ODS from
the source systems. EDW initiates regular updates and refreshes information from the ODS to
ensure up-to-date source system data. Source system data updated in ODS either refreshes existing
data or deletes data not refreshed. ODS and EDW do not archive data.

Section 3.0 Uses of the Information
3.1

Describe how and why the project uses the information.

ODS collects information from the source systems to allow a central database to fulfill its
mission as an enterprise-wide repository of emergency management information. Information in
each source system’s data mart is accessible through EDW only to users granted access to that data
mart by the source system’s data steward. Information is not commingled within ODS. EDW
collects information from specific ODS data marts to provide reports that source systems’ owners
may need to fulfill the FEMA mission, congressional requests, or statutory requirements. Source

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systems’ designated users of EDW set report criteria for which data elements EDW collects from
ODS.

3.2

Does the project use technology to conduct electronic searches,
queries, or analyses in an electronic database to discover or locate
a predictive pattern or an anomaly? If so, state how DHS plans to
use such results.

EDW allows source systems to run reports based on reporting requirements. The source
system owner or designee sets the data elements requested for the reports. The reports may be used
for trend analysis. For instance, queries are used to compare disaster assistance applications and
to look for errors in the data or reports created by the user access and interface tool. Data quality
reports in the EDW may look for anomalies in the data such as misspellings, negative numbers,
and wrong latitude/longitude. The EDW-generated reports help the data owners identify the issues
in the data quality so they can then fix the data in the source systems. Users can only access and
view information within the specific source system data mart if the source system data steward has
granted the user access. A user granted access to individual disaster assistance information cannot
access data from a public assistance data mart unless the public assistance source system data
steward has granted that user additional access to the public assistance data mart.
For instance, a trained analyst can create a report based only on the specific ODS data mart
to which the analyst has been granted access. The analyst then views and prints the ODS data as a
report of disaster applicants. Then the analyst will review the report for possible matches and make
a determination as to whether or not an individual already has an application for disaster assistance
for the same disaster and property. This allows FEMA to delete duplicate applications and avoid
duplicate benefits. EDW can help identify an individual who has applied for assistance to confirm
the person’s eligibility and that the person has not already requested and received aid.
An EDW report can be configured so that only data needed to determine whether or not a
registrant, applicant, or employee is eligible for assistance or benefits is retrieved from the source
systems. The data is used for reporting; no changes are made to the source system.

3.3

Are there other components with assigned roles and
responsibilities within the system?

FEMA’s ODS and EDW systems are internal to FEMA and only used by the source
systems staff and authorized FEMA components.

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Federal Emergency Management Agency
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3.4

Privacy Impact Analysis: Related to the Uses of Information

Privacy Risk: There is a privacy risk that information within ODS and EDW may be used
in a manner inconsistent with the purpose of the original collection of information.
Mitigation: This privacy risk is mitigated by ODS setting up data marts for each of the
source system data. The data marts section data by source system and are only accessible by staff
authorized by the source system’s Data Steward. Reports are only shared pursuant to the applicable
source system’s SORN.
Privacy Risk: There is a privacy risk that too much information may be disclosed to
individuals without authorization.
Mitigation: This privacy risk is mitigated by the system steward and the Information
System Security Officer (ISSO) monitoring the use of the system for official purposes only in
conjunction with governance information outlined in this PIA. Information collected is only those
data fields deemed necessary by the source systems. User access is based on ‘need to know’ only.
The source system’s data steward must approve an individual’s request to access the data.

Section 4.0 Notice
4.1

How does the project provide individuals notice prior to the
collection of information? If notice is not provided, explain why
not.

ODS and EDW do not collect information directly from individuals; the information is
pulled by EDW from source systems described in Section 2.2. However, notice is provided to the
public with respect to records maintained in ODS and EDW through this PIA and the SORNs
described in Section 1.2 above.

4.2

What opportunities are available for individuals to consent to
uses, decline to provide information, or opt out of the project?

ODS and EDW only provide reporting technology for FEMA’s systems. Any opportunities
for individuals to consent to uses, decline to provide information, or opt out of EDW reporting
would be processed through the individual FEMA source system’s program office, as described in
Section 2.2 above.

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4.3

Privacy Impact Analysis: Related to Notice

Privacy Risk: There is a privacy risk that the individual will not have prior or existing
notice of ODS’ and EDW’s collection and uses of information after collection by the source
system.
Mitigation: This privacy risk is mitigated by FEMA providing notice to individuals
through this PIA, as well as through each source systems’ subsequent PIA, and the SORNs in
Section 1.2.
Privacy Risk: There is also a privacy risk that ODS and EDW source systems do not have
their own SORN documentation.
Mitigation: This privacy risk is mitigated by FEMA privacy and program managers
completing this PIA and the PIAs and SORNs on source systems identified as collecting PII. Each
source system’s PIA and SORN address the source system’s collection of PII and all privacyrelated risks and mitigations.

Section 5.0 Data Retention by the project
5.1

Explain How Long and For What Reason the Information is
Retained

The ODS and EDW systems do not currently archive data. Each source system and its data
steward are responsible for records management compliance. As data is added or deleted in the
source systems, it is also added or deleted in ODS and EDW during regular daily updates and
refreshes. Data is retained within ODS as long as each source system’s NARA-approved records
retention schedule indicates. Additionally, each source system must comply with FEMA’s policies
and procedures for records retention. FEMA’s policies and procedures for expunging data at the
end of the retention period are consistent with DHS policy and guidance.

5.2

Privacy Impact Analysis: Related to Retention

Privacy Risk: There is a privacy risk that this system retains PII longer than necessary in
ODS and EDW for reporting purposes.
Mitigation: This privacy risk is mitigated by ODS’ and EDW’s reliance on the source
system’s NARA-approved retention and disposal schedule. Since ODS and EDW regularly refresh
their data on a daily basis from the underlying source systems, if data is deleted from the source

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system, it will not be included in the next refresh of data to ODS and EDW. ODS and EDW do
not have archival capabilities, thereby mitigating the privacy risk that they will retain data longer
than necessary.
In addition, each source system must comply with FEMA’s policies and procedures for
records retention. FEMA’s policies and procedures for expunging data at the end of the retention
period are consistent with DHS policy and guidance. The procedures are documented by the
FEMA Records Officer and follow guidelines for both paper and electronic copies.

Section 6.0 Information Sharing
6.1 Is information shared outside of DHS as part of normal agency
operations? If so, identify the organization(s) and how the information
is accessed and how it is to be used.
Neither ODS nor EDW share information outside of DHS. Reports generated by EDW that
are routinely shared outside of DHS are shared by the source systems program office and are shared
pursuant to the source system’s published routine uses within the SORN.

6.2

Describe how the external sharing noted in 6.1 is compatible with
the SORN noted in 1.2.

Neither ODS nor EDW share information outside DHS. Reports generated by EDW and
routinely shared outside of DHS are shared by the source systems program office and are shared
pursuant to the source system’s published routine uses within the relevant SORN.

6.3

Does the project place limitations on re-dissemination?

Neither ODS nor EDW share information outside of DHS. Reports generated by EDW and
routinely shared outside of DHS are shared by the source systems program office and are shared
pursuant to the source system’s published Routine Uses within the relevant SORN.

6.4

Describe how the project maintains a record of any disclosures
outside of the Department.

FEMA’s Records Management Division tracks and records all requests and disclosures of
information pursuant to Freedom of Information Act (FOIA) and Privacy Act (PA) requests.

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6.5

Privacy Impact Analysis: Related to Information Sharing

Privacy Risk: There is a privacy risk that although authorized users are exposed to PII as
a routine part of their official duties, they may make inappropriate disclosure of this information,
either intentionally or unintentionally.
Mitigation: This privacy risk is mitigated because all ODS and EDW users are required to
complete training on privacy, including the appropriate and inappropriate uses and disclosures of
the information they receive as part of their official duties. A user’s use of the system and access
to data is monitored and audited. Should a user inappropriately disclose this information, they are
subject to loss of access and the disclosure will be referred to the appropriate internal investigation
entity. Additionally, users are required to undergo system access recertification annually.
Additionally, ODS and EDW do not share information outside of DHS, though the source
systems may share their data consistent with the routine uses in their respective SORNs. Any
disclosure request pursuant to the FOIA or PA is reviewed, tracked, and processed on a need-toknow or legal right-to-know basis.

Section 7.0 Redress
7.1

What are the procedures that allow individuals to access their
information?

Individuals may submit a PA or FOIA request to gain access to their information within
the appropriate source system outlined in Section 2.2 and ODS. Requests for PA and FOIA
information must be in writing. The name of the requester, the nature of the record sought, and the
required verification of identify must be clearly indicated. Requests should be sent to: FOIA
Officer, Records Management Division, Federal Emergency Management Agency, Department of
Homeland Security, 500 C Street, SW, Washington, D.C. 20472. FEMA PA and FOIA analysts
will search both the source system and ODS.

7.2

What procedures are in place to allow the subject individual to
correct inaccurate or erroneous information?

Corrections or amendments cannot be made directly within ODS and EDW. Individuals
may submit a PA or FOIA request to correct erroneous information within the appropriate source
system outlined in Section 2.2. Redress is provided through the source systems program offices.

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When these corrections and updates are made, they are updated or corrected in ODS and EDW
during the subsequent regularly scheduled system refresh and update.

7.3

How does the project notify individuals about the procedures for
correcting their information?

Individuals are notified through this PIA as well as through the SORNs listed in Section
1.2 of how to correct their information.

7.4

Privacy Impact Analysis: Related to Redress

Privacy Risk: There is a privacy risk that individuals cannot access, correct or amend their
records directly within ODS and EDW.
Mitigation: This privacy risk is mitigated by providing notification through this PIA and
each source system’s SORN on the procedures to access and correct or amend information stored
within ODS. Once information is corrected or amended in the source system, ODS will be updated
during its regularly scheduled updates with the corrected information.
Privacy Risk: There is a privacy risk that corrected or amended records from the
underlying source systems will not update the records within ODS and EDW.
Mitigation: This privacy risk is mitigated because each source system’s MOU with ODS
and EDW indicates that source system data will be regularly updated in ODS to ensure accurate
reporting by EDW.

Section 8.0 Auditing and Accountability
8.1

How does the project ensure that the information is used in
accordance with stated practices in this PIA?

Pursuant to the system access procedures mentioned in Section 8.3 of this PIA, the ODS
and EDW system owners and designated data warehouse administrators are responsible for the
creation of new users, assignment of roles and privileges, and user account management. Users of
ODS and EDW are identified by the establishment of a user ID providing access to the FEMA
network. The security measures for ODS and EDW user IDs are consistent with the security
controls employed by the FEMA network. ODS and EDW cannot be accessed outside the FEMA
network. User account information is secured through the FEMA network administration. An

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additional security layer in the EDW user access and interface application authenticates users to
specific roles. FEMA policy requires authorized users to ensure their access aligns with the
appropriate roles in the system. Likewise, the system administrators and ISSO receive and review
audit logs including failed login attempts, database users that should be removed, and super-user
activity. An additional safeguard is the separation of duties (described in 8.3) to safeguard the
assets of FEMA by ensuring that no single individual has the ability to view all the source system
data within ODS.

8.2

Describe what privacy training is provided to users either
generally or specifically relevant to the project.

Annual privacy training is required for all employees and contractors who use or access
the ODS and EDW systems. It is the policy of FEMA that all personnel successfully complete a
FEMA security training course before receiving access to ODS or EDW. The FEMA training
course must correspond with the type of access required. In addition, new users must sign the ODS
and EDW user access form, which includes user standards of behavior and user responsibilities.

8.3

What procedures are in place to determine which users may
access the information and how does the project determine who
has access?

FEMA has established a separation of duties standard that, in accordance with OMB
Circular A-123, defines FEMA’s internal control standard for user access privileges. This standard
is applied to all requests for ODS and EDW access to ensure FEMA assets are protected from
fraud, waste, and abuse.
Each source system’s data steward is responsible for identifying who should see those
fields containing PII when running reports on EDW. FEMA staff may request access via a web
form. The form is then sent to the EDW operations staff. Upon concurrence of the requesting
FEMA staff member’s supervisor, the EDW operations staff creates the account. The user’s roles
and level of data access decision is based on the individual user’s need to know and with the
recommendation of the user’s supervisor. The user’s role is based on the source system data under
their responsibility. The user level assigned is based on need-to-know.
All users with PII access levels and data stewards must read and sign the DHS NonDisclosure Agreement, which outlines the terms of agreement for accessing information that is
owned by, produced by, or in the possession of the United States Government.

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8.4 How does the project review and approve information sharing
agreements, MOUs, new uses of the information, new access to the system by
organizations within DHS and outside?
Any ODS or EDW system interface or information data sharing within DHS or with other
outside organizations requires an MOU and/or ISA reviewed by the system steward, and will be
fully vetted through the FEMA IT Security Branch, FEMA Privacy Officer, and Office of Chief
Counsel prior to sending to the DHS Privacy Office for formal review and clearance. All FEMA
systems will be required to comply with FEMA Office of the Chief Information Officer standard
operating procedures (SOP) for Authorization to Connect to ODS and EDW. The SOP requires
MOUs for all FEMA source systems connecting to ODS and EDW.

Responsible Officials
Eric M. Leckey
Privacy Officer
Federal Emergency Management Agency
Department of Homeland Security

Approval Signature

[Original signed and on file with the DHS Privacy Office.]
________________________________
Mary Ellen Callahan
Chief Privacy Officer
Department of Homeland Security

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APPENDIX
Updated August 29, 2018

Interconnected Systems
EMMIE: The Emergency Management Mission Integrated Environment/Public Assistance
Module provides automated information on grants related to public assistance and disaster
mitigation. The following is a list of privacy compliance documents supporting this system:
PIA: DHS/FEMA/PIA-013 Grant Management Program
SORN: DHS/ALL-004 General Information Technology Access Account Records System
(GITAARS), November 27, 2012, 77 FR 70792
AFG: The Assistance to Firefighters Grant Application is the competitive grant opportunity that
is administered by the Assistance to Firefighters Program Office and assesses the needs of each
individual applicant compared to the other applicants interested in the opportunity. The following
is a list of privacy compliance documents supporting this system;
PIA: DHS/FEMA/PIA-013 Grant Management Programs
SORN: DHS/ALL-004 - General Information Technology Access Account Records
System (GITAARS), November 27, 2012, 77 FR 70792
Web-IFMIS: The Integrated Financial Management Information System – Merger is FEMA’s
official accounting and financial management system that tracks all financial transactions. The
following is a list of privacy compliance documents supporting this system:
PIA: DHS/FEMA/PIA-020(a) Web-IFMIS (Integrated Financial Management Information
System)
DHS/ALL/PIA-053 DHS Financial Management Systems
DHS/ALL/PIA-013(b) Procurement Request Information System Management (PRISM)
SORN: DHS/ALL-004 General Information Technology Access Account Records System
(GITAARS), November 27, 2012, 77 FR 70792
DHS/ALL-007 Accounts Payable System of Records, September 28, 2015, 80 FR 58286
DHS/ALL-008 Accounts Receivable System of Records, September 28, 2015, 80 FR
58289
DHS/FEMA-004 Non-Disaster Grant Management Information Files, March 13, 2015 80
FR 13404
DHS/FEMA-008 Disaster Recovery Assistance Files, April 30, 2013 78 FR 25282

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DHS/FEMA-009 Hazard Mitigation Disaster Public Assistance and Disaster Loan
Programs, March 24, 2014 79 FR 16015
DTS: The Deployment Tracking System tracks and monitors the deployment of FEMA and NonFEMA personnel assigned to support incident and disaster operations. The following is a list of
privacy compliance documents supporting this system:
PIA: DHS/FEMA/PIA-040(a) Deployment Tracking System
SORN: OPM/GOVT-1 General Personnel Records, December 11, 2012, 77 FR 73694
DHS/ALL-004 General Information Technology Access Account Records System
(GITAARS), November 27, 2012, 77 FR 70792
DHS/ALL-014 Personnel Emergency Contact Information System of Records, August 25,
2016, 81 FR 48832
EMIS: The Emergency Management Information System evaluates and reviews FEMA-funded
grant projects to ensure compliance with Environmental and Historic Preservation (EHP) laws and
Executive Orders. The following is a list of privacy compliance documents supporting this system:
PIA: DHS/FEMA/PIA-006 FEMA National Emergency Management Information System
Mitigation Electronic Grants Management System
DHS/FEMA/PIA-013 Grant Management Programs
DHS/FEMA/PIA-025 Hazard Mitigation Grant Program (HMGP) System
SORN: DHS/ALL-004 General Information Technology Access Account Records System
(GITAARS), November 27, 2012, 77 FR 70792
DHS/FEMA-009 Hazard Mitigation Disaster Public Assistance and Disaster Loan
Programs, March 24, 2014, 79 FR 16015
DHS/FEMA-004 Non-Disaster Grant Management Information Files, March 13, 2015, 80
FR 13404
DMARTS: The Document Management and Records Tracking System provides document
capture, repository, and workflow functions of data collected as the result of disaster assistance
applications from individuals affected by nationally declared disasters. The following is a list of
privacy compliance documents supporting this system:
PIA: DHS/FEMA/PIA-009 Document Management and Records Tracking System
(DMARTS)
DHS/FEMA/PIA-013 Grant Management Programs
DHS/FEMA/PIA-049 Individual Assistance Program

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SORN: DHS/ALL-004 General Information Technology Access Account Records System
(GITAARS), November 27, 2012, 77 FR 70792
DHS/ALL-007 Accounts Payable System of Records, September 28, 2015, 80 FR 58286
DHS/ALL-008 Accounts Receivable System of Records, September 28, 2015, 80 FR
58289
DHS/FEMA-004 Non-Disaster Grant Management Information Files, March 13, 2015, 80
FR 13404
DHS/FEMA-008 Disaster Recovery Assistance Files, April 30, 2013, 78 FR 25282
DHS/FEMA-009 Hazard Mitigation Disaster Public Assistance and Disaster Loan
Programs, March 24, 2014, 79 FR 16015
NEMIS IA Module: The National Emergency Management Information System – Individual
Assistance Module system processes registrations taken via the Disaster Assistance Improvement
Program (DAIP/Disaster Assistance Center (DAC)) and encompass a duplication of benefits
function related to individual disaster assistance.
PIA: DHS/FEMA/PIA-049 Individual Assistance Program
DHS/FEMA/PIA-027 National Emergency Management Information System
SORN: DHS/FEMA-008 Disaster Recovery Assistance Files, April 30, 2013 78 FR 25282
DHS/ALL-004 General Information Technology Access Account Records System
(GITAARS), November 27, 2012, 77 FR 70792
MT e-Grants: The Mitigation Electronic Grants system is an online grant application and grant
management information system for state, territory, and tribal governments. The following is a list
of privacy compliance documents supporting this system:
PIA: DHS/FEMA/PIA-006 FEMA National Emergency Management Information System
Mitigation Electronic Grants Management System
SORN: DHS/FEMA-009 Hazard Mitigation Disaster Public Assistance and Disaster Loan
Programs, March 24, 2014, 79 FR 16015
DHS/ALL-004 General Information Technology Access Account Records System
(GITAARS), November 27, 2012, 77 FR 70792
HMGP-MT: The Hazard Mitigation Grant Program System is an online grant application and
grant management information system for state governments, local governments, Native American
tribal governments, and private non-profit organizations. The following is a list of privacy
compliance documents supporting this system:
PIA: DHS/FEMA/PIA-025 Hazard Mitigation Grant Program System

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SORN: No SORN Required
FEKC: The FEMA Employee Knowledge Center is an Intranet-based Learning and Knowledge
Management System designed to meet the distance learning and information needs of FEMA
employees. The following is a list of privacy compliance documents supporting this system:
PIA: None required
SORN: DHS/ALL-003 Department of Homeland Security General Training Records,
November 25, 2008, 73 FR 71656
DHS/ALL-007 Accounts Payable System of Records, September 28, 2015, 80 FR 58286
DHS/ALL-026 Department of Homeland Security Personal Identity Verification
Management System, June 25, 2009, 74 FR 30301