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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
Contracting Office

Means a person with the authority to enter into, administer, and - or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.Administrative contracting officer (ACO).'' refers to a contracting officer who is administering contracts.Termination contracting officer (TCO). refers to a contracting officer who is settling terminated contracts. A single contracting officer may be responsible for duties in any or all of these areas. Reference in this regulation to administrative contracting officer or termination contracting officer does not (a) require that a duty be performed at a particular office or activity or (b) restrict in any way a contracting officer in the performance of any duty properly assigned (USAID Automated Directives System - ADS - Chapter 331).

Contracting Officer

A person representing the U.S. Government through the exercise of his - her delegated authority to enter into, administer, and - or terminate contracts and make related determinations and findings. This authority is delegated by one of two methods: to the individual by means of a Certificate of Appointment, SF 1402, as prescribed in FAR 1.603-3, including any limitations on the scope of authority to be exercised, or to the head of each contracting activity (as defined in AIDAR 702.170) as specified in AIDAR 701.601 (USAID Automated Directives System - ADS - Chapters 302 and 331).

Contracting Officer'S Technical Representative (Cotr)

The individual who performs functions that are designated by the Contracting Officer, or is specifically designated by policy or regulation as part of contract administration.

Contractor

A non-government organization or individual acting as an agent of USAID and carrying out a scope of work specified by USAID (USAID Automated Directives System - ADS - Chapter 102). The seller of the goods and - or services. It includes both organizations and individuals. a. Contractor Employee: An individual employed by a contractor who will be directly involved in the performance of the contract. b. Subcontractor: Any person who furnishes services to, or for, a prime contractor. c. Cognizant Technical Officer (CTO).: The designated USAID official responsible for monitoring the performance of the contractor and exercising technical cognizance over the USAID contract, previously referred to as the Project Officer. The CTO is normally responsible for writing the contract's Statement of Work. A for-profit or non-profit organization that has a contract with USAID (USAID Automated Directives System - ADS - Chapter 636).

Contractor Armored Vehicle

An armored vehicle purchased by a USAID contractor, using USAID funds, for the purpose of transporting contractor personnel (USAID Automated Directives System - ADS - Chapter 563).

Contractor Inventory

Government property in the possession of a contractor under contract terms where title is vested in the government. There are two types: Contractor Acquired Property (CAP). cost reimbursement and Government Furnished Property (GFP). contract cost reduction. Property purchased by a recipient under a grant or cooperative agreement is governed by the terms of the agreement and 22 CFR 226 (USAID Automated Directives System - ADS - Chapter 518).

Control

The function of maintaining management accountability and oversight of personal property throughout its complete life cycle using various property management tools and techniques (USAID Automated Directives System - ADS - Chapter 518). The third stage in the Capital Planning Investment and Control (CPIC) process (USAID Automated Directives System - ADS - Chapter 577).

Control Deficiency

A control deficiency exists when the design or operation of an administrative, programmatic, operational, accounting and - or financial control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect noncompliance on a timely basis. A design deficiency exists when a control necessary to meet the control objective is missing or an existing control is not properly designed, so that even if the control operates as designed the control objective is not always met. An operation deficiency exists when a properly designed control does not operate as designed or when the person performing the control is not qualified or properly skilled to perform the control effectively (FMFIA of 1982 and OMB Circular A-123) (USAID Automated Directives System - ADS - Chapter 496).

Control Environment

The organizational structure and culture created by management and employees to sustain operational support for effective internal control (OMB Circular A-123) (USAID Automated Directives System - ADS - Chapter 496).

Control Symbol

Alphabetic and numeric symbols assigned to reports by the Office of Administrative Services, Information Records Division (M - AS - IRD) or other units which serve to identify the report and indicate review and approval of the requirement (USAID Automated Directives System - ADS - Chapters 506, 556).

Controllable Report

A recurring or one-time report not specifically exempted from control by M - AS - IRD (USAID Automated Directives System - ADS - Chapter 506).

Controlled Access Area

Specifically designated area within a building where classified information may be han-dled, stored, discussed, or processed. There are two types of controlled access areas: core and restricted. Those areas of a building requiring the highest levels of protection where intelligence, cryptographic, security and other particularly sensitive or compartmentalized information may be handled, stored, discussed, or processed. Classified information may be handled and stored. Classified discussions and processing are permitted but may be limited to designated areas, depending on the technical security threat (USAID Automated Directives System - ADS - Chapter 562).

Controller

The individual responsible for discharging the financial management aspects of Mission operations. The Controller, who reports directly to the Mission Director, also provides advice and assistance to the Mission Director and other Mission officials with respect to financial practices and procedures applicable to program implementation (USAID Automated Directives System - ADS - Chapter 527).

Controversion

The formal administrative procedure through which the Agency presents evidence to the Office of Workers' Compensation Program challenging an employee's claim (USAID Automated Directives System - ADS - Chapter 442).

Convenience Files

Convenience files consist of extra non-record copies of correspondence, forms, and other papers, kept solely to satisfy a particular reference need (USAID Automated Directives System - ADS - Chapter 502).

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