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$2 Million Review of ICT procurement ($2M Review) |
A review process for all Queensland Government agency ICT procurements where the total value is projected to be $2 million or above. This includes proposals to establish standing offer or other panel arrangements for the supply of ICT products and services (including ICT contractors and consultants). |
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2nd generation (2G) |
Existing narrowband digital mobile phone systems providing voice and data messaging. |
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3P or PPP (Project Program Portfolio) |
See Project Program Portfolio. |
| Acceptance criteria |
A prioritised list of criteria which the final product(s) must meet before the Customer will accept them. They should be defined as part of the Project Brief and agreed between Customer and Supplier no later than the Project Initiation Stage. They should be in the Project Initiation Document. Criteria require metrics for achievement assessment. |
| Acceptance testing |
Testing of software systems to determine whether the system meets the required criteria. |
| Accessible records |
Accessible records are records that can be identified, located and viewed as required. |
| Accountability |
Public authorities and their employees must be able to account to regulatory authorities, ministers, clients and the public to meet statutory obligations, audit requirements, relevant standards and codes of practice and community expectations. Also refers to the authority to commit resources and who is charged with making a final decision. Often confused with Responsibility. |
| Accountable officer |
An officer as outlined in the Financial Administration and Audit Act 1977 (Division 6 - Accountable Officers). |
| Accuracy |
A dimension in the assessment of the Technical Condition of an Information Asset in the Queensland Government ICT Portfolio Assessment Methodology. It is an assessment of the degree to which an Information Asset can be trusted to provide correct, precise and up-to-date information. An accurate Information Asset correctly reflects what was communicated, decided or done (or not done). The asset's content, context and structure can be trusted as a true and accurate representation of the transaction, activity or fact(s) that they document and can be depended upon in the course of subsequent use.
(See also "ICT Portfolio Assessment Methodology") |
| Accurate record |
An accurate record correctly reflects what was communicated, decided or done (or not done). That is, the record's content, context and structure can be trusted as a true and accurate representation of the transaction, activity(ies) or fact(s) that they document and be depended upon in the course of subsequent use. |
| Achievability |
A rating of the capability and capacity of the organisation to capitalise on an opportunity identified in the Business and Information Visioning workshops or on an Initiative/asset identified in the Program of Work. |
| ACMA (Australian Communications and Media Authority) |
See "Australian Communications and Media Authority (ACMA)".
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| Acquirer |
A possible Role for an Information Asset. Describes an asset which the agency has obtained from a source and has either used and/or stored the information again as a separate asset.
(See also "Role") |
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ACS (Australian Computer Society) |
See "Australian Computer Society (ACS)". |
| Activity |
Any work performed on a project or as part of a program. It may be a task or a set of tasks to be completed. An activity has a finite duration and will result in one or more deliverables. An activity will generally have cost and resource requirements. Some activities are operational in nature and are often ongoing. Activities within a program context (i.e. as part of the program's project list) do not justify being run as projects, yet create outputs that are necessary for the program's success e.g. transition activities. |
| Actuals |
The real-life cost or effort incurred in the completion of a task or activity. May include the dates the tasks were started and completed. |
| Adequate records |
Adequate records meet the purpose for which they were created and/or kept. |
| Administration |
A dimension in the assessment of the Technical Condition of an Information Asset in the Queensland Government ICT Portfolio Assessment Methodology. It deals with the availability of administrator support when a request for information is made.(See also "ICT Portfolio Assessment Methodology") |
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ADSL (Asymmetric Digital Subscriber Line) |
See Asymmetric Digital Subscriber Line. |
| Agency |
A department or statutory body as defined in the Financial Administration and Audit Act 1977. |
| Agency Architecture Alignment |
A dimension in the assessment of the Technical Condition of an Application or Technology Asset in the Queensland Government ICT Portfolio Assessment Methodology. It measures the degree to which the application/technology adheres to the set of principles, guidelines and rules defined by the agency to direct the process of acquiring, building, modifying and interfacing ICT resources throughout the agency. These resources can include equipment, software, communications technologies, development methodologies, modelling tools and organisational structures.
(See also "Enterprise Architecture", and "ICT Portfolio Assessment Methodology") |
| Agency Coverage |
A descriptor in the Application/Technology Registers. It indicates whether the application/technology is used at one site or many, and whether it is used in the Brisbane metropolitan area or not. Only the following values are permitted: "single site metro"; "single site non-metro"; "multi-site metro" and "multi-site, including non-metro" for those applications/technologies which are used in multiple CBD and regional sites. |
| Aggregator |
A possible Role for an Information Asset. Describes an asset which has been created from combining information from a number of information assets from different sources to create a new information asset. The agency does not accept the boundaries of the previous information assets and attempts to create a new one.
(See also "Role") |
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AGIMO (Australian Government Information Management Office) |
See "Australian Government Information Management Office (AGIMO)". |
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AGLS (Australian Government Locator Service) |
See "Australian Government Locator Service (AGLS)". |
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AIIA (Australian Information Industry Association) |
See "Australian Information Industry Association (AIIA)". |
| Alignment |
See "ICT Alignment" |
| Analytical |
A Content Type for an Information Asset. See "Analytical Content".
(See also "Content Type") |
| Analytical content |
Structured content optimised to support query, investigative or decision making activities. Analytical content will contain not only base information, but incorporate information derived or transformed from the original sources. Analytics may take the form of:
- Operational information: sourced over a short timeframe, but provision is time critical;
- Tactical information: sourced over the medium term, with longer lead times on provision; or
- Strategic information: sourced over the long term, but often requested ad hoc and at short notice.
Analytical content will typically be purposefully de-normalised when compared with Transactional content. Analytical content is primarily query or read only. Examples include: Banking reconciliation report; Customer service centre activity report; Budget trend analysis; Cash flow analysis; Data warehouse; Pivot tables. |
| Annual Estimated Cost of Operation |
For the purpose of ICT planning, the dimensions of the Annual Estimated Cost of Operation of each Information Asset, Application or Technology are:
To obtain a true picture of the total cost of an application, the costs of the underlying infrastructure (the hardware and software platform but not any network infrastructure) should be included.
Where several applications share a server/an operating system/a database or other technologies, the annual estimated cost of operation of these technologies should be apportioned between the applications (use a simple division if detailed usage information is not available).
For an application which is outsourced (e.g., to SSIO or SSQ or to an external provider), include the cost of any internal staff involved in providing the service as well as the cost billed to the agency. |
| Anticipated End-of-Life |
The date (month, if available and year) in which the asset is expected to be at the end of its useful life. Where the asset is likely to be used beyond the end of its depreciation cycle, the date in which it will last be used should be calculated. However, where such information is not available, the date in which the asset will be written off can be used.
For fleet assets, anticipated end of life represents the date in which the next turnover project is expected to commence.
There are ATO Guidelines on the lifespan of assets which may offer agencies some guidance. Also in some instances, the manufacturer's announced date for end of support for the version or product could be used. |
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APCC (Australian Procurement and Construction Council) |
See "Australian Procurement and Construction Council (APCC)".
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Application
(in the context of the GEA) |
A software system deployed by the agency which has part of an agency's business process embedded within it. This excludes infrastructure software which is broad-based or commodity in nature.
An Application relates to particular business processes (for example, SAP which would typically be provided only for finance, asset or procurement staff); whereas a Technology is involved with either essential infrastructure or general productivity (such as systems management software or standard issue tools like Microsoft Office which would typically be provided to all staff. |
| Application and Technology Visioning |
A step which provides the technology experts with an opportunity to think about and envision future uses for technology which may impact on service or business delivery or business models and approaches for the agency.
Generally this step is performed in a workshop with the focus on the business processes of the ICT providers within the agency. As such it is important that the application and technology portfolios have been created so that all participants are aware of the current environment during discussions.
The list of current and emerging technologies is a useful prompt for discussion. |
| Application Assessment |
Assessing each application in the agency ICT application portfolio to determine in terms of its current value to the business, technical condition, cost and potential value then applying an objective process to planning the use of applications in the agency.
(See also "ICT Portfolio Assessment Methodology") |
| Application Domain |
One of the categories in the Queensland Government's generic classification scheme which seeks to identify the types of Applications required to meet organisational requirements.
Domains are organised in a hierarchy of three levels with Level 1 as the broadest grouping and level 3 as the most specific.
(See also "Application Portfolio Framework") |
| Application Portfolio |
The Application Portfolio is comprised of the suite of significant application software, excluding software technologies, within the scope of the planning project which supports the business mission and information needs of the agency.
If a new application is in an advanced stage of development and you know enough about it to estimate its requirements and cost, it can be treated as part of the Application Portfolio. Otherwise, just mention it in the Application and Technology Visioning phase. |
| Application Portfolio Framework |
A logical structure developed for the Application layer of the Government Enterprise Architecture which defines the Queensland Government's generic classification scheme in terms of software systems or functions required to meet organisational requirements. This framework provides a taxonomy for categorising the software applications used across the Queensland Government so agencies can reach a common viewpoint of the ICT Application Domains across the Queensland Government and become aware of the potential to leverage related domain elements used by other agencies.
Note: that the framework is based on what the software does rather than where it is applied. |
| Application Profile |
The Application Profile is a standalone document which is used as input for other activities in the ICT planning process.
It contains the results of the applications planning activities conducted as part of the ICT strategic planning process. These are summarised into a profile of all significant applications in use in the organisation within the scope of the planning project (the Application Portfolio) and the extent of their value and level of support for the core business of the organisation’s work units.
The Application Profile includes assessments of how well applications are managed and identifies initiatives to address any strategic and operational gaps which become apparent. These initiatives may include increased investment in some areas and reduced investment in others, taking into consideration the alignment of the current portfolio to the business and strategic direction, the risk inherent in the portfolio and the potential of the portfolio to contribute to planned future outcomes.
The profile summarises the previous information collection and analysis into a document which can be presented back to the business for consideration and validation.
The Application Profile is used as input into the preparation of the ICT Program of Work for the organisation. |
| Application Profile template |
A template provided in the ICT Planning Methodology to document the Application Profile which offers guidance in creating the Application Dashboard and evaluating the strategic alignment and positioning of business elements and ICT assets. |
| Application Register |
A register of information about the applications in the agency's Application Portfolio. For each application used, the register could hold details of the functions it performs as well as its scope of use, supporting technologies, level of support, anticipated end-of-life and cost. |
| Applications |
The suite of applications software that supports the business processes of agencies and supports the storage and accessibility of information.
Note: In relation to the GEA, a piece of software only qualifies to be an application if some part of an agency's business processes are codified in the software. For example, Queensland Transport's TRAILS system is an application but Microsoft Word and Excel are not. |
| Appraisal |
Process of evaluating business activities and records to determine which records need to be captured and how long those records need to be kept. |
| Archives |
Records that are appraised by State Archives as having continuing value and that have been selected for permanent preservation. |
| Archiving |
Process of migrating or transferring inactive information, including records, from an active system, to a repository for longer-term storage, preservation and access. |
| Artefact |
A product of the GEA. Essentially the format defined by the GEA for EA Representations.
Examples of the artefacts of the GEA include GEA Position Papers, GEA Policies, and GEA Standards. |
Asset
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An asset in terms of ICT Planning is a tangible or intangible resource and is defined by Queensland Treasury as 'a resource controlled by the entity as a result of past events and from what future economic benefits are expected to flow to the entity. |
| Asset Lifecycle |
The life of an asset, from when a need for it is first established, through its acquisition, operation and any maintenance or upgrading, to its disposal. It describes the natural evolution of an asset in terms of the increase and decrease in its use and value from inception to retirement.
(See also "Asset Lifecycle Stages") |
| Asset Lifecycle Stages |
The sequence of stages in the useful life of an asset which are used to track the level of maturity of the asset.
The five stages identified within the Lifecycle are:
- Inception;
- Leverage;
- Optimise;
- Decline; and
- Retire.
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Asset Management Strategy |
The generic management strategy (Action) for an asset which is derived in the Queensland Government ICT Portfolio Assessment Methodology from the position of the asset on three Assets Assessment Grids (Risk, Operational Performance, and Attractiveness) according to how it has been rated by the agency in terms of the four characteristics of its Business Impact, Future Business Value, Technical Condition and Scaled Cost.
The Action suggested for an asset may be:
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| Assumption |
Something taken as true without proof. In planning, assumptions regarding staffing, complexity, learning curves and many other factors are made to create and plan scenarios. These provide the basis for estimating. Remember, assumptions are not facts. Make alternative assumptions to get a sense of what might happen in your project. |
| Assurance |
Refer to Program Assurance or Project Assurance. |
| Asymmetric Digital Subscriber Line (ADSL) |
A technology for the delivery of digital data over existing twisted pair copper subscriber lines. The analogue telephone service shares the copper with the ADSL signals. |
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ATIA (Australian Telecommunications Industry Association) |
See "Australian Telecommunications Industry Association (ATIA)". |
| Attractiveness |
A rating of the contribution that an opportunity or initiative or asset can make to the strategic priorities and objectives of the organisation.
(See also "Attractiveness Grid") |
| Attractiveness Grid |
One of the ICT Asset Assessment grid models used in the Queensland Government ICT Portfolio Assessment Methodology to assess the contribution that an asset will make to the strategic priorities and objectives of the organisation by considering its capability to deliver future benefits and business changes (Future Business Value) in the light of its current Technical Condition.
The significance of the quadrants of the attractiveness grid is as follows:
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Retire: low future business value with low technical condition;
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Leverage: low future business value with high technical condition;
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Streamline: high future business value with low technical condition; and
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Nurture: high future business value with high technical condition |
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ATUG (Australian Telecommunications Users Group) |
See "Australian Telecommunications User Group (ATUG)". |
| Audio-Visual Record |
Images or sound created, stored and viewed on media such as motion picture film, filmstrips, sound and video recordings, posters and other graphic works, still images, microfilm, microfiche, aerial film, x-ray film and multimedia formats and associated finding aids, production files, strips and specifications. |
| Australian Communications and Media Authority (ACMA) |
Commonwealth regulatory authority for telecommunications and radiocommunications. |
| Australian Computer Society (ACS) |
A recognised association for Information and Communications Technology ICT professionals which aims to act as the public voice of the ICT profession and the guardian of professional ethics and standards in the ICT industry. |
| Australian Government Information Management Office (AGIMO) |
AGIMO, within the Federal Department of Finance and Deregulation, is aimed at making Australia a leader in the productive application of ICT to government administration information and services. |
| Australian Government Locator Service (AGLS) |
AGLS is an extended version of the Dublin Core Metadata Element Set. AGLS contains an additional four elements - availability, function, mandate and audience - and allows for structured sub-elements. |
| Australian Information Industry Association (AIIA) |
Provides members with information and statistics on the ICT industry. |
| Australian Procurement and Construction Council (APCC) |
The APCC is the peak council of departments responsible for procurement, construction and asset management policy for the Australian, State and Territory governments. |
| Australian Telecommunications Industry Association (ATIA) |
An industry association representing local and international companies engaged in the design, development and production of telecommunications products and systems in Australia. |
| Australian Telecommunications Users Group (ATUG) |
An organisation that provides assistance, advice and information to members to optimise their communications capabilities and costs, and to act as their voice to government, regulators and carriers. |
| Authentic Records |
A record that can be proven and trusted to be what it purports to be and to have been created, used, transmitted or held by the person to whom these actions have been attributed. |
| Authentication |
Process that verifies the claimed identity of an individual as established by an identification process. |
Authentication
(in the context of ICT Portfolio Assessment Methodology) |
A dimension in the assessment of the Technical Condition of an asset in the Queensland Government ICT Portfolio Assessment Methodology. It describes the level of access control provided for an asset to prevent unauthorised persons using it or accessing particular content. Assessment involves evaluation of the extent to which a user's claimed identity is verified by formal processes before giving the user permission to perform certain operations or use certain methods or services on the asset. The rating is determined according to the level of the following access control services:
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Identification: determining who can access the asset; Authorization: determining what an authorized user can do (read-only; write - i.e.. can create/add/delete/rename; or execute - if the file is a program); and
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Accountability: identifying what a user did (for audit purposes). (See also "ICT Portfolio Assessment Methodology") |
| Authored |
A Content Type for an Information Asset. See "Authored Content"
(See also "Content Type") |
| Authored Content |
Unstructured content in a wide variety of formats. Authored content are creations that are attributed to an individual or identifiable entity. Unlike its Published Content counterpart, Authored Content is typically restricted in its distribution or kept internal. Examples include: E-mail; Instant messages; Internal memorandums; Briefing notes; Application system code; Presentations; Movies; Electronic messages |
| Authorised use |
Use by individuals who have:
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Received authorisation before operating the relevant device or service; and
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Agreed to abide by the policies, guidelines and local practice arrangements for use of the relevant facility or device, and who have appropriately acknowledged this agreement where required. (See Examples of Use Reference Sheet located in the Use of ICT Facilities and Devices (IS38) Toolbox for further clarification). |
| Authority |
The ability to get other people to act based on your decisions. Authority is based on the fact that a person has been officially empowered to issue binding orders. |
| Availability |
Ensuring that authorized users have access to information/equipment and services when and where required. |
Availability
(in the context of ICT Portfolio Assessment Methodology) |
A dimension in the assessment of the Technical Condition of an Application or Technology Asset in the Queensland Government ICT Portfolio Assessment Methodology. It measures absolute availability (the proportion of time a system is up and running, as compared to the time it is inoperable due to failures or scheduled maintenance). Note that this is not necessarily the same as the official "availability" statistics which generally do not take into account the time taken for scheduled maintenance.
(See also "ICT Portfolio Assessment Methodology") |