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Glossary of Terms Used for USAID's Automated Directives System (ADS) - Updated 07/15/2011 Partial Revision

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Term Definition
Official File Copy

The official file copy of an outgoing letter or memorandum is the Agency record copy that bears the name and signature or initials of the drafting, clearing, and signing officers (USAID Automated Directives System - ADS - Chapter 503).

Official On-Line

Accessible via a computer or computer network, such as the Internet (USAID Worldwide Purchase Card Program Manual, A Mandatory Reference for ADS Chapter 331).

Official Parking

Parking spaces reserved for government-owned or government-leased vehicles (USAID Automated Directives System - ADS - Chapter 514).

Official Position

The actual position - position description to which an employee is assigned in the Agency (USAID Automated Directives System - ADS - Chapter 452).

Official Records

Official records are documentary materials (files) regardless of their physical form or characteristics, that are made or received either in pursuance of Federal law or in connection with the transaction of public business (USAID Automated Directives System - ADS - Chapter 502).

Official Residence Expenses

See STR 400. 3 FAM 3250 (USAID Automated Directives System - ADS - Chapter 477).

Official Residences (State Only)

Residences occupied by Ambassadors, Deputy Chiefs of Mission, Consuls General (when Principal Officers) and U.S. Representatives to U.N. Agencies abroad (when Principal Officers) (FAM06-0700) (USAID Automated Directives System - ADS - Chapter 535).

Official Superior

An employee designated to carry out FECA responsibilities vested in the Agency (USAID Automated Directives System - ADS - Chapter 442).

Official Use

An executive agency employee use a motor vehicle owned or leased by the Government to perform the agency's missions, as authorized by agency head or designee. Official use excludes using such a vehicle for your personal purposes, comfort, or a benefit (See FPMR 101-38.300, and Business Purposes above) (USAID Automated Directives System - ADS - Chapter 536).

Omb Exhibit 300

Budget justification and reporting requirements for major acquisitions and major information technology (IT) systems or projects established by the Office of Management and Budget (OMB) in OMB Circular No. A-11, Section 300, Exhibit 300, Appendix 300 (USAID Automated Directives System - ADS - Chapter 577).

On-Line Statement (Ols)

An Internet tool that allows Purchase Cardholders, Organization Program Coordinators, and Designated Billing Offices (DBO). To access and download E-Statements of Account from the Purchase Card vendor's bank. The DBO accesses the Corporate Invoice through this tool (USAID Worldwide Purchase Card Program Manual, A Mandatory Reference for ADS Chapter 331).

On-The-Job Training

Instruction in a specific task or skill via mentoring by a practitioner, using explanations, demonstration, practice, and feedback. On-the-job training may be combined with academic or technical training to provide a practical experience component (USAID Automated Directives System - ADS - Chapter 253).

One-Time Report

A report prepared one time only by one or more respondents (USAID Automated Directives System - ADS - Chapter 506).

One-Year Appropriation

An appropriation that is available for obligation during a specific fiscal year. Funds not obligated during the fiscal year expire at the end of the year (USAID Automated Directives System - ADS - Chapter 634).

Open System

A system capable of communicating with other open systems by virtue of implementing common international standard protocols. An open system is not always accessible by all other open systems. This isolation is either provided by physical separation or by technical capabilities based upon computer and communications security (USAID Automated Directives System - ADS - Chapter 544).

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