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PIA - Flight Standards Training Needs Assessment (FSTNA)

DEPARTMENT OF TRANSPORTATION
Federal Aviation Administration
 

PRIVACY IMPACT ASSESSMENT

Flight Standards Training Needs Assessment (FSTNA)

April 12, 2010


Overview of Privacy Management Process

The Federal Aviation Administration (FAA), within the Department of Transportation (DOT), has been given the responsibility to carry out safety programs to ensure the safest, most efficient aerospace system in the world. The FAA is responsible for:

  • Regulating civil aviation to promote safety;
  • Encouraging and developing civil aeronautics, including new aviation technology;
  • Developing and operating a system of air traffic control and navigation for both civil and military aircraft;
  • Developing and carrying out programs to control aircraft noise and other environmental effects of civil aviation; and
  • Regulating U.S. commercial space transportation.

One of the programs that helps the FAA fulfill this mission is the Flight Standards Training Needs Assessment (FSTNA) system, which is an application that identifies Flight Standards Services (AFS) training needs for current and future fiscal years.

The FSTNA system provides a web-enabled application which integrates personnel data from the Federal Personnel Payroll System (FPPS) and training data from the Electronic Learning Management System (eLMS).

Information, Including Personally Identifiable Information (PII) in the System

The FSTNA system contains both personally identifiable information (PII) and non-personally identifiable information pertaining to Flight Standards employees. PII collected in the FSTNA system includes the employee's:

  • Employee First Name, Middle Name, and Last Name
  • Employee Social Security Number (SSN)
  • Employee Date of Birth (DOB)
  • Citizenship of Employee
  • eLMS ID (Includes part of SSN)
  • Employee Email Address
  • Employee Grade
  • Position description attributes

An individual's PII is entered into the FSTNA system from eLMS and from FPPS.

Why FSTNA Collects Information

The FSTNA does not directly collect information from individuals. Information in FSTNA is obtained from the Federal Personnel Payroll System (FPPS) and training data from the Electronic Learning Management System (eLMS).

Legal Authority for Information Collection

The legal authority for information collection is 5 U.S.C. 5101, et seq.; 31 U.S.C. 3512.

How FSTNA Uses Information

FSTNA information is used to identify Flight Standards Services employee training needs for current and future fiscal years.  

How FSTNA Shares Information

FSTNA shares information with the FAA's Business Historical Analysis Repository. In order for any DOT/FAA line of business or staff office to get information from FSTNA it must complete a MOU outlining the business case for gaining access to the data. In the routine usage of FSTNA, there is no exchange or sharing of any PII with non-DOT entities. Since FSTNA is a system of records under the Privacy Act, DOT may share information from FSTNA in accordance with the routine uses and as authorized by law.  

How FSTNA Provides Notice and Consent

For an individual's PII to be included in FSTNA, that individual must be a trainee. FSTNA provides notice on the home page from the system's privacy policy, which the user must agree to the terms they read.  

How FSTNA Ensures Data Accuracy

Training information is imported from eLMS directly to the FSTNA database. Personnel information is imported from FPPS. eLMS and FPPS are the systems of record and, therefore, responsible for ensuring accuracy of data. Any errors or requested updates to the information must be addressed through eLMS and FPPS.

How FSTNA Provides Redress

Under the provisions of the Privacy Act, individuals may request searches of the Flight Standards Training Needs Assessment to determine if any records have been added that may pertain to them. Included in the request must be the following:

  • Name
  • Mailing address
  • Phone number and/or email address
  • A description and if possible, the location of the records sought

The request should be made to:

Federal Aviation Administration
Privacy Office
Suite 712
800 Independence Ave. SW
Washington DC, 20591

For questions relating to privacy go to the FAA Privacy Policy: http://www.faa.gov/privcy/

How FSTNA Secures Information

FSTNA takes appropriate security measures to safeguard PII and other sensitive data. FSTNA is an FAA Intranet application and authenticated users are the only individuals who have access.

In addition, access to FSTNA PII is limited according to job function. FSTNA access control privileges are set according to the following roles:

  • Employee
  • Employee Admin
  • Office
  • Office Admin
  • Regional
  • Regional Admin
  • National
  • National Admin
  • Ultimate

The matrix below describes the levels of access and safeguards around the FSTNA roles as they pertain to PII. 

Role Access Safeguards
Employee

Have read access to their own records, and are able to prepare their Individual Training Plan (ITP), change their e-mail and password, and request a date swap for approved training

  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • User-set password.
Employee Admin Have read, write and execute privileges only to their own records
  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • User-set password.
Office Read records of employees assigned to the users corresponding office
  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • User-set password
Office Admin Have write privileges for employees assigned to the users corresponding office
  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • User-set password.
  • Can assign privileges to employee users.
Regional Have read access to all the employee records within the users corresponding region to coordinate training activities
  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • User-set password.

Regional Admin

Edit employee records within the users corresponding region
  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • User-set password.
  • Can assign privileges to all Office and employee users.
National Have read access to all employee records across all regions
  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • User-set password.
National Admin Have access to update all employee records
  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • User-set password.
  • Can assign privileges to all users except for the Ultimate user.
Ultimate Activate forms and have read, write, and execute access to all records
  • Intranet application which requires the user to be on the network.
  • Must authenticate to the network before gaining access to the FSTNA application.
  • Can assign privileges to all levels of users

How Long FSTNA Retains Information

Electronic records generated by FSTNA are currently unscheduled with the National Archives and Records Administration (NARA). Until they are scheduled data in FSTNA is maintained until the individual changes positions, retires from the FAA , is manually purged, or the source database, eLMS, is updated. 

System of Records

FSTNA is a system of records subject to the Privacy Act because it is searched by SSN and eLMS ID.

Updated: Thursday, April 11, 2013