Privacy Act of 1974; System of Records, 33635-33638 [2020-11860]

Agencies

• DEPARTMENT OF DEFENSE
• Office of the Secretary

[Federal Register Volume 85, Number 106 (Tuesday, June 2, 2020)]
[Notices]
[Pages 33635-33638]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2020-11860]


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DEPARTMENT OF DEFENSE

Office of the Secretary

[Docket ID DoD-2020-OS-0056]


Privacy Act of 1974; System of Records

AGENCY: Office of the Under Secretary of Defense (Comptroller) 
(OUSD(C)), Department of Defense (DoD).

ACTION: Notice of a new System of Records.

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SUMMARY: The Office of the Secretary of Defense (OSD) is adding a new 
System

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of Records entitled, ``Financial Management Online (FM Online), DUSDC 
03.'' The DoD is required to strengthen the professional development of 
the DoD financial management workforce and to ensure DoD financial 
managers are properly trained to meet current and future Warfigher 
support requirements. The Defense Financial Management Certification 
Program (DFMCP) is the approved strategy to meet this requirement.

DATES: This new System of Records is effective upon publication; 
however, comments on the Routine Uses will be accepted on or before 
July 2, 2020. The Routine Uses are effective at the close of the 
comment period.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
     Federal Rulemaking Portal: https://www.regulations.gov.
    Follow the instructions for submitting comments.
     Mail: DoD cannot receive written comments at this time due 
to the COVID-19 pandemic. Comments should be sent electronically to the 
docket listed above.
    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the internet 
at https://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Mrs. Luz D. Ortiz, Chief, Records, 
Privacy and Declassification Division (RPDD), 1155 Defense Pentagon, 
Washington, DC 20311-1155, or by phone at (571) 372-0478.

SUPPLEMENTARY INFORMATION: The DFMCP implements DoD Instruction (DoDI) 
1300.26, Operation of the DoD Financial Management Certification 
Program (DFMCP) and meets the business requirement to comply with 10 
U.S.C. 1599d, Financial Management Positions: Authority to Prescribe 
Professional Certification and Credential Standards, as a condition of 
employment, authorizing the Secretary of Defense to establish a 
certification program for the 57,000 Financial Management (FM) 
workforce in order to improve audit readiness and analytic capability. 
The DFMCP is the approved strategy to meet this requirement and 
supports the DoDI 1400.25, Volume 250, DoD Civilian Personnel 
Management System: Civilian Strategic Human Capital Planning (SHCP).
    FM Online, originally launched in 2011, is an online professional 
development portal for the DoD FM Workforce. The future state will 
enhance FM Online by adding a DoD FM Certification Tracking and 
Reporting module, thus creating a requirement to house Personally 
Identifiable Information (PII).
    FM Online is sponsored by the OUSD(C). FM Online will support the 
DoD in administering a variety of professional development programs and 
tools to support the DoD Financial Management workforce. It will enable 
the OUSD(C) to identify skill and competency gaps and strengths and 
provide training and development tools to prepare the workforce to meet 
current and future requirements to support the mission. FM Online will 
support the mandatory three level professional certification program 
applicable to 57,000 members of the FM Workforce. Members must achieve 
the appropriate certification level for their positions within two 
years of notification of applicable certification requirements (or the 
period of any extension). Also, members must sustain their FM 
certification by the end of each two-year cycle by accomplishing 
Continuing Education and Training (CET) requirements.
    The OSD notices for Systems of Records subject to the Privacy Act 
of 1974, as amended, have been published in the Federal Register and 
are available from the address in FOR FURTHER INFORMATION CONTACT or on 
the Defense Privacy, Civil Liberties, and Transparency Division website 
at https://dpcld.defense.gov.
    The proposed system reports, as required by the Privacy Act, as 
amended, were submitted on April 13, 2020, to the House Committee on 
Oversight and Reform, the Senate Committee on Governmental Affairs, and 
the Office of Management and Budget (OMB) pursuant to Section 6 of OMB 
Circular No. A-108, ``Federal Agency Responsibilities for Review, 
Reporting, and Publication under the Privacy Act,'' revised December 
23, 2016 (December 23, 2016, 81 FR 94424).

    Dated: May 28, 2020.
Aaron T. Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.

SYSTEM NAME AND NUMBER:
    Financial Management Online (FM Online), DUSDC 03.

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    Tinker Air Force Base, 8705 Industrial Blvd., Bldg. 3900, Oklahoma 
City, OK 73145-9037; and Maxwell Air Force Base, Gunter Annex, 401 E 
Moore Dr., Bldg. 857, Montgomery, AL 36114-6343.

SYSTEM MANAGER(S):
    Program Manager, Financial Workforce Management, Human Capital and 
Resource Management Directorate, Office of the Under Secretary of 
Defense (Comptroller) (OUSD(C)), Room 3D755 Pentagon, Washington, DC 
20301-1100. Email: [email protected]; Telephone: 
(703) 697-0841.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    5 U.S.C. Ch. 41: Training; 10 U.S.C. 1599d, Financial Management 
Positions: Authority to Prescribe Professional Certification and 
Credential Standards; Department of Defense Instruction (DoDI) 1300.26, 
Operation of the DoD Financial Management Certification Program 
(DFMCP); DoDI 1400.25, Volume 250, DoD Civilian Personnel Management 
System: Civilian Strategic Human Capital Planning (SHCP).

PURPOSE(S) OF THE SYSTEM:
    To strengthen the professional development of the DoD Financial 
Management (FM) workforce and to ensure DoD financial managers are 
properly trained to meet current and future Warfighter support 
requirements. Records may also be used as a management tool for 
statistical analysis, tracking, reporting, evaluating program 
effectiveness, conducting research, and business management.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    DoD FM military and civilian personnel obtaining and maintaining 
financial management certification.

CATEGORIES OF RECORDS IN THE SYSTEM:
    Name, DoD Identification (DoD ID) Number; official duty address; 
work email address; official duty telephone; position, duty assignment, 
title, supervisor series; rank, grade; education level; Defense 
Civilian Personnel Data System (DCPDS) Identification Number, FM Online 
Unique Identification Number; DoD FM Certification Program (DFMCP) 
level, certificates of training completion; Non-Appropriated Funds 
Instrumentality (NAFI) number.

RECORD SOURCE CATEGORIES:
    Individual; Component; DCPDS; and Military Personnel Data System 
(MilPDS).

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ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES 
OF USERS AND THE PURPOSES OF SUCH 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 
herein may specifically be disclosed outside the DoD as a routine use 
pursuant to 5 U.S.C. 552(b)(3) as follows:
    a. To contractors, grantees, experts, consultants, students, and 
others performing or working on a contract, service, grant, cooperative 
agreement, or other assignment for the federal government when 
necessary to accomplish an agency function related to this System of 
Records.
    b. To the appropriate Federal, State, local, territorial, tribal, 
foreign, or international law enforcement authority or other 
appropriate entity where a record, either alone or in conjunction with 
other information, indicates a violation or potential violation of law, 
whether criminal, civil, or regulatory in nature.
    c. To any component of the Department of Justice for the purpose of 
representing the DoD, or its components, officers, employees, or 
members in pending or potential litigation to which the record is 
pertinent.
    d. In an appropriate proceeding before a court, grand jury, or 
administrative or adjudicative body or official, when the DoD or other 
Agency representing the DoD determines that the records are relevant 
and necessary to the proceeding; or in an appropriate proceeding before 
an administrative or adjudicative body when the adjudicator determines 
the records to be relevant to the proceeding.
    e. To the National Archives and Records Administration for the 
purpose of records management inspections conducted under the authority 
of 44 U.S.C. 2904 and 2906.
    f. To a Member of Congress or staff acting upon the Member's behalf 
when the Member or staff requests the information on behalf of, and at 
the request of, the individual who is the subject of the record.
    g. To appropriate agencies, entities, and persons when (1) the DoD 
suspects or confirms a breach of the System of Records; (2) the DoD 
determines as a result of the suspected or confirmed breach there is a 
risk of harm to individuals, the DoD (including its information 
systems, programs, and operations), the Federal Government, or national 
security; and (3) the disclosure made to such agencies, entities, and 
persons is reasonably necessary to assist in connection with the DoD's 
efforts to respond to the suspected or confirmed breach or to prevent, 
minimize, or remedy such harm.
    h. To another Federal agency or Federal entity, when the DoD 
determines information from this System of Records is reasonably 
necessary to assist the recipient agency or entity in (1) responding to 
a suspected or confirmed breach or (2) preventing, minimizing, or 
remedying the risk of harm to individuals, the recipient agency or 
entity (including its information systems, programs and operations), 
the Federal Government, or national security, resulting from a 
suspected or confirmed breach.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Electronic storage media.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Information is retrieved by the individual's full name, DoD ID 
Number, office name where they were assigned or affiliated.

POLICIES AND PRACTICES FOR RETENTION AND DISPOSAL OF RECORDS:
    Temporary. Cutoff annually, inactive accounts will be marked after 
3 years. Destroy 6 years after inactivity.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    Records are maintained in DoD controlled facilities. Physical entry 
is restricted by the use of locks, security guards, card swipe, closed 
circuit TV, and identification badges. Facilities are accessible only 
to authorized personnel. Access to records is limited to personnel 
responsible for servicing the record in performance of their official 
duties and who are properly screened and cleared for need-to-know. 
Access to system data is restricted through the use of a DoD issued 
Common Access Card (CAC), login pin and encryption. Access requires 
token authentication. Periodic security audits, regular monitoring of 
user's security practices and methods are applied to ensure only 
authorized personnel access system records.

RECORD ACCESS PROCEDURES:
    Individuals seeking access to records about themselves should 
address written inquiries to the Office of the Secretary of Defense/
Joint Staff Freedom of Information Act, Requester Service Center, 
Office of Freedom of Information, 1155 Defense Pentagon, Washington, DC 
20301-1155. Signed, written requests should contain individual's full 
name, DoD ID Number, office name where they were assigned or 
affiliated, and office address and telephone number applicable to the 
period during which the records were maintained and the System of 
Records name and number. In addition, the requestor must provide either 
a notarized statement or a declaration made in accordance with 28 
U.S.C. 1746, using the following format:
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).''
    If executed outside the United States: ``I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).''

CONTESTING RECORD PROCEDURES:
    The DoD rules for accessing records, for contesting contents and 
appealing initial agency determinations are published in 32 CFR part 
310, or may be obtained from the system manager.

NOTIFICATION PROCEDURE:
    Individuals seeking to determine whether information about 
themselves is contained in this System of Records should address 
written inquiries to Office of the Secretary of Defense/Comptroller 
Human Capital and Resource Management Directorate, Financial Workforce 
Management Division, 1100 Defense Pentagon, Washington, DC 20301-1100. 
Signed written requests from individuals must include the following 
information for their records to be located: Full name, DoD ID Number, 
signature, available information regarding the type of information 
requested, the reason the individual believes this system contains 
information about him or her, the address to which the information 
should be sent, and System of Records name and number. In addition, the 
requestor must provide either a notarized statement or a declaration 
made in accordance with 28 U.S.C. 1746, using the following format:
    If executed within the United States, its territories, possessions, 
or commonwealths: ``I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature).''
    If executed outside the United States: ``I declare (or certify, 
verify, or state) under penalty of perjury under the laws of the United 
States of America that the foregoing is true and correct. Executed on 
(date). (Signature).''

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

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HISTORY:
    None.
[FR Doc. 2020-11860 Filed 6-1-20; 8:45 am]
 BILLING CODE 5001-06-P