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Privacy Pia Ochco Eperf Update DHS Privacy Documents for Department-wide Programs 08-2012

Privacy Pia Ochco Eperf Update DHS Privacy Documents for Department-wide Programs 08-2012

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Published by Constitutionalist
DHS Privacy Documents for Department-wide Programs 08-2012
DHS Privacy Documents for Department-wide Programs 08-2012

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Published by: Constitutionalist on Aug 09, 2012
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08/09/2012

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Updated Privacy Impact Assessmentfor the
e-Performance System
October 13, 2006
Contact Point John AllenHRMS Human Capital Business SystemsDepartment of Homeland Security(202) 357-8285Reviewing OfficialHugo Teufel IIIChief Privacy OfficerDepartment of Homeland Security(571) 227-3813
 
Privacy Impact Assessment
 
OCHCO,
 
HRMS
 
Solution
 
Comp.
 
ePerformance
 
System
 
Update
 
October
 
13,
 
2006
 
Page
 
2
 
Introduction
Background
The HRMS Program was established by the Department of Homeland Security to implement thehuman capital provisions of the Homeland Security Act of 2002. The HRMS program is a collection of functions and systems centered on a core enterprise Human Resource Management System (HRMS). TheHRMS program is part of a broader “One DHS” model where a collection of disparate and redundantsystems across DHS are consolidated into enterprise wide solutions.Performance Management and Pay for Performance are key parts of the new HRMS program,which is scheduled to publish regulations that:Support the Government Performance and Results Act of 1993 (GPRA) and Department andorganization strategic plans;
 
Align individual performance expectations with the Departmental or organizationalmission, strategic goals, GPRA annual performance plans, or other department objectivesand measures;
 
Promote individual accountability by clearly communicating performance expectations andholding employees responsible for accomplishing them; and
 
Provide for meaningful distinctions in performance to support adjustments in pay, awards,promotions, and performance-based adverse actions.These regulations and the provisions of the E-Government Act provide the basis for identifying therequirements of the new “e-Performance” management system.This PIA is being updated from its June 20, 2005 version because a new DHS specific System of Records Notice, MaxHR ePerformance Management System DHS/OCHCO-001 is being published in theFederal Register in order to provide additional transparency to DHS employees regarding the program.
Key Goals
Currently, DHS organizational elements conduct performance management using a variety of paper-based forms containing general behavior-based standards, as well as some variation of work plans orobjectives. There appears to be no consistent approaches to performance management. Furthermore, afterextensive analysis, an internal ePerformance Design Team concluded that the existing DHS performancemanagement systems would not adequately support the new HRMS program requirements that arecentered on pay-for-performance. A new performance management system would be needed in order tobase pay on performance. A full and open competition was conducted to procure a solution for e-Performance. Softscape was selected as the overall best value package based on its ability to providecapabilities that will enable DHS to implement an enterprise system that can efficiently automate thefollowing functions:
 
Set and Communicate Performance Expectations
October 13, 2006
 
Privacy Impact Assessment
 
OCHCO,
 
HRMS
 
Solution
 
Comp.
 
ePerformance
 
System
 
Update
 
October
 
13,
 
2006
 
Page
 
3
 
 
Monitor Performance and Provide Feedback
 
Develop Performance and Address Poor Performance
 
Rate and Reward Performance
 
Produce Performance-Related Reports
Points-of-Contact
 John S. Allen – Chief, Human Capital Business Systems, (202) 357-8285.Michelle Gilder- Human Capital Business Systems Analyst (202)-357-8250
Reviewing Officer
Hugo Teufel III – Chief Privacy Officer, (571) 227-3813.
SECTION 1 QUESTIONS ABOUT THE DATA AND ITS PURPOSES:
1. What information is to be collected (e.g., nature and source)?
The ePerformance system chosen by DHS, Softscape, collects employee information, includingname, position title, social security number, occupational series, grade, organization, component, and dutylocation, competencies, performance goals, progress attained toward those goals, and will compilefeedback and ratings regarding how effectively employees met those goals.
2. Why is the information being collected? Is it relevant andnecessary to the purpose for which the system is being designed?
The ePerformance system will support the ongoing review and evaluation process of employees bymanagers. This information is essential to supporting the HRMS program and its objectives of providing anenterprise performance management system that helps to motivate and retain DHS personnel as well asensure appropriate compensation (i.e., through performance based pay).
3. What is the intended use of the information?
The intended use of the information is to:
 
plan worker’s efforts in support of organizational-wide goals and objectives
 
define personal goals in support of Directorate initiatives
 
establish and update competency development goals
 
evaluate outcomes, performance, and core competencies
October 13, 2006

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