Publication
Department of Public Expenditure, NDP Delivery and Reform (Register of Users)
From Department of Social Protection
Published on
Last updated on
From Department of Social Protection
Published on
Last updated on
Updated: May 2018
Yes
The Department currently uses the PPS Number for identification purposes within the HR Strategy Unit, on the Human Resources Management system (HRMS), communications with the Chief Medical Officer's Office and with other Departments.
The Office of Government Procurement uses the PPS Number as a customer identifier within the Business Intelligence (BI) database for trade suppliers who do not have VAT numbers for business conducted with public sector bodies. This data is part of the spend transactional records we receive from public sector organisations.
The Pensions Section has the responsibility for the processing of pensions and superannuation benefits for certain non-delegated Departments in respect of civil servants on their retirement. The PPSN is requested on the application forms and is necessary in respect of the payment of pension payments and the legal requirement in respect of PAYE…etc. It is also required in cases where non periodic contributions in respect of Spouses & Children's Pension Scheme may need to be deducted which attract (depending on individual's circumstances) a refund of PAYE. In such cases this Department issues a certificate of the deduction made.
The Pension Section also has the responsibility of the Pensions Insolvency Payments Scheme (PIPS) processing pension benefits of those pensioners who join the PIPS scheme. The PPSN is requested on the application data and is necessary in respect of the payment of pension payments and the legal requirement in respect of PAYE etc.
The Pensions Section, for the proper operation of public service pension schemes, including the estimation of the accrued pension liability as required by EU Regulation, collects PPSN level data on pensioners in receipt of a public service pension from relevant authorities.
The PPSN is also used to transact shared services for PeoplePoint, HR, Pensions and Payroll Shared Services for in-scope government departments/offices.
The National Shared Service Office Financial Shared Service (FSS) uses the PPS Number as a unique identifier within the Government financial management system for trade suppliers who do not have VAT numbers for business conducted with public sector bodies. This data is part of the supplier creation records received from legacy civil service organisations’ financial systems as part of the migration to FSS and from supplier creation forms where the supplier is required to be created for payment purposes on FSS financial management system after go-live and used to verify tax clearance status with Revenue’s ROS system.
The Human Resources Strategy Unit exchanges the PPS number in dealings with other Departments only. The Department also transacts PPSN numbers within the shared services centres and across the SSC i.e. PeoplePoint to Payroll Shared Services Centres.
The Pensions Section, in respect of its legal obligations (as is the case with all employers) in making deductions, exchanges the PPSN with the Revenue Commissioners and Department of Social Protection as necessary.
Regarding the Pensions Insolvency Payments Scheme (PIPS) our third party administrator for the Waterford pensioners, B & E Enterprises, has access to PPSN numbers. The Paymaster General Office makes fortnightly pensions to other PIPS pensioners.
Yes. The Office of the Government Chief Information Officer (OGCIO) views the PPS number as a core element of the Data pillar in the ICT Strategy as it's a key identifier of citizens who interact with government services.
There are Eight Rules of Data Protection which govern the processing of personal data set out as follows:
Yes. It is only used for the purposes outlined above. All paper files are stored in a secure location and only staff who work in the Division have access to the electronic files. Access to electronic files is restricted to staff of the Division. This is constantly kept under review and as soon as a member of staff leaves access to the electronic and storage system is immediately removed from them.
The Office of Government Procurement (OGP) has also signed a Data Sharing Agreement with all disclosing public sector organisations. The datasets containing the PPSN is held in a database hosted on the ICT infrastructure of the Department of Public Expenditure and Reform. Access to this Confidential Information is restricted to Office of Government Procurement staff and is used for data analytics.
The Financial Shared Service (FSS) has also signed a Data Sharing Agreement with all disclosing civil service organisations. The datasets containing the PPSN are held in a database hosted on the ICT infrastructure of the National Shared Service Organisation (NSSO). Access to this Confidential Information is restricted to Financial Shared Service staff and is used for verifying tax clearance status on Revenue’s ROS system.