WITS System Overview

The Workload Inventory System (WITS) is a six screen application used by the HCO, Position Management/Classification Branch to add, update, and track the status of all cases (i.e., desk audits, classification of position descriptions).   It is used by the staff of the Servicewide Classification and Position Management Program to monitor case inventory and generate reports.  No sensitive data is collected or shared.

System of Records Number(s)

Treasury/IRS 36.003 General Personnel & Payroll Records

Data in the System

1. Describe the information (data elements and fields) available in the system in the following categories:
A. Taxpayer
B. Employee
C. Audit Trail Information (including employee log-in info)
D. Other (Describe)

A. WITS does not contain any taxpayer data.
B. Requester-request submitted by requester's title and phone.  Client- First name, last name, client title, phone, fax, email, address, city, state, and zip. User  Information - user type, status, login, last name, first name, middle initial, phone, office, date added, added by, date modified, and modified by.
C. No employee data is captured for audit trails.  The application only captures the login on entry to compare to the user table to see if that login matches an authorized user in the user table.  The data added, added by, date modified and modified by fields are automatically populated with the current date and login of the user entering or updating a record.
D. Case Control  control number, number of actions, x-ref case numbers, open date, requested date, received date, added date, and added by.  Case Assignment  team, assigned to, assigned date, assigned by, and due date.  Abeyance  placed date, out date, and reason. Case Closure- closed date, reviewed date, response date, new case number, system date, and explanation. Case Information  case type, category, special project study description, special project other description, pre-modernization functions, business unit, organizational function, and employees.  Current Position Information  current not applicable indicator, pay plan, series, grade, classification title, and organizational title.  Proposed Position Information  proposed not applicable, indicator, pay plan, series, grade, classification title, organization title, and description.  Survey  survey not required indicator, explanation, first name, last name, title, phone, fax, and email.  Final Results  analysis date, supervisory level, senior manager indicator, position description number, position description type, desk audit, pay plan, series, grade, classification title, final analysis, action, follow-up date, and explanation.  Status  status date, status code, description, and history.

2. Describe/identify which data elements are obtained from files, databases, individuals, or any other sources.
A. IRS
B. Taxpayer
C. Employee
D. Other Federal Agencies (List agency)
E. State and Local Agencies (List agency)
F. Other third party sources (Describe)

A. All data elements except the add date, added by, last modified and modified fields are obtained from case submissions to the PM/C Branch.
B. WITS does not contain any taxpayer data
C.  The add date, added by, last modified and modified by fields are automatically populated with the current date & login of the user entering or updating a record.
D. N/A
E. N/A

3.  Is each data item required for the business purpose of the system?  Explain.

The data items are needed to monitor the open and closed inventory for the Position Management and Classification Program.

4. How will each data item be verified for accuracy, timeliness, and completeness?

Work is assigned to individuals by the Manager or Lead.   Lead or Manager verifies all data.

5. Is there another source for the data?  Explain how that source is or is not used.  No.

6. Generally, how will data be retrieved by the user? 

Data retrieved using the user's SEID and case control number.

7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier? 

Yes, by the user's SEID, not SSN

Access to the Data

8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?

WITS is accessed via the Intranet by PM/C personnel.

9. How is access to the data by a user determined and by whom? 

Access to the data is determined by the manager based on a user's position and need to know.  The manager will request a user be added.  They must fill out Form 5081 to request access.  A user's access to the data terminates when it is no longer required.  Criteria, procedures, controls, and responsibilities regarding access are documented in the Information Systems Security Rules on form 5081.

10. Do other IRS systems provide, receive, or share data in the system?  If YES, list the system(s) and describe which data is shared.  If NO, continue to Question 12.  No.

11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment?  N/A.

12.  Will other agencies provide, receive, or share data in any form with this system?  No.

Administrative Controls of Data

13.  What are the procedures for eliminating the data at the end of the retention period?

WITS will retain data for a maximum period of three years.  At the end of the retention period, data will be deleted from the system as identified in IRM 1.15.38-1 item 7c(2).

14.  Will this system use technology in a new way?  If "YES" describe.  If "NO" go to Question 15.  No.

15.  Will this system be used to identify or locate individuals or groups?  If so, describe the business purpose for this capability.  No.

16. Will this system provide the capability to monitor individuals or groups? If yes, describe the business purpose for this capability and the controls established to prevent unauthorized monitoring.  No.

17. Can use of the system allow IRS to treat taxpayers, employees, or others, differently?  Explain.  No.

18.  Does the system ensure "due process" by allowing affected parties to respond to any negative determination, prior to final action?   N/A.

19.  If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors?

Yes, it is web based.  Only 5081 approval allows access.   User integrity is maintained through authentication and validation.  User Audit Trails are incorporated in the system.  WITS does not use persistent cookies.