Pia

Privacy Impact Assessment
for the

Infrastructure Protection
Gateway
DHS/NPPD/PIA-023
September 11, 2018
Contact Point
Eve Ploshkonka
Acting Director, Infrastructure Information Collection Division
Office of Infrastructure Protection
National Protection and Programs Directorate
Department of Homeland Security
(703) 235-9519
Reviewing Official
Philip S. Kaplan
Chief Privacy Officer
Department of Homeland Security
(202) 343-1717

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Abstract
The Department of Homeland Security (DHS), National Protection and Programs
Directorate (NPPD), Office of Infrastructure Protection (IP) maintains the IP Gateway, formerly
known as the Linking Encrypted Network System (LENS), a web-based portal that supports the
collection, analysis, and dissemination of critical infrastructure information. NPPD originally
published the Infrastructure Protection Gateway Privacy Impact Assessment (PIA) on July 28,
2015 to analyze and evaluate the privacy impact associated with the collection of personally
identifiable information (PII) from individuals who are IP Gateway users or are seeking access to
the IP Gateway, as well as on designated points of contact (POC) from NPPD critical infrastructure
partners. NPPD is updating the PIA to describe how the Homeland Security Information Network
(HSIN) now acts as an identity proofing service provider to the IP Gateway and to update language
in the IP Gateway System Use Disclaimer.

Overview
The Department of Homeland Security (DHS), National Protection and Programs
Directorate (NPPD), Office of Infrastructure Protection (IP) leads the coordinated national effort
to protect critical infrastructure 1 from all hazards by managing risk and enhancing resilience
through collaboration with the critical infrastructure community. In support of this mission, IP
developed the Linking Encrypted Network System (LENS). 2 As the system expanded to
encompass numerous applications 3 and tools maintained by IP and other components within
NPPD, LENS was renamed as the IP Gateway. The IP Gateway serves as a portal for a variety of
users to access numerous critical infrastructure-related data collection, analysis, and response
applications.
The majority of the applications on the IP Gateway are accessed by logging in to the main
IP Gateway user interface. Access to the IP Gateway is restricted to only federal, state, and local
government critical infrastructure mission partners that possess homeland security responsibilities,
have a valid “need to know,” 4 and have completed Protected Critical Infrastructure Information

1

Section 1016(e) of the USA PATRIOT Act of 2001 (42 U.S.C. § 5195c(e)) defines critical infrastructure as namely
systems and assets, whether physical or virtual, so vital to the United States that the incapacity or destruction of such
systems and assets would have a debilitating impact on security, national economic security, national public health
or safety, or any combination of those matters.
2
See DHS/NPPD/PIA-022 Linking Encrypted Network System (LENS), available at www.dhs.gov/privacy.
3
When used in this PIA, the term “application” refers to a single capability under the three capability groups (i.e.,
Data Collection and Web-Based Dashboards, Information Sharing and Training Tools, and Administrative,
Management, and Reporting Capabilities) described in the Overview section. The term “application” does not refer
to a separate system or sub-system.
4
A federal government user’s “need to know” is determined by whether or not access to the information is
necessary in order to perform his or her official duties. For state and local government users, their particular states
define what is considered to be a valid “need to know” for access to the IP Gateway.

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(PCII) 5 authorized user training. In the future, IP plans to expand the use of the IP Gateway to
include tribal and territorial government critical infrastructure mission partners as well.
Individuals may request access to the IP Gateway by completing the IP Gateway Account
Request form via the IP Gateway website at https://ipgateway.dhs.gov. The IP Gateway Account
Request Form requests various data elements, which differ based on the type of applicant (i.e.,
federal employee, federal contractor, state government employee, state government contractor,
local government employee, or local government contractor) that is requesting access to the IP
Gateway.
In addition to the applications described above, there are a few applications (i.e., the
Modified Infrastructure Survey Tool (MIST) and the National Counter-IED Capability Analysis
Database (NCCAD)) that sit on the IP Gateway infrastructure, but employ their own individual
user registration, management, and authentication processes. Although these applications fall
within the security boundary of the IP Gateway, they cannot be directly accessed via the IP
Gateway’s main user interface. These applications are serviced by the individual programs’ Help
Desk (not the IP Gateway Help Desk) and can provide access to users outside of the IP Gateway’s
federal, state, and local government community. These additional users may include tribal and
territorial government mission partners, private sector entities, state and local law enforcement,
first responders, and State Homeland Security Advisors (HSA). 6 The NPPD Office of Privacy
maintains separate internal privacy compliance documentation for each of these applications, as
appropriate, and therefore they are not the primary focus of this PIA.
IP Gateway Capability Groups
The IP Gateway provides users with access to a number of applications supporting
activities such as data collection and management, operational scheduling, report management,
and analysis for comprehensive risk assessment, management/mitigation, and contingency
planning. For the sake of clarity, we have established three capability groups, which encompass
all of the IP Gateway applications based on their business function(s).
Capability Group 1: Data Collection and Web-Based Dashboards

5

PCII is a program that protects infrastructure information voluntarily shared with DHS to be used for homeland
security purposes. Through the Critical Infrastructure Information Act of 2002, PCII in the Government’s hands is
protected from disclosure. See Critical Infrastructure Information Act of 2002 available at:
http://www.dhs.gov/sites/default/files/publications/CII-Act_508.pdf. Also see DHS/NPPD/PIA-006(a) Protected
Critical Infrastructure Information Management System (PCIIMS) Final Operating Capability (FOC), available at:
www.dhs.gov/privacy.
6
HSAs are part of the Homeland Security Advisory Council (HSAC), which provides advice and recommendations
to the Secretary on matters related to homeland security. HSAC comprises leaders from state and local government,
first responder communities, the private sector, and academia. See “Homeland Security Advisory Council” available
at: http://www.dhs.gov/homeland-security-advisory-council-0.

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•

Examples of applications that fall under this capability group include data collection and
web-based dashboards, such as the Infrastructure Survey Tool, which may be used to
collect and display data for the Protective Security Advisors (PSA), 7 Sector Specific
Agencies (SSA), 8 or the state, local, tribal, and territorial (SLTT) communities. This
capability group allows for analysis of performance and review of vulnerabilities of critical
infrastructure. The analysis is focused on physical security, cybersecurity, information
sharing, protective measures, and internal and external dependencies. The web-based
dashboards may also be used to convey, track, manage, and graphically display information
collected by the PSAs or through incident reporting.

Capability Group 2: Information Sharing and Training Tools
•

Information Sharing and Training Tools provide for the dynamic sharing of data and
information sources. For example, various information sharing tools enable critical
infrastructure stakeholders to easily access, search, retrieve, visualize, analyze, and export
infrastructure data and resources, including counter-IED information, vulnerability and
consequence data, and protective measures. Data purview restrictions and access controls
are limited by or based on a user’s need to know as described in the “IP Gateway Access
Controls” section of this PIA. NPPD may also use these tools to provide knowledge
management material for designing employee and stakeholder training content.

Capability Group 3: Administrative, Management, and Reporting Capabilities
•

7

Administrative, Management, and Reporting Capabilities can be used to schedule, track,
coordinate, and maintain certain tasks. For example, certain applications in this capability
group allow for both field personnel and NPPD/IP leadership (e.g., Assistant Secretary,
Deputy Assistant Secretary, Division Directors) at headquarters to provide performance
management metrics and quickly assess impacts of missions in the field. In addition, the
IP Gateway provides the ability to connect personnel at headquarters with personnel in the
field who are performing vital functions to protect our critical infrastructure.

PSAs facilitate field activities in coordination with other DHS offices. The PSA Program maintains a robust
operational field capability by: conducting assessments of nationally significant critical infrastructure through
Enhanced Critical Infrastructure Protection (ECIP) security surveys; site assistance visits and incident response; and
providing access to infrastructure security and resilience resources, training, and information.
8
SSAs are federal departments or agencies designated under Presidential Policy Directive-21 (PPD-21) to be
responsible for providing institutional knowledge and specialized expertise as well as leading, facilitating, or
supporting the security and resilience programs and associated activities of its designated critical infrastructure
sector in the all-hazards environment. See PPD-21, Critical Infrastructure Security and Resilience (February 12,
2013) available at https://www.whitehouse.gov/the-press-office/2013/02/12/presidential-policy-directive-criticalinfrastructure-security-and-resil.

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IP Gateway applications 9 may collect business contact information for users and other
POCs. POCs may include, but are not limited to, private sector partners or stakeholders associated
with specific infrastructure assets. NPPD may use this information to communicate with facilities
in support of its infrastructure protection mission. For example, during an event or incident, such
as an attack or natural disaster, NPPD may need to contact facility owners or operators to convey
information to help protect his/her infrastructure. The contact information collected from POCs is
limited to full name, email address, office phone number, cell phone number, and business address.
The NPPD Office of Privacy maintains an internal inventory of all IP Gateway applications
and works with the IP Gateway Program on a continual basis to review and assess new
applications, as well as changes to existing applications, to ensure that proper privacy compliance
documentation is in place and that all privacy risks are being managed appropriately.

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?

IP Gateway is primarily used to collect non-privacy sensitive infrastructure information as
authorized by Section 201(d) of the Homeland Security Act. 10 Furthermore, NPPD’s PCII
program, authorized by the “Critical Infrastructure Information Act,” 11 controls the protection of
the majority of the critical infrastructure information collected and maintained within the IP
Gateway.
Most recently, PPD-21 Critical Infrastructure Security and Resilience, 12 issued in 2013
specifically directed DHS to:
1) In coordination with SSAs and other federal departments and agencies, provide analysis,
expertise, and other technical assistance to critical infrastructure owners and operators and
facilitate access to and exchange of information and intelligence necessary to strengthen the
security and resilience of critical infrastructure; and
2) Conduct comprehensive assessments of the vulnerabilities of the nation’s critical
infrastructure in coordination with SSAs and in collaboration with SLTT entities and critical
infrastructure owners and operators. In support of this Directive, DHS/NPPD/IP employs the IP

9

See Appendix A for the current list of IP Gateway applications.
6 U.S.C. § 121(d).
11
6 U.S.C. § 131 et seq.
12
See PPD-21, Critical Infrastructure Security and Resilience (February 12, 2013) available at
https://www.whitehouse.gov/the-press-office/2013/02/12/presidential-policy-directive-critical-infrastructuresecurity-and-resil.
10

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Gateway, which provides federal, state and local government critical infrastructure mission
partners with various data collection, analysis, and response tools in order to enhance critical
infrastructure protection.

1.2

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

NPPD collects PII from individuals for the purpose of granting access to the IP Gateway.
This collection is covered by the DHS system of records titled, DHS/ALL-004 General
Information Technology Access Account Records System (GITAARS). 13 NPPD also collects PII
to provide customer support to users through the IP Gateway Help Desk. This collection is covered
under DHS/ALL-002 Department of Homeland Security (DHS) Mailing and Other Lists System. 14
In addition to the collections described above, the IP Gateway may also maintain limited
business contact information on critical infrastructure POCs. This information, however, is not
filed or retrieved by the individual’s PII and therefore is not covered by the Privacy Act. POC
information is generally filed and retrieved by the name of a facility or other asset with which the
individual is associated.

1.3

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

A system security plan has been completed for the IP Gateway and the IP Gateway has
been issued an Authority to Operate (ATO) through May 8, 2021 and has been granted admission
into the ongoing authorization program.

1.4

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

User registration records are maintained in accordance with NARA’s General Retention
Schedule 3.2 – Information Systems Security Records, and records created through the IP Gateway
Help Desk (IT Customer Service Files) are maintained in accordance with NARA’s General
Retention Schedule 24 – Information Technology Operations and Management Records.
Additionally, NARA Job No. N1-563-08-36 covers the PCII submitted and maintained
through the IP Gateway, and NARA Job No. N1-563-04-09 covers the critical infrastructure
submissions that do not meet the requirements for PCII.
13

DHS/ALL-004 General Information Technology Access Account Records System (GITAARS), 77 FR 70792,
(November 27, 2012), available at http://www.gpo.gov/fdsys/pkg/FR-2012-11-27/html/2012-28675.htm.
14
DHS/ALL-002 Department of Homeland Security (DHS) Mailing and Other Lists System, 73 FR 71659
(November 25, 2008), available at http://www.gpo.gov/fdsys/pkg/FR-2008-11-25/html/E8-28053.htm.

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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.

The IP Gateway is currently going through the PRA approval process. The IP Gateway’s
PRA package (DHS Docket ID: DHS-2014-0010) includes both the IP Gateway Account Request
Form (used for IP Gateway user registration) and the voluntary IP Gateway Customer Satisfaction
Survey. This PRA package has not yet received an OMB Control number.

Section 2.0 Characterization of the Information
The following questions are intended to define the scope of the information requested and/or
collected, as well as reasons for its collection.

2.1

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

In order to register for access to the IP Gateway, individuals are required to provide certain
information via the online IP Gateway Account Request Form. This form requests various data
elements, which differ based on the type of applicant (i.e., federal employee, federal contractor,
state government employee, state government contractor, local government employee, or local
government contractor) requesting access to the IP Gateway. The information collected by the IP
Gateway Account Request Form is outlined below.
All applicants must provide the following information:
•

U.S. citizen (yes/no);

•

Employee type (federal employee, federal contractor, state government employee, state
government contractor, local government employee, or local government contractor);

•

Role requested (e.g., Assessor/Analyst);

•

First name;

•

Last name;

•

Middle initial (optional);

•

Role in organization;

•

Do they hold any regulatory or rulemaking responsibilities (yes/no);

•

Work address;

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•

Work email;

•

Work phone number;

•

Mobile phone number (optional);

•

Does their organization provide annual Cyber Security and Awareness Training (yes/no);

•

Organization’s Cyber Security Training Date;

•

Their need to know (as verified by IP Gateway Administrators described below);

•

For which state they are requesting IP Gateway access (applicant may also request to
restrict their access to a particular county, city, or zip code within that particular state);

•

PCII trained (yes/no);

•

PCII certification number; and

•

How they plan to use this information (Analysis or CIP Program coordination; incident
planning; emergency response; performing assessments; other).

All additional information requested through the IP Gateway Account Request Form is
dependent upon the type of employee requesting access:
•

Federal employees: Must provide their department or agency; component; work
supervisor’s first and last name, email address and phone number; and their IP Sponsor’s 15
first and last name, email address, and phone number.

•

Federal contractors: Must provide the department or agency they support; component;
contractor representative’s first and last name, email address and phone number;
contracting company’s name and address; and their IP Sponsor’s first and last name, email
address, and phone number.

•

State and local government employees: Must provide their state government name and
agency.

•

State and local government contractors: Must provide their state government name; the
government agency they support; contractor representatives’ first and last name, email
address, and phone number; and their contracting company’s name and address.

Once a federal, state, or local government critical infrastructure mission partner submits
his or her IP Gateway Account Request Form, it is electronically sent to an IP Gateway
15

Federal Government employees and contractors must provide an IP Sponsor’s name and contact information in
order to register for access to the IP Gateway. This information is collected so that IP Gateway Administrators may
contact IP Sponsors to ensure that the requesting Federal Government employee or contractor has a valid need to
know for access to the IP Gateway.

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Administrator. IP Gateway Administrators are responsible for vetting potential IP Gateway users’
need to know and for managing their level of access to IP Gateway data. These IP Gateway
Administrators are located at both the federal and state levels and are responsible for managing the
accounts of IP Gateway users who work in their community (i.e., federal, state, or local
government users). For example, if an IP Gateway applicant is a Department of Defense (DOD)
employee, then an IP Gateway Administrator working within DOD will be assigned to review/vet
the applicant’s IP Gateway Account Request Form and determine what level of access (e.g., state,
county, city, or zip code-wide), if any, the applicant should receive. There is no difference in IP
Gateway user roles or access rights between IP Gateway Administrators at the federal-level versus
those working at the state-level. For more information regarding the different levels of IP Gateway
access and data partitioning, please see Section 8.3 of this PIA. IP Gateway Administrators at the
state-level are appointed by state HSAs and are required, as are all IP Gateway Administrators, to
take the DHS provided IP Gateway module training to ensure they understand the requirements to
establish a valid need to know for state and local government critical infrastructure mission
partners.
When a federal, state, or local government critical infrastructure mission partner initially
submits his or her IP Gateway Account Request Form, it is automatically sent to an IP Gateway
Administrator, working within NPPD/IP, to review whether or not the applicant has completed
PCII Authorized User Training. The review of an applicant’s PCII Authorized User Training must
be performed by IP Gateway Administrators working within NPPD/IP because Administrators are
provided with access to the list of PCII Authorized Users maintained through the PCIIMS. 16 In
order to receive access to the IP Gateway, all applicants must be PCII Authorized Users because
certain surveys and assessments that are conducted using IP Gateway are secured as PCII. If
applicants are not PCII Authorized Users, then they will be redirected to PCIIMS in order to take
the training before being granted an IP Gateway account. This PCII Authorized User Training
covers the consequences of loss or misuse of PCII data, including criminal and administrative
penalties.
Upon review of the IP Gateway applicants’ PCII training status, the applicants’ IP Gateway
Account Request Form is automatically submitted to their assigned IP Gateway Administrator for
review based on their community (i.e., federal, state, or local government). Currently, only
approved DHS/NPPD employees that meet the IP Gateway’s access requirements are provided
with access to the national view, since DHS/NPPD leads the national effort to protect and enhance
the resilience of the nation’s critical infrastructure.
If the assigned IP Gateway Administrator determines that the federal, state, or local
government critical infrastructure mission partner meets the necessary requirements for access to
16

See DHS/NPPD/PIA-006(a) Protected Critical Infrastructure Information Management System (PCIIMS),
available at www.dhs.gov/privacy.

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the IP Gateway, then the applicant is approved for an IP Gateway user account. Because the
Homeland Security Information Network (HSIN) now provides identity federation for users
accessing the IP Gateway, once the applicant is approved, he or she will be prompted to complete
the HSIN Registration Process if he or she does not currently have an account. 17 Once an IP
Gateway account is created, when a user attempts to log into his or her IP Gateway account, it will
go through the HSIN portal for identity proofing and then log the user directly to the IP Gateway.
Upon logging into the IP Gateway for the first time, users will be prompted to complete the IP
Gateway user training. This training must be completed before full-access to the IP Gateway is
permitted because it provides users with a general overview of the system and its various tools and
applications.
NPPD may also collect business contact information from critical infrastructure POCs,
which is accessible through the IP Gateway. This business contact information is limited to: full
name, email address, office phone number, cell phone number, and business address.
Lastly, the IP Gateway provides a Help Desk as an information and assistance resource for
troubleshooting problems with the IP Gateway. The IP Gateway Help Desk provides a single point
of contact for both internal and external stakeholders and partners for technical questions and
assistance on current tools and applications within the IP Gateway. The IP Gateway Help Desk
may collect basic contact information from individuals in order to provide customer support via
phone or email. This contact information includes the individual’s name, work email, and work
phone number.

2.2

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

The information maintained in IP Gateway is received directly from the individual to whom
it pertains. Sources primarily include: federal employees, federal contractors, state government
employees, state government contractors, local government employees, and local government
contractors. Critical Infrastructure POC information may be collected directly from the individual,
or may be provided by individuals designated to act on behalf of the critical infrastructure facility
or private sector entity via other NPPD programs and uploaded to the IP Gateway. Critical
infrastructure information maintained on the IP Gateway may come from a variety of sources, but
does not include PII.

2.3

17

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

For more information about the privacy compliance documentation related to HSIN’s Identity Federation, see
DHS/OPS/PIA-008(d) HSIN R3 User Accounts – February 2017, available at www.dhs.gov/privacy.

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The IP Gateway may include information collected from publicly available sources for the
purpose of completing and verifying basic identifying infrastructure information in submitted site
records and for developing background reports on infrastructure that will be later visited by NPPD.
This collection, however, does not include any PII.

2.4

Discuss how accuracy of the data is ensured.

To ensure accuracy, NPPD/IP collects registration information directly from individuals
that have or are seeking access to the IP Gateway. Contact information is collected directly from
critical infrastructure POCs or individuals designated to act on behalf of the critical infrastructure
facility or private sector entity.

2.5

Privacy Impact Analysis: Related to Characterization of
the Information

There are no risks concerning over-collection or collection of inaccurate PII by IP
Gateway. IP Gateway only collects business contact information directly from individuals for the
limited purposes of registering users for the IP Gateway, providing quality support via the IP
Gateway Help Desk, and gathering critical infrastructure POC information.

Section 3.0 Uses of the Information
The following questions require a clear description of the project’s use of information.

3.1

Describe how and why the project uses the information.

NPPD collects PII from federal, state, and local government critical infrastructure mission
partners during the IP Gateway registration process so that NPPD can create and manage IP
Gateway user roles and accounts. Once users are provided with an IP Gateway account, these
individuals may access a number of applications to conduct comprehensive data collection and
analysis consistent with their need to know. Specifically, IP Gateway enables federal, state, and
local government critical infrastructure mission partners to manage information about the
infrastructure in their communities for risk management, infrastructure protection, event planning,
and incident response activities.
These user roles determine what data users may access within the IP Gateway.
•

Administrator: Administrators may view the IP Gateway’s entire suite of capabilities, in
addition to having the responsibility for managing the accounts of the IP Gateway users
who work in their community. Administrators have read and write access to the User
Management capability, which allows them to determine a user’s level of access and
privileges within the IP Gateway. They also have read and write access to the surveys and
assessments they have conducted, as well as read-only access to completed visits within

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their community. They have read-only access to critical infrastructure data for their
community throughout a series of other IP Gateway tools, as well as read and write access
to planning capabilities.
•

Assessor: Assessors conduct critical infrastructure site surveys and assessments. Assessors
have read and write access to the surveys and assessments they have conducted, as well as
read-only access to completed visits within their community. They also have read-only
access to critical infrastructure data related to their community through a variety of IP
Gateway tools.

•

Analyst: Analysts are responsible for accessing and analyzing IP Gateway data. Analysts
have read-only access to completed surveys and assessments within their community. They
also have read-only access to critical infrastructure data related to their community through
a variety of IP Gateway tools.

The IP Gateway Help Desk also collects PII from current and potential IP Gateway users
in order to manage IP Gateway user accounts and to provide quality technical support.
Lastly, NPPD uses critical infrastructure POC information in order to facilitate
communications with stakeholders related to critical infrastructure security and resilience.

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.

No.

3.3

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

No.

3.4

Privacy Impact Analysis: Related to the Uses of Information

Privacy Risk: There is a risk that users may access IP Gateway applications beyond the
scope of their missions.
Mitigation: IP Gateway Administrators vet all potential users to ensure they possess a
valid need to know for access, and that their access is limited to only the applications necessary
for them to perform their homeland security responsibilities. NPPD further mitigates this risk by
ensuring that user PII is only accessible to the IP Gateway Administrators who require access to
manage system users. Through this role-based access process, NPPD mitigates the risk of
unauthorized access to or misuse of PII. This risk is also mitigated by the IP Gateway Disclaimer

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(see Attachment 3) to which all users of the IP Gateway must consent before logging into the
system. This disclaimer dictates how data may be used and warns users that misuse may be
punishable by civil or criminal penalties.
The IP Gateway further grants access to federal, state, and local government critical
infrastructure mission partners based on location, including state, county, city, and zip code
partitioning options. This ensures that each user has access to only the data for which he/she has
a need to know in order to perform his/her homeland security responsibilities. For example, a
Virginia state user only has access to IP Gateway data for Virginia and will not be able to access
any other state’s data. This partitioning extends to the entire IP Gateway suite of applications.
Currently, only approved DHS/NPPD employees that meet the IP Gateway’s access
requirements are provided with access to the national view because DHS/NPPD leads the
national effort to protect and enhance the resilience of the nation’s critical infrastructure.

Section 4.0 Notice
The following questions seek information about the project’s notice to the individual about the
information collected, the right to consent to uses of said information, and the right to decline to provide
information.

4.1

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

NPPD provides Privacy Act Statements to individuals requesting access to the IP
Gateway via the IP Gateway Account Request Form (see Attachment 1) and to individuals
contacting the IP Gateway Help Desk (see Attachment 2) before they submit any personal
information to NPPD.
Additionally, NPPD provides notice through this PIA and through the publication of the
DHS/ALL-002 and DHS/ALL-004 18 SORNs.

4.2

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

All PII is submitted on a voluntary basis and, as such, individuals may elect not to
participate. An individual’s PII is only used for the purposes of registration, IP Gateway Help
18

See DHS/ALL-002 Department of Homeland Security (DHS) Mailing and Other Lists System, 73 FR 71659
(November 25, 2008), available at http://www.gpo.gov/fdsys/pkg/FR-2008-11-25/html/E8-28053.htm; and
DHS/ALL-004 General Information Technology Access Account Records System (GITAARS), 77 FR 70792,
(November 27, 2012), available at http://www.gpo.gov/fdsys/pkg/FR-2012-11-27/html/2012-28675.htm.

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Desk support, or contacting POCs as necessary. Users of the IP Gateway may request to update
or remove their information by contacting the IP Gateway Help Desk. Help Desk staff will
coordinate the request with the IP Gateway Program Manager. The Program Manager will work
in coordination with the NPPD Office of Privacy to ensure the updates or removal of the
requested information is in accordance with DHS policy.

4.3

Privacy Impact Analysis: Related to Notice

There is no risk of inadequate notice. NPPD provides Privacy Act Statements to
individuals requesting access to the IP Gateway via the IP Gateway Account Request Form (see
Attachment 1) and to individuals contacting the IP Gateway Help Desk (see Attachment 2)
before they submit any personal information to NPPD. Notice is also provided via this PIA and
the DHS/ALL-002 and DHS/ALL-004 SORNS. 19

Section 5.0 Data Retention by the project
The following questions are intended to outline how long the project retains the information after
the initial collection.

5.1

Explain how long and for what reason the information is retained.

User registration records are maintained until the business use ceases, in accordance with
NARA’s General Retention Schedule 3.2 – Information Systems Security Records.
Records created through the IP Gateway Help Desk (IT Customer Service Files) are maintained
for one year after they are superseded or obsolete, in accordance with NARA’s General
Retention Schedule 24 – Information Technology Operations and Management Records.
Additionally, NPPD has a retention schedule approved by NARA for PCII submitted and
maintained through the IP Gateway under NARA Job No. N1-563-08-36. In addition, the NARA
approved retention schedule, NARA Job No. N1-563-04-09, covers the critical infrastructure
submissions that do not meet the requirements for PCII.
NPPD is currently working on a comprehensive records schedule for all other records
generated and maintained by the IP Gateway system.

5.2

Privacy Impact Analysis: Related to Retention

There are minimal risks that IP Gateway will retain PII for a longer time period than is
relevant and necessary under its approved records retention schedules. Audits and ongoing
vigilance are applied to verify adherence to applicable records retention schedules. In addition,
Section 8.0 of this PIA details the security measures used to safeguard IP Gateway information

19

Id.

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throughout its lifecycle.

Section 6.0 Information Sharing
The following questions are intended to describe the scope of the project information sharing
external to the Department. External sharing encompasses sharing with other federal, state and local
government, and private sector entities.

6.1

Is information shared outside of DHS as part of the normal
agency operations? If so, identify the organization(s) and how
the information is accessed and how it is to be used.

NPPD critical infrastructure POC information and infrastructure-related data is shared
through the IP Gateway with DHS employees as well as state and local government critical
infrastructure mission partners who possess homeland security responsibilities, have a valid need
to know, and have completed PCII Authorized User Training.

6.2

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

NPPD does not share any Privacy Act-covered information outside of DHS from the IP
Gateway. NPPD collects PII from individuals for the purpose of granting access to the IP
Gateway and to provide customer support to users through the IP Gateway Help Desk. These
information collections are covered by the DHS/ALL-002 and DHS/ALL-004 20 SORNs and are
not shared outside of DHS.
However, IP Gateway also maintains limited business contact information on critical
infrastructure POCs. As noted in Section 1.2, this information is not filed or retrieved by the
individual’s PII and therefore is not covered by the Privacy Act. POC information is generally
filed and retrieved by the name of a facility or other asset with which the individual is associated.
This critical infrastructure POC information is the only PII shared outside of NPPD via the IP
Gateway with DHS employees as well as state and local government critical infrastructure
mission partners who possess homeland security responsibilities, have a valid need to know, and
have completed PCII Authorized User Training.

6.3

20

Does the project place limitations on re-dissemination?

See DHS/ALL-002 Department of Homeland Security (DHS) Mailing and Other Lists System, 73 FR 71659
(November 25, 2008), available at http://www.gpo.gov/fdsys/pkg/FR-2008-11-25/html/E8-28053.htm; and
DHS/ALL-004 General Information Technology Access Account Records System (GITAARS), 77 FR 70792,
(November 27, 2012), available at http://www.gpo.gov/fdsys/pkg/FR-2012-11-27/html/2012-28675.htm.

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User PII collected for IP Gateway registration purposes cannot be re-disseminated
outside of NPPD because the information is collected for the sole purpose of granting access to
the IP Gateway.
Some PII associated with NPPD critical infrastructure POCs is intertwined with PCII
contained within the IP Gateway. Re-dissemination limitations are consistent with the
safeguarding and handling requirements of PCII, which is only shared with PCII Authorized
Users that possess a need to know. All other data within the IP Gateway is, at most, Sensitive but
Unclassified (SBU) and, as such, is only to be shared with other federal, state, or local entities
that possess a need to know.

6.4

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

The IP Gateway audits all user access to its data. As such, a record is maintained,
including the name of the user, the date of access, and the data accessed anytime a user accesses
or downloads data from the IP Gateway.
NPPD does not share any Privacy Act-covered information outside of DHS from the IP
Gateway.

6.5

Privacy Impact Analysis: Related to Information Sharing

Privacy Risk: There is a risk that POC information maintained on the IP Gateway will
be shared with individuals that do not possess a need to know.
Mitigation: NPPD mitigates this risk by having IP Gateway Administrators vet potential
IP Gateway users prior to access being granted. To ensure that all IP Gateway users possess a valid
need to know for access to the POC information maintained on the IP Gateway.
This risk is further mitigated by IP Gateway Administrators limiting users’ system access
to only the data for which the users have a need to know in order to perform his/her homeland
security responsibilities, per PCII data protection requirements. To do this, IP Gateway
Administrators assign user roles and partition data based on location. As explained in the “IP
Gateway User Roles and Access Controls” section of this PIA, the IP Gateway system user roles
(e.g., Administrator, Assessor, or Analyst) determine which applications a user may view within
the IP Gateway. Meanwhile, by partitioning data, IP Gateway Administrators can limit federal,
state and local government users’ access based on their location, to include state, county, city, and
zip code partitioning options. As a result, IP Gateway users do not have access to any PII for which
they do not possess a need to know This risk is also mitigated by the IP Gateway Disclaimer (see
Attachment 3) to which all users of the IP Gateway are required consent to before logging into the
system. This disclaimer dictates how data from the system may be used and warns users that
misuse may be punishable by civil or criminal penalties.

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Section 7.0 Redress
The following questions seek information about processes in place for individuals to seek redress
which may include access to records about themselves, ensuring the accuracy of the information collected
about them, and/or filing complaints.

7.1

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

IP Gateway users are able to access their PII via the account management tool or by
contacting the IP Gateway Help Desk.
Critical infrastructure POCs also do not have direct access to their information through the
IP Gateway. However, POCs have an ongoing relationship with NPPD and can access and correct
information that was voluntarily provided to the agency. For example, a POC may choose to
contact NPPD to ensure that information on his/her facility, including his/her contact information,
is accurate.
Lastly, all individuals may also request access to information about themselves by
submitting a Freedom of Information Act (FOIA) or Privacy Act (PA) request to the NPPD FOIA
Officer at 245 Murray Lane SW, Washington, D.C. 20528-0380. Individuals may obtain directions
on how to submit a FOIA or PA request at http://www.dhs.gov/how-submit-foia-or-privacy-actrequest-department-homeland-security.

7.2

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

IP Gateway users may update their contact information via the account management tool
or by contacting the IP Gateway Help Desk. POCs may update erroneous information by making
a request to the NPPD component that collected the information from them. Instructions on how
to correct inaccurate or erroneous information are provided in this PIA and through guidance
issued by the NPPD program office.
Users may also write to the NPPD FOIA Officer at 245 Murray Lane SW, Washington,
D.C. 20528-0380, to have inaccurate or erroneous PII corrected.

7.3

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

Individuals are notified of the procedures to correct information through this PIA and the
DHS/ALL-002 and DHS/ALL-004 SORNs. 21 Users may also contact the IP Gateway Help Desk
21

See DHS/ALL-002 Department of Homeland Security (DHS) Mailing and Other Lists System, 73 FR 71659
(November 25, 2008), available at http://www.gpo.gov/fdsys/pkg/FR-2008-11-25/html/E8-28053.htm; and

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during normal business hours. The Help Desk contact information is readily available on the IP
Gateway log-in screen.

7.4

Privacy Impact Analysis: Related to Redress

Privacy Risk: Individuals may be unaware of or not understand their redress options.
Mitigation: Most PII maintained within the IP Gateway pertains to IP Gateway users, in
which case, those users have the ability to access and correct their data via the account management
tool or by contacting the IP Gateway Help Desk. Although POCs do not have direct access to
information, most POCs can update or correct their data through ongoing working relationships
with NPPD. Redress will be provided as described above in sections 7.1-7.2. Notice of redress
procedures are also provided in the DHS/ALL-002 and DHS/ALL-004 SORNs. 22 Contact
information for the IP Gateway Help Desk is readily available on the IP Gateway log-in screen.

Section 8.0 Auditing and Accountability
The following questions are intended to describe technical and policy based safeguards and
security measures.

8.1

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

The IP Gateway uses a number of continuous monitoring tools to maintain a secure
baseline and to prevent unauthorized access, including centralized logging and vulnerability
scanning tools. The IP Gateway has also been subject to multiple audits by the Government
Accountability Office (GAO) and the DHS Office of Inspector General. In addition, DHS policy
requires that systems implement auditing at the user level and regularly analyze audit logs to
determine misuse or abuse. The likelihood of unauthorized access is mitigated through technical
controls including firewalls, intrusion detection, encryption, access control lists, system hardening
techniques, and other security measures. All implemented controls meet federal and DHS
requirements governing information assurance.
The NPPD Office of Privacy maintains an internal inventory of all the IP Gateway’s
applications and works with the IP Gateway Program on a continual basis to review and assess
new applications, as well as changes to existing applications, to ensure that proper privacy
compliance documentation is in place and that all privacy risks are being managed appropriately.

8.2

Describe what privacy training is provided to users

DHS/ALL-004 General Information Technology Access Account Records System (GITAARS), 77 FR 70792,
(November 27, 2012), available at http://www.gpo.gov/fdsys/pkg/FR-2012-11-27/html/2012-28675.htm.
22
Id.

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either generally or specifically relevant to the project.
Users outside of DHS with access to the IP Gateway will not receive privacy training from
DHS. However, all DHS users (employees and contractors) undergo DHS privacy training, which
includes a discussion of the DHS Fair Information Practice Principles (FIPPs) and instructions on
handling PII in accordance with FIPPs and DHS privacy policy. Additionally, all DHS and
contractor personnel must complete annual privacy refresher training to retain system access.
Security training is also provided to DHS personnel on an annual basis, which helps to maintain
awareness for safeguarding PII. DHS reports on employees and contractors who receive IT
security and privacy training as required by the Federal Information Security Management Act
(FISMA) of 2002.
In addition, certain information maintained in the IP Gateway is considered PCII. As a
result, all IP Gateway users are required to take PCII Authorized User Training before they are
granted access to the IP Gateway. This training provides IP Gateway users with an understanding
of proper handling and safeguarding techniques for PCII.

8.3

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

Before a user is granted access to the IP Gateway, the IP Gateway Administrator assigned
to review the applicant’s IP Gateway Account Request Form is responsible for ensuring that the
user’s access is limited to only the data for which the user has a need to know, per PCII data
protection requirements. IP Gateway Administrators are responsible for vetting and granting
access for requesting homeland security professionals to one of three user roles (Administrator,
Assessor, or Analyst as described in Section 3.1). Additionally, DHS has well-established and
comprehensive processes to enhance information security and minimize possibilities for
unauthorized access. DHS personnel adhere to internal information security policies. In addition,
robust auditing measures and technical safeguards will help monitor unauthorized access and
attempted access. To reduce the risk of a data breach, proactive monitoring of logs will identify
potential incidents as early as possible, and audit trails will be maintained to facilitate investigation
of incidents in accordance with DHS Privacy Incident Handling Guidance. Regularly scheduled
risk assessments will be performed on the security controls to identify potential vulnerabilities,
including technical, managerial, and physical security access.

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?

All information sharing agreements are developed by the program manager and the

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system owner in coordination with the IP Data Governance Board and NPPD/IP Privacy
Analyst. In addition, the NPPD Senior Privacy Officer and counsel review agreements,
access, MOUs, and uses of information, as appropriate.

Responsible Officials
Eve Ploshkonka
Acting Director, Infrastructure Information Collection Division
Office of Infrastructure Protection
National Protection and Programs Directorate
Department of Homeland Security

Approval Signature

Original, signed copy on file with the DHS Privacy Office.
Philip S. Kaplan
Chief Privacy Officer
Department of Homeland Security

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ATTACHMENT 1
IP Gateway Privacy Act Statement
Authority: 44 U.S.C. § 3101 and 44 U.S.C. § 3534 authorize the collection of this information.
Purpose: DHS will use this information to create and manage your user account and grant access
to the Infrastructure Protection (IP) Gateway.
Routine Use: This information may be disclosed as generally permitted under 5 U.S.C. §
552a(b) of the Privacy Act of 1974. This includes using the information, as necessary and
authorized by the routine uses published in DHS/ALL-004 General Information Technology
Access Account Records System (GITAARS) November 27, 2012, 77 Fed. Reg. 70792.
Disclosure: Furnishing this information is voluntary; however failure to provide the information
requested may delay or prevent DHS from processing your access request.

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ATTACHMENT 2
IP Gateway Help Desk Privacy Act Statement
Authority: 5 U.S. C. § 301 and 44 U.S.C. § 3101 authorize the collection of this information.
Purpose: DHS will use this information to confirm your Infrastructure Protection (IP) Gateway
user role and respond to your questions.
Routine Use: This information may be disclosed as generally permitted under 5 U.S.C. §552a(b)
of the Privacy Act of 1974, as amended. This includes using the information, as necessary and
authorized by the routine uses published in DHS/ALL-002 Department of Homeland Security
(DHS) Mailing and Other Lists System of Records November 25, 2008, 73 Fed. Reg. 71659.
Disclosure Furnishing this information is voluntary; however, failure to provide any of the
information requested may prevent the IP Gateway Help Desk from providing assistance or
answering your questions.

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ATTACHMENT 3
IP Gateway System-Use Disclaimer
The following disclaimer is displayed for and must be accepted by all users prior to accessing the
IP Gateway:
You are about to access a Department of Homeland Security computer system. This
computer system and data therein are property of the U.S. Government and provided
for official U.S. Government information and use. There is no expectation of privacy
when you use this computer system. The use of a password or any other security
measure does not establish an expectation of privacy. By using this system, you
consent to the terms set forth in this notice. You may not process classified national
security information on this computer system. Access to this system is restricted to
authorized users only. Unauthorized access, use, or modification of this system or of
data contained herein, or in transit to/from this system, may constitute a violation of
section 1030 of title 18 of the U.S. Code and other criminal laws. Anyone who
accesses a federal computer system without authorization or exceeds access authority,
or obtains, alters, damages, destroys, or discloses information, or prevents authorized
use of information on the computer system, may be subject to penalties, fines, or
imprisonment. This computer system and any related equipment is subject to
monitoring for administrative oversight, law enforcement, criminal investigative
purposes, inquiries into alleged wrongdoing or misuse, and to ensure proper
performance of applicable security features and procedures. DHS may conduct
monitoring activities without further notice.

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APPENDIX A – IP Gateway Applications (as of August 21, 2018)
Data Collection and Web-Based Dashboards
Buffer Zone Protection (BZP) Tracker - The BZP Tracker previously collected Protected
Critical Infrastructure Information (PCII), Law Enforcement Sensitive (LES), and For Official
Use Only (FOUO) data that allow tracking of submitted Buffer Zone Protection Plans and the
current review status and funding associated. The BZP Tracker no longer collects information
and information is maintained on the tracker for historical purposes.
Data Viewer - The Data Viewer allows users to view data collected through the ACAMS, a
decommissioned program. The ACAMS system was used by state and local government
agencies to collect critical infrastructure information to support state and local homeland security
duties.
Events and Incidents - Events & Incidents is a reference capability designed to dynamically
contain important information such as contacts, documents, resources, and links for Steady-State,
Special Events, and Domestic Incidents. The Events & Incidents capability includes the
following features: editable, state-Specific Steady-State facility information including
consequence, vulnerability, threat, and resilience indices for state/local users to monitor and
update; editable, Special Events that can cross-reference Steady-State facility information and
propose mitigated vulnerability and mitigated risk indices for state/local users to monitor and
update pre-event; editable, Domestic Incident events that can cross-reference Steady-State
facility information. Facility operability, critical infrastructure needs, Requests for Action/
Requests for Information (RFA/RFI), and reports can be generated, monitored, and updated as
the incident progresses; and a searchable, customizable facility list.
Infrastructure Data Call Application (IDCA) - IDCA is web-based data collection tool that was
designed to collect annual submissions to the National Critical Infrastructure Prioritization
Program (NCIPP) managed by the National Risk Management Center (NRMC). Submissions can
be entered by state and territorial Homeland Security Advisors (HSA), federal Sector-Specific
Agencies (SSA), and Protective Security Advisors (PSA).
Map View - The Map View enables users to visualize critical infrastructure resources in a
geospatial context. The Map Viewer provides users with the ability to drill down and view
numerous data layers for specific states, counties, or cities. These layers include static layers,
such as facilities-by-sector, daytime population, or street-view pictures; and dynamic layers, such
as current wildfire or weather elements. These geographically accurate presentations provide a
wealth of visual information, affording IP mission partners with an in-depth look at an area’s
operational situation.
Modified Infrastructure Survey Tool (MIST) – MIST is the Interagency Security Committee-

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certified protective tool suite used by the Federal Protective Service (FPS) to systematically
capture, store, and access information associated with federal facility within its area of
responsibility. Data in the system includes threats, vulnerabilities, occupants, countermeasures,
security plans, and other relevant information. This information supports the creation of Facility
Security Assessments (FSA) to guide risk management decisions for the protection of those
facilities. Within MIST, users are able to evaluate direct threats to a facility, threats likely to
impact a facility, the vulnerability of a facility to those identified threats, and the consequences
of not mitigating those vulnerabilities. MIST is used to determine countermeasure
recommendations necessary to protect those facilities and to document and track the status of
countermeasures and countermeasure projects at the facilities.
National Cybersecurity and Communications Integration Center (NCCIC) WebEOC – The
NCCIC WebEOC is a multi-purpose web-based application engineered to assist and support
NCCIC Duty Officers and the broader NCCIC end-user community in managing information
related to critical infrastructure. WebEOC is an incident management system with wide-ranging
capabilities including: documenting and cataloging data in a searchable enterprise-level database,
managing information workflows, automatically generating finished reports, and creating a
timeline of events that are shared among WebEOC users. Furthermore, WebEOC provides users
with 24/7 situational awareness through the capturing and dissemination of timely, relevant, and
actionable information.
National Infrastructure Coordinating Center (NICC) WebEOC – The NICC WebEOC
supports the NICC watch analysts and the broader IP community to manage information and
incidents related to critical infrastructure. This system manages information workflows for
several NICC-created products including Data Capture, Request for Information (RFI) responses,
Suspicious Activity Reports (SAR), and Current Situation Reports (CSR). WebEOC
automatically generates PDF reports from internal records that are distributed to stakeholders.
WebEOC also functions as a data management tool by recording and cataloging RFIs, National
Response Center (NRC) emails, watch operations log (Data Capture) and all NICC reports and
products. These records create a timeline of events that is shared among WebEOC users.
Stakeholder Risk Asssessment and Mitigation (SRAM) Portal - The SRAM portal is to provide
a central repository of contact information, calendar functions, assessment questions, assessment
reports/dashboards, and automated workflows of assessment logistics and processes. The SRAM
Portal is tailored specifically for the collection of SRAM evaluation data capture and tracking
needs.
Surveys and Assessments - The Surveys and Assessments Tool (formerly Infrastructure Survey
Tool) is a web-based tool used to facilitate data collection and analysis. It was designed as a
multi-use tool to be used during PSA and SLTT visits to critical infrastructure sites. Surveys
come in three sizes depending on amount of time available to perform the survey - Rapid

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(shortest), Standard, and Enhanced (longest.) The application produces a dashboard for the
owner and operator to view their assessment information and manipulate it to identify measures
that can be taken to increase their security and resilience scores.

Information Sharing and Training Tools
Digital Library - The Digital Library provides access and a method to search for key research
and reports related to critical infrastructure. With the Digital Library, a user can access thousands
of documents related to critical infrastructure ranging from facility assessments to sector specific
standards. Documents come from the information within the IP Gateway system. Documents are
also pulled from several open source sites. Users also have the ability to add relevant documents
to the library via a link in the Digital Library. Recommended documents will be sent to the
Digital Library librarian using the system’s content management system for approval before
upload.
Infrastructure Protection Report Series (IPRS) - IPRS is a comprehensive series of reports
developed by PSCD to increase awareness of the infrastructure protection mission and build a
baseline of security knowledge throughout the Nation to help deter, detect, defend, respond, and
recover from a terrorist attack or natural or man-made disaster. The IPRS focuses on
infrastructure characteristics and common vulnerabilities (CV), potential indicators of terrorist
activity (PI), and associated protective measures (PM) and are referred to as CV/PI/PM Reports.
IP Gateway File Share - The File Share allows users to have access to upload/download
documents for a specific IP program or activity. It provides a collaboration tool to post related
files in a common place and also allows for the transfer of large documents that exceed email
limitations.
National Counter-IED Capability Analysis Database (NCCAD) - NCCAD is an online
assessment tool that provides an analysis of bomb squads, explosive detection canine teams, dive
teams, and special weapons and tactics (SWAT) teams throughout the United States. NCCAD is
managed by NPPD’s Office of Infrastructure Protection (IP), Protective Security Coordination
Division (PSCD), Office for Bombing Prevention (OBP). This methodology measures readiness,
equipment, training, and assets required for effective response to improvised explosive device
(IED) threats. It also identifies gaps and makes recommendations for closing those gaps.

Administrative, Management, and Reporting Capabilities
Calendar - The Calendar is used by assessors to track upcoming surveys and assessments. This
read-only capability displays FOUO data only and is populated by the scheduling information
collected in the Surveys and Assessments area. The Calendar displays the scheduling
information for asset visits from the IST/Surveys and Assessments Tool. This supports
situational awareness for IP personnel.

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Cyber Information Sharing and Collaboration Program (CISCP) Tracker - The CISCP
Tracker provides a means of tracking the creation and approval process of CISCP Cooperative
Research and Development Agreements (CRADA) and managing relationships with CISCP
stakeholders by serving as a repository for organization information, points-of-contact and
meeting notes. CRADAs are legal documents that are established between the Federal
Government and commercial entities for the purposes of creating a collective environment for
the research and development of technology.
Data Taxonomy – The Data Taxonomy facilitates a common understanding of infrastructure
terminology within the infrastructure protection community. It does this by categorizing
infrastructure assets and establishes a common language for all to use. The IDT is structured into
five levels of detail, although not all assets require all five levels. In descending order, these
levels are sector, subsector, segment, sub-segment, and asset type.
National Infrastructure Protection Plan (NIPP) Metrics Portal - The NIPP Metrics Portal is a
secure, web-based application that is used to input and display metrics information. In addition,
consolidated metrics information, scheduling, and calendar functions are provided through the
portal. The NIPP Metrics Portal provides benefits to both the SSAs and DHS. The Portal is a
living tool that will evolve in response to the needs of the NIPP user community in meeting the
requirement that SSAs provide updated programmatic metrics information to the Department of
Homeland Security twice annually.
Personnel Activity Application (PAA) - PAA allows the user to capture contact information,
activities, and program information and produce reports on all areas. The application also has a
standard workflow and template for after action reports. The application is role-based and
provides different read/write options for each role. One role has the ability to view his/her own
inputs and the other role allows supervisors to review and pull metrics on all employee activities.
Protected Critical Infrastructure Information Management System (PCIIMS) - PCIIMS is a
suite of information technology applications and the means by which Critical Infrastructure
Information submitted from the private sector is received, validated, protected, and catalogued as
Protected Critical Infrastructure Information. PCIIMS also facilitates the training, registration,
and management of all PCII Authorized Users.
Protective Security Advisor (PSA) Tracker - The PSA Tracker is used by field personnel and
HQ in order to track tentative and actual activity, Administrative Uncontrolled Overtime (AUO),
and home-to-work government vehicle mileage, PSA daily work assignments, and statistical
information on PSA activities. It also provides the ability to schedule and coordinate various
field activities including Site Assistance Visits, Enhanced Critical Infrastructure Protection
(ECIP) visits, Infrastructure Visualization Platform (IVP) visits, support for National Special
Security Event (NSSE) and Special Event Assessment Rating (SEAR) level activities, and

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critical outreach activities as directed by NPPD/IP leadership.
Trip Tracker - The Trip Tracker is used for scheduling trips and visits to facilities for various
type of assessments. Users include DHS HQ and supporting field personnel. The application
provides a workflow that uses a consistent method for scheduling facility visits across PSAs with
notifications when changes are made to a visit. The application allows the user to look up
available personnel and assign them to the visits. The Trip Tracker produces reports of all
scheduled visits and shares the visit dates and assignments with the Weekly Activity Report
application.
Weekly Activity Report – The Weekly Activity Report is used for advanced tracking of team
schedules and to track activity for assessment teams. All data collected is FOUO. The application
allows for the tracking of National Guard Bureau and DHS PSA activities. The application
produces standard reports and identifies conflicts between the Trip Tracker and Weekly Activity
Report applications.