Privacy Act of 1974; System of Records, 50640-50642 [2022-17708]

Agencies

• DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Federal Register Volume 87, Number 158 (Wednesday, August 17, 2022)]
[Notices]
[Pages 50640-50642]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2022-17708]


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DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT

[Docket No. FR-7062-N-12]


Privacy Act of 1974; System of Records

AGENCY: Office of Chief Financial Officer, HUD.

ACTION: Notice of a modified system of records.

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SUMMARY: Financial Data Mart (FDM) is a warehouse of data extracted 
from various HUD systems and is supported by several query tools for 
improved financial and program data reporting. FDM facilitated the 
viewing understanding and reporting of financial data. FDM is the 
primary reporting tool used to generate internal ad-hoc reports, 
scheduled event-driven reports, and queries.

DATES: Comments will be accepted on or before September 16, 2022. This 
proposed action will be effective. The SORN becomes effective 
immediately, while the routine uses become effective after the comment 
period immediately upon publication except for the routine uses, which 
will become effective on the date following the end of the comment 
period unless comments are received which result in a contrary 
determination

ADDRESSES: You may submit comments, identified by docket number by one 
method:
    Federal e-Rulemaking Portal: https://www.regulations.gov. Follow the 
instructions provided on that site to submit comments electronically.
    Fax: 202-619-8365.
    Email: [email protected].
    Mail: Attention: Privacy Office, Mr. LaDonne White; The Executive 
Secretariat; 451 Seventh Street SW, Room 10139; Washington, DC 20410-
1000.
    Instructions: All submissions received must include the agency name 
and docket number for this rulemaking. All comments received will be 
posted without change to https://www.regulations.gov. including any 
personal information provided.
    Docket: For access to the docket to read background documents or 
comments received go to https://www.regulations.gov.

FOR FURTHER INFORMATION CONTACT: LaDonne White; 451 Seventh Street SW, 
Room 10139; Washington, DC 20410; telephone number 202-708-3054 (this 
is not a toll-free number). Individuals hearing- or speech-impaired may 
access this telephone number via TTY by calling the Federal Relay 
Service at 800-877-8339 (this is a toll-free number).

SUPPLEMENTARY INFORMATION: The following are amended from the previous 
SORN--
     Authority for Maintenance of the System: Updated legal 
citation by replacing ``Sec. 113 of the Budget and Accounting Act of 
1951 (31 U.S.C.66a)'' with ``31 U.S.C. 3511.''
     Updated Categories of Individuals Covered by System to 
reflect the collections of the system.
     Updated Categories of Records in the System to reflect the 
collections of the system. Non-substantive changes were made.
     Updated Policies and Practices for Storage of Records to 
be more specific on how records are stored in FDM.
     Updated Policies and Practices for Retention and Disposal 
of Records to reflect the correct General Records Schedule.
     Updated Administrative, Technical, and Physical Safeguards 
to reflect additional safeguards identified for FDM.
     Updated the Routine Use section to explicitly include 
HUD's Routine Uses that were included by reference only.
     Added Routine Use 14-16 to follow Routine Uses for A75 
HUDCAPS and A67 LOCCS, which transmit data to FDM.
     Updated Record Access Procedures, Contesting Record 
Procedures, and Notification Procedures to comply with HUD Privacy 
Office's procedures and format.

SYSTEM NAME AND NUMBER:
    Financial Data Mart (FDM, A75R).

SECURITY CLASSIFICATION:
    Unclassified.

SYSTEM LOCATION:
    HUD Headquarters, 451 7th Street SW, Washington, DC 20410 and 
National Center for Critical Information Processing and Storage 
(NCCIPS), Stennis Space Center, MS 39529-6000. The backup data center 
is at Mid-Atlantic Data Center in Clarksville, VA 23927-3201.

SYSTEM MANAGER(S):
    Sairah R. Ijaz, Assistant Chief Financial Officer for Systems, 
Office of the Chief Financial Officer, Department of Housing and Urban 
Development, 451 Seventh Street SW, Room 3100, Washington, DC 20410-
0001.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
    31 U.S.C. 3511, The Chief Financial Officers Act of 1990 (31 U.S.C. 
901, et seq.), Executive Order 9397, as amended by Executive Order 
13478, Housing and Community Development Act of 1987, 42 U.S.C. 3543.

PURPOSE(S) OF THE SYSTEM:
    A75R Financial Data Mart (FDM) is a warehouse of data extracted 
from a variety of HUD's financial systems and is supported by several 
query tools for the purpose of improved financial and program data 
reporting. A75R FDM was designed to facilitate the viewing, 
understanding, and reporting of financial data. FDM is the primary 
reporting tool used to generate internal ad-hoc reports, scheduled 
event-driven reports, and queries. The FDM provides HUD:

 Timely and comparable financial management information
 Improved accounting processing control to detect, prevent 
and mitigate mistakes,

[[Page 50641]]

 fraud, waste, and mismanagement of funds
 Uniformity in financial information and reporting
 Quality assurance processes resulting in improved data 
integrity
 Improved timeliness of ad-hoc financial analyses
 Financial and programmatic reporting and dashboards for all 
HUD staff
 Application support for Open Obligation Review and user 
recertification processing

    The system is used to summarize financial activity provided by 
HUD's critical financial systems.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
    Federal Employees, Contractors, and grant/subsidy/loan recipients.

CATEGORIES OF RECORDS IN THE SYSTEM:
    The system contains Names, SSN, Tax-IDs (which may include SSNs for 
sole-proprietors), addresses, user-id, and financial information (e.g., 
deposit account number, bank routing number).

RECORD SOURCE CATEGORIES:
    FDM receives records from other HUD information systems such as A75 
HUD Central Accounting and Program Systems (HUDCAPS), A67 Line of 
Credit Control System (LOCCS), and P162 HUD Integrated Human Resources 
and Training System (HIHRTS). FDM also receives records from Department 
of Treasury, Administrative Resource Center (ARC)'s Oracle Federal 
Financials.

ROUTINE USES MAINTINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND 
PURPOSES OF SUCH USES:
    (A) To a congressional office from the record of an individual, in 
response to an inquiry from the congressional office made at the 
request of that individual.
    (B) To appropriate agencies, entities, and persons when: (I) HUD 
suspects or has confirmed that there has been a breach of the system of 
records; (II) HUD has determined that as a result of the suspected or 
confirmed breach there is a risk of harm to individuals, HUD (including 
its information systems, programs, and operations), the Federal 
Government, or national security; and (III) The disclosure made to such 
agencies, entities, and persons is reasonably necessary to assist in 
connection with HUD's efforts to respond to the suspected or confirmed 
breach or to prevent, minimize, or remedy such harm.
    (C) To another Federal agency or Federal entity, when HUD 
determines that information from this system of records is reasonably 
necessary to assist the recipient agency or entity in (I) responding to 
a suspected or confirmed breach or (II) 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.
    (D) To a court, magistrate, administrative tribunal, or arbitrator 
in the course of presenting evidence, including disclosures to opposing 
counsel or witnesses in the course of civil discovery, litigation, 
mediation, or settlement negotiations; or in connection with criminal 
law proceedings; when HUD determines that use of such records is 
relevant and necessary to the litigation and when any of the following 
is a party to the litigation or have an interest in such litigation: 
(1) HUD, or any component thereof; or (2) any HUD employee in his or 
her official capacity; or (3) any HUD employee in his or her individual 
capacity where HUD has agreed to represent the employee; or (4) the 
United States, or any agency thereof, where HUD determines that 
litigation is likely to affect HUD or any of its components.
    (E) To any component of the Department of Justice or other Federal 
agency conducting litigation or in proceedings before any court, 
adjudicative, or administrative body, when HUD determines that the use 
of such records is relevant and necessary to the litigation and when 
any of the following is a party to the litigation or have an interest 
in such litigation: (1) HUD, or any component thereof; or (2) any HUD 
employee in his or her official capacity; or (3) any HUD employee in 
his or her individual capacity where the Department of Justice or 
agency conducting the litigation has agreed to represent the employee; 
or (4) the United States, or any agency thereof, where HUD determines 
that litigation is likely to affect HUD or any of its components.
    (F) To appropriate Federal, State, local, tribal, or other 
governmental agencies or multilateral governmental organizations 
responsible for investigating or prosecuting the violations of, or for 
enforcing or implementing, a statute, rule, regulation, order, or 
license, where HUD determines that the information would assist in the 
enforcement of civil or criminal laws when such records, either alone 
or in conjunction with other information, indicate a violation or 
potential violation of law.
    (G) To Federal agencies, non-Federal entities, their employees, and 
agents (including contractors, their agents or employees; employees or 
contractors of the agents or designated agents); or contractors, their 
employees or agents with whom HUD has a contract, service agreement, 
grant, cooperative agreement, or computer matching agreement for the 
purpose of: (I) Detection, prevention, and recovery of improper 
payments; (II) detection and prevention of fraud, waste, and abuse in 
major Federal programs administered by a Federal agency or non-Federal 
entity; (III) for the purpose of establishing or verifying the 
eligibility of, or continuing compliance with statutory and regulatory 
requirements by, applicants for, recipients or beneficiaries of, 
participants in, or providers of services with respect to, cash or in-
kind assistance or payments under Federal benefits programs or 
recouping payments or delinquent debts under such Federal benefits 
programs; (IV) detection of fraud, waste, and abuse by individuals in 
their operations and programs. Records under this routine use may be 
disclosed only to the extent that the information shared is necessary 
and relevant to verify pre-award and prepayment requirements prior to 
the release of Federal funds or to prevent and recover improper 
payments for services rendered under programs of HUD or of those 
Federal agencies and non-Federal entities to which HUD provides 
information under this routine use.
    (H) To contractors, grantees, experts, consultants and their 
agents, or others performing or working under a contract, service, 
grant, cooperative agreement, or other agreement with HUD, when 
necessary to accomplish an agency function related to a system of 
records. Disclosure requirements are limited to only those data 
elements considered relevant to accomplishing an agency function.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS:
    Records are maintained in electronic format only.

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS:
    Records are retrieved by name, social security number, home 
address,

POLICIES AND PRACTICIES FOR RETENTION AND DISPOSAL OF RECORDS:
    Destroy 6 years after final payment or cancellation, but longer 
retention is authorized if required for business use.

ADMINISTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS:
    All HUD employees have undergone background investigations. HUD 
buildings are guarded and monitored by security personnel, cameras, ID 
checks,

[[Page 50642]]

and other physical security measures. Access is restricted to 
authorized personnel or contractors whose responsibilities require 
access. System users must take the mandatory security awareness 
training annually as mandated by the Federal Information Security 
Management Act (FISMA). Users must also sign a Rules of Behavior form 
certifying that they agree to comply with the requirements before they 
are granted access to the system.
    FDM resides on the HUD OCIO Local Area Network (LAN). The HUD OCIO 
Infrastructure and Operations Office (IOO) secures the Stennis and 
Clarksville Data Centers where the LAN resides, and for backing up and 
encrypting FDM data. FDM sends and receives data through HUD SFTP 
(Security File Transfer Protocol), which encrypts the data. SSNs are 
encrypted in the database.
    Supervisors determine and authorize FDM access for their employees, 
and OCFO checks their suitability by ensuring the user's investigation 
record is appropriate. The majority of FDM users are read-only and 
cannot enter data into FDM. An annual system user recertification is 
conducted to ensure each FDM user requires access to the system.

NOTIFICATION PROCEDURES:
    Any person wanting to know whether this system of records contains 
information about him or her should contact the System Manager. Such 
person should provide his or her full name, position title and office 
location at the time the accommodation was requested, and a mailing 
address to which a response is to be sent.

RECORD ACCESS PROCEDURES:
    Individuals seeking notification of and access to their records in 
this system of records may submit a request in writing to the 
Department of Housing and Urban Development, Attn: FOIA Program Office, 
451 7th Street SW, Suite 10139, Washington, DC 20410-0001 or by 
emailing [email protected]. Individuals must furnish the following 
information for their records to be located:
    1. Full name.
    2. Signature.
    3. The reason why the individual believes this system contains 
information about him/her.
    4. The address to which the information should be sent.

CONTESTING RECORD PROCEDURES:
    Same as the Notification Procedures above.

EXEMPTIONS PROMULGATED FOR THE SYSTEM:
    None.

HISTORY:
    Docket No. FR-5763-N-03; 79 FR 16805 (March 26, 2014).

LaDonne White,
Chief Privacy Officer, Office of Administration.
[FR Doc. 2022-17708 Filed 8-16-22; 8:45 am]
BILLING CODE 4210-67-P