8000 Glossary

Issued January 6, 1997

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A

 

Aboriginal Antiquities: including but not limited to mounds, earthworks, forts, burials, and village sites, mines or other relics and abandoned property found within or upon any state-owned or controlled lands.

Accounting System: any series of operations, manual or automated, which control assets, liabilities, revenues or expenditures of state operations or any system which discovers, records, classifies or reports the assets, liabilities, revenues or expenditures of a state program or any state fund operating through the State Treasury. A system involving data collection, data processing and information dissemination.

Accrual Basis of Accounting: emphasizes measurement of "net income." Revenues are recognized when earned and expenses are recognized when incurred.

Accrued Leave: amount of either annual or sick leave which an employee has "banked" as reflected in the employee's HRMN file, the total amount of which shall not exceed the set maximums established by collective bargaining agreements or Civil Service Commission rules.

Acoustic Coupler: a device for entering data signals into a network from a conventional telephone using audible sounds to effect the connection.

Actuarial Funding Requirement: actuarially determined amount to fund the pension benefit obligation, administration, and health/vision dental insurances for the coming fiscal year.

Actuarial Schedules: schedules, tables and information from an Actuary which support the Actuarial funding requirement, pension benefit obligation and the annual reports.

Actuary: statistician that computes funding requirements and pension benefit obligations.

Addendum: an addition or supplement to a solicitation.

Administrative Board: a body comprised of the Governor, Lieutenant Governor, Attorney General, Secretary of State, State Treasurer and Superintendent of Public Instruction. Exercises general supervisory control over the functions and activities of all administrative departments, commissioners and officers of the State and of all State institutions.

Administrative Board Approval: required for all emergency purchases of $100,000 or more. Required for any change to a contract in excess of $50,000. Required for changes to existing imprest cash authorization balances. Required for purchase of all goods or services for $100,000 or more and contract amendments over $50,000 or more.

Administrative Leave: hours of leave with pay for necessary absence from work for which annual, sick or other leave with pay is not applicable. The granting of Administrative Leave is normally subject to requirements of collective bargaining agreements or Civil Service rules.

ADP: see automated data processing (ADP is synonymous with Information Processing).

ADP Equipment: any device, regardless of its use, size or capacity, that performs logical, arithmetic and storage functions by electronic manipulation of data and includes any property and communication facility directly related to or operating in conjunction with such a device. Stand alone calculators without peripheral data storage capability are not included in this definition. Types of equipment include, but is not limited to: (a) digital, analog, or hybrid computer equipment and peripherals; (b) auxiliary or support equipment such as plotters, tape cleaners, tape testers and computer performance monitoring equipment to be used in support of ADP function; (c) any equipment such as word processors that can perform or be expanded to perform ADP functions; (d) punched card machines; (e) data entry equipment which transcribes data to media capable of being input to a computer, such as card punches and verifiers, paper tape punches, magnetic tape encoders, key to tape systems, key to disk systems, magnetic character readers, optical character recognition devices, and/or other data capture devices; (f) data transmission or data communications equipment that is used in support of ADP functions such as front end processors, modems and communication transmission media; (g) computer terminals, both intelligent and nonintelligent; and (h) microcomputers and associated digital and analog peripherals.

ADPICS: Advanced Purchasing and Inventory Control System. The State's procurement and materials management software system.

ADP Personnel: employees whose primary function is planning, administration or production in support of ADP functions. Persons who use ADP input or output to perform their functions, such as engineers, statisticians, designers or clerks, are not included in this definition.

ADP Services: ADP equipment or personnel services acquired to extend State ADP functions.

ADP Software: computer programs and routines used to extend capabilities of ADP equipment, including software packages available through lease or purchase separately priced from ADP equipment, documentation and training in support of that software.

ADP Supplies: items expended in direct support of ADP equipment, services and software.

Advance: prepayment of any kind before receiving goods or services.

Advance Travel: imprest cash payment or payment by check or state approved corporate credit card made to state employees in anticipation of expenditures for reimbursable travel expenses.

Affirmative Action: remedial action designed to correct systemic exclusions of racial and ethnic minorities, women and handicappers from an employer's work force.

AFSCME: American Federation of State, County and Municipal Employees, exclusive representative of employees in the Institutional bargaining unit.

Agency: a bureau, board, commission, council, department, or other entity in the executive branch of state government, excluding educational institutions.

Agency Liaison: personnel of the DMB Accounting and Financial Reporting Division designated to provide professional accounting guidance and counsel to the agencies of state government.

Agency Retention and Disposal Schedules: schedules concerning retention and disposal of records prepared by staff of the Records Center covering records authorized, used and maintained by individual agencies. (Form DMB-504, Retention and Disposal Schedule, is used.)

Agency Shop: a condition of a labor agreement which requires all employees in the bargaining unit covered by the labor agreement to either be a dues paying member of the union or to pay representation fees to the union.

AICPA: American Institute of Certified Public Accountants.

Allocation Review Panel (ARP): panel composed of three individuals selected by the Orphan Share Administration from a list of facilitators under contract with the Office of Environmental Cleanup Facilitation to determine the percentage share of the costs associated with an environmental cleanup action.

Alterable Contract Terms: terms to which vendors may offer alternate wording retaining the same intent.

Alternate Bid: a bid which varies from specifications or terms and conditions of the solicitation.

Annual Leave: hours of paid leave time available to an employee for personal reasons upon prior supervisory approval. Other uses of annual leave may be specified in collective bargaining agreements or Civil Service rules.

Annual Leave Used: hours of absence charged against the accrued annual leave balance.

Antique: any object older than 50 years of age.

Aperture Card: card with a rectangular hole specifically prepared for mounting or insertion of microfilm.

Appointing Authorities: (1) classified or unclassified officials serving as heads of or executives within state departments, responsible for approving appointments to specific positions. (2) single executives heading principal departments or the chief executive officer of each principal department headed by a board or commission or those persons designated by them as being responsible to administer the personnel functions of the department, board, or commission.

Appraisal: an estimate on a given date of the fair-market value of real property. Appraisals may be performed by state employees (internal appraisal) or by outside contractors (external appraisal).

Appraiser: person qualified to issue an appraisal.

Aquatic Nuisances: aquatic nuisance plants (such as Eurasian milfoil) and swimmer's itch.

Arbitration Tracking System: information system that provides details on arbitration decisions rendered under state collective bargaining agreements. System is administered by the Office of the State Employer and is available statewide on selected HRMN terminals.

Archaeological Resource: any physical evidence of past human life or activity. A resource may be a site or individual objects manufactured by humans.

Archival Quality: the characteristic of film that has been prepared and processed in such a manner that if stored under the archival conditions is suitable for preservation of records having permanent value.

Archival Value: public records selected by state archives as having enduring worth for any of the following reasons: the records document the development of this state from earlier times, including the territorial period; the records evidence the creation, organization, development, operation, functions, or effects of an agency; the records contain significant information about persons, things, problems, or conditions relating to a state or local agency.

Area Supervisor: registered professional engineer or architect responsible for management of construction projects in his/her assigned area.

ARP: see Allocation Review Panel.

Artifact: any object that shows evidence or presence of man.

ARTS: see Arbitration Tracking System.

Asian: a person having origins in any of the original people of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands. This area includes, for example, China, Japan, Korea, the Philippine Islands, and Samoa.

Assignment of Wages to the Friend of the Court: assignment of salary, wages or other income of the person responsible for payment of support and maintenance of minor children, made by order of the court. The assignment continues in force until the state agency is notified by the Friend of the Court, in writing, that the arrearage has been paid in full.

Audit Retention Period: length of time records are to be kept so they may be audited by the Auditor General and the Support Services Division, Office of Financial Management, DMB and the audit reports have been published. If audit findings require their further use, the audit retention period is the length of time until records are no longer needed. (See retention period.)

Authorized Check Signer: person approved to sign imprest cash checks whose signature is recorded on a Treasury imprest cash signature card.

Authorized Contribution Rates: actuarially determined rates for funding of Retirement System for Health, Vision, Dental, Administrative and Pension benefit obligation. The rate is applied to salary and wages.

Authorized User: department procurement staff or others as authorized who may use the automated purchasing system.

Automated Data Processing (ADP): automated process in which machines perform operations on data, thus reducing the need for human intervention. (Synonymous with Information Processing.)

Automated Information System: a collection or arrangement of people, programs and methods organized to accomplish a set of specific functions, procedures or controls by the interaction and processing of information on a computer or computers.

Automated Purchasing System: on-line, interactive, computerized system by which Purchasing Operations and authorized users perform tasks related to the purchase of commodities and services.

Automatic Answering Equipment: arrangement whereby incoming calls are answered automatically with a prerecorded announcement; the calling party cannot leave a message.

Automatic Answering and Recording Equipment: equipment providing for incoming calls to be answered automatically; the calling party may leave a message.

Automatic Data Processing (ADP): functions of collection, transmission, processing, storage, display or retrieval of data or information through the use of ADP equipment, ADP services, ADP software, ADP supplies, ADP personnel and other support items.

Automatic Dialers: devices which perform dialing functions for a telephone user.

Automatic Private Line: one or two-way arrangement which automatically rings the called telephone when the calling party picks up the telephone handset. This equipment is associated with a dedicated intercommunicating line between the two telephones.

Automation: automatic operation or control of a process, equipment or a system.

Award: presentation of a purchase order or contract to the selected bidder based on completion of the evaluation and selection process.

Awardable/EEO: a business determined to be in compliance with Administrative Board policy for awardability and in compliance with the state's equal employment opportunity requirements as approved by the Michigan Department of Civil Rights.

 

B

 

Barcode: a series of printed parallel bars on a mail piece used to facilitate automated processing.

Barcode Sorter: a computer controlled, high speed machine that sorts letters based on an imprinted barcode.

BASIC Requirement: a requirement of new or an augmentation of ADP equipment, software, or services which does not have department-wide impact and for which abbreviated justification documentation is required. These requirements usually include data processing services, unit record and data entry equipment and services, supplemental terminal requests which are small in size, software, limited computer augmentations and computer peripheral augmentations.

Best Interests of the State: considerations that permit and limit discretion in making decisions and in taking action related to state procurement.

Bid: offer submitted in response to a bid solicitation.

Bid Defect: a flaw in a bid; i.e., failure to conform to a bid submission requirement or failure to comply with a bid term or condition.

Bid Evaluation: a review and examination of bids to determine a bidder's responsibility and responsiveness to the requirements of the solicitation and conformance with the evaluation criteria.

Bidder Lists: Purchasing Operations records of vendors who have applied to be notified of opportunities to bid to supply goods or services to the state, grouped by commodity or service.

Bill of Lading: contract between the shipper and carrier, for transportation.

Black (not of Hispanic origin): all persons having origins in any of the black racial groups of Africa.

Blue Card: employee identification card which restricts the employee to those buildings and floors indicated on the card.

BMDF: Building Main Distribution Frame.

Bottomland: land which is sometimes free of vegetation covered by water, but on the Great Lakes and rivers connected to the Great Lakes, lands lying below the legislatively established elevation which may or may not be covered by water.

Building: a structure enclosing space for occupancy by people and/or equipment for the purpose of carrying out specific state programs or operations.

Building Main Distribution Frame (BMDF): interface between the intra-building distribution and the public network or an inter-building campus network. The incoming facilities are terminated on blocks that are provided with electronic protection devices to guard against damage from electrical disturbances such as lightening. These protected lines are then patched over or cross connected to the interframe Backbone distribution blocks to provide connection to any IDF in the building.

Business: a sole proprietorship, partnership, Michigan corporation, or a non-Michigan corporation.

 

C

 

Cabinet: (1) lockable room or access point generally designated as "telephone" or "data" depending upon its major use. It contains cross connect equipment that serves as a breakpoint or remark between the horizontal distribution system and the interframe backbone. It is used to centralize administration, testing, installation, and basic control of the floor-based telecommunications media distribution system. (2) Governor's Cabinet.

CAFR: Comprehensive Annual Financial Report.

Call Back Payment: payments due an employee due to contacting the employee at a time other than the employee's regular work schedule and requesting the employee to report for work and be ready to perform assigned duties. Terms of receipt of call back pay are covered by collective bargaining agreements or Civil Service rules.

Call Director: a large size, multi-line telephone capable of terminating either 17 or 29 lines. It is provided in increments of 18 or 30 push buttons, one of which is a hold button.

Campus System: used to connect each of the buildings in a campus environment. The system includes two major components: a campus distribution frame and an interbuilding backbone. Campus distribution frame is similar to the DMDF and includes incoming facilities termination blocks and electronic protection devices. The interbuilding backbone uses a variety of media and interconnects the BMDFs in much the same fashion that BMDF connects the IDFs.

Capital Lease: an agreement that conveys the right to use property, plant or equipment, usually for a stated period of time, that meets one or more of the criteria set forth by GAAP.

Capital Outlay: constructing, remodeling, acquisition, adding to or making major repairs to fixed assets.

Capital Outlay Project: (1) an addition to, remodeling of, or replacement of an existing facility. (2) a new facility. (3) acquisition or development of land. (4) purchase of a building.

Capital Projects Funds: funds and component units which account for acquisition or construction of major state capital facilities, financed by bond proceeds.

Capitol Complex: facilities managed by DMB that are located in the downtown Lansing corridor.

Carbon Snapout: a process where a form or any continuous unit set employs carbon paper for transfer of images.

Carry-forward: unused spending authorization at year-end which continues to be available in the new fiscal year, rather than "lapsing." Carry-forwards are permitted only to the extent authorized by statute or State accounting policy (P.A. 431 of 1984, section 451).

Cartridge: a container enclosing processed microfilm for insertion into readers and reader-printers.

Cash: resources which include coins, currency, checks, warrants and drafts.

Cash Box: approved amount of imprest cash in the form of coin and currency maintained for minor payments or receipts for paid items.

CBA: see collective bargaining agreement.

Centennial Farms: a program begun by the Michigan Historical Commission in 1948 which recognizes those family farms that have been owned and operated by members of the same family for over 100 years. Applications are received by the State Historic Preservation Office, farms are certified and a certificate is provided. A Centennial Farm marker is provided by the participating power company which supplies electricity to the farm.

Central Support Resources: resources associated with administration and operation of a central data center that services users and supports automated support systems that do not lend themselves to "local" processing at the sub-agency level.

Centrex: a type of dial private branch exchange (PBX) service. It is an arrangement to serve one or more subscribers from a central switching machine located on telephone company property (Centrex CO). Centrex service permits outside callers to dial directly to telephones within the system without going through a PBX operator. This is called direct inward dialing (DID). Centrex Systems also provide automatic identification of outgoing long distance (AIOD) or message unit calls by local telephone number.

Cents-per-mile Valuation Method: method used to determine the value of most state employee's personal use of a vehicle. That value is equal to the Federal standard milage rate multiplied by the total number of personal miles recorded.

Certified Business: a business that has been certified by the Michigan Department of Civil Rights, Contractual and Business Services Division as a minority-, woman-, or handicapper-owned business.

Certified Mail: a method of mailing that provides a record of delivery at the post office of address to the sender of First Class mail.

Change Drawer: approved amount of imprest cash in the form of coin and currency used by agencies for making changes when receiving money for goods, services, licenses, etc., dispensed to the public.

Character: a letter, figure, number or sign.

Checking Account: imprest cash in the form of a demand account. Each checking account may finance cash boxes and change drawers. All imprest cash checking accounts, except upon approval from the Department of Treasury, Bureau of Management Services, must be established with the Department of Treasury.

Cine Mode: (1) a format for roll microfilm in which the images area place lengthwise along the film, similar to the way film frames are organized on a movie reel. (2) formal term for roll microfilm with images oriented so the right and left hand margins of the documents are parallel to the edges of the film, similar to the way film frames are organized on a movie reel.

Civil Rights: provisions of the Michigan Constitution and statutory law that guarantee to all persons freedom from discrimination and equal protection of the law.

Civil Rights Commission: established by the Constitution of 1963, the Civil Rights Commission is mandated to ensure the full and equal rights of all citizens. The Civil Rights Commission is the policy-making body of the Department of Civil Rights.

Civil Rights Department: the Michigan Department of Civil Rights. The Civil Rights Department implements and administers the policies and procedures established by the Michigan Civil Rights Commission. It functions to protect the civil rights of all citizens and to eliminate unlawful discrimination in employment, housing, public accommodations, law enforcement, and education.

Civil Rights/Contractual and Business Services Division: responsible for the contract compliance and business certification programs. Through the contract compliance program, the division reviews the equal employment opportunity practices of companies doing business or seeking to do business with the State and or other governmental units. The business certification program determines whether a business qualifies to be certified as a minority-, woman-, or handicapper-owned business. It maintains a record of certified businesses; provides state officials and private industry a copy of its list of certified businesses; and encourages continuing efforts to ensure equal access and opportunities for minority, woman and handicapper business owners.

Civil Rights/Enforcement Bureau: responsible for enforcement of Michigan civil rights laws. The Enforcement Bureau accepts and investigates complaints of unlawful discrimination, and where it is found, provides legal remedies through conciliation and hearings.

Civil Rights/Legal Bureau: in-house legal resource for the Department of Civil Rights. Manages the conciliations, administrative hearings, and affirmative action activities of the department in addition to its legal activities.

Civil Rights/Legal Bureau/Affirmative Action Division: responsible for the staff analysis of each affirmative action plan submitted to the Civil Rights Commission for approval. Provides direct assistance to employers on appropriate statistical measurements, technical standards for developing a work force analysis, and court case standards for affirmative action plans.

Civil Rights/Community Services Bureau: responsible for the prevention and removal of unlawful discrimination. The Bureau's efforts are directed at voluntary compliance with anti-discrimination guarantees within the State of Michigan, specifically in the areas of employment, education, housing, public accommodation, law enforcement, and within program and services administered by public institutions.

Civil Service (CS) Forms: all forms, records and reports prescribed by the Michigan Civil Service Commission.

Civil Service Sanctioned Program: any program sponsored by CS and/or approved by the Civil Service Commission, including any program specifically named as a condition of employment in an approved collective bargaining agreement for exclusively represented employees or in an approved coordinated compensation plan for non-exclusively represented employees.

Cladding: metal coating bonded onto another metal.

Clarification: communication with an offeror for the sole purpose of eliminating minor irregularities, informalities or apparent clerical mistakes in the proposal. It is achieved by explanation or substantiation, either in response to an inquiry from the office or as initiated by the offeror. Clarification does not provide an opportunity for the offeror to revise or modify the proposal except to the extent that a correction of apparent clerical mistakes results in a revision.

Classification: classification of all ADP requirements as BASIC or MAJOR by the Data Systems Planning Division which specifies that portion of a requirements analysis required as justification documentation from requesting agencies.

Client Agency: department, institution, agency, commission or bureau of the state.

Client Information System: automated data network containing information on Michigan residents currently receiving medical, public, or general assistance or other type of state social services, such as food stamps. The system contains historical data on recipients of such assistance in the past two years.

Closed Session: a meeting or part of a meeting of a public body which is closed to the public.

Closet: (1) a lockable room of varying dimensions and locations used to house, protect, power and environmentally protect communications frames, cross connect systems, and equipment. (2) a lockable room or access point generally designated as "telephone" or "data" depending upon its major use. It contains cross connect equipment that serves as a breakpoint or remark between the horizontal distribution system and the interframe backbone. It is used to centralize administration, testing, installation, and basic control of the floor-based telecommunications media distribution system.

Closing: process of determining final account balances and preparation of financial reports at fiscal year-end.

Collective Bargaining Agreement: a written agreement, entered into between the employer (state employer and/or departmental employer) and the exclusive representative of a designated unit of employees, specifying employees' terms and conditions of employment for a certain period of time.

COM: see computer output microfilm.

Comic Mode: (1) a format for roll microfilm in which images are placed widthwise along the film, similar to the way frames are arranged in a comic strip. (2) formal term for roll microfilm with the images oriented so the right and left hand margins of the documents are perpendicular to the edges of the film, similar to the way frames are arranged in a comic strip.

Commercial Vehicle: (1) single vehicles having a gross vehicle weight rating (GVWR) of 26,001 pounds or more. (2) combination vehicles having a GVWR of 26,001 pounds or more when towing vehicles which do not weigh more than 10,000 pounds GVWR. (3) vehicles towing another vehicle with a GVWR over 10,000 pounds. (4) vehicles designed to carry 16 or more people (including the driver). (5) vehicles carrying hazardous materials in amounts requiring placarding.

Commodity: a good, supply, material or piece of equipment.

Common Carrier: individual, company, or corporation engaged in transporting commodities.

Commuting: travel between a person's home and place of work.

Compensated Absence: annual leave and sick leave, such absences provide termination payment upon separation.

Compensatory Time: (1) hours credits accrued for time worked, in lieu of monetary compensation. Comp time may be used at the convenience of the employee subject to supervisory approval based on criteria applicable to annual leave usage. (2) hours of paid time off the job given to an employee in lieu of overtime payments. Eligibility for such time is governed by the Federal Fair Labor Standards Act, collective bargaining agreements, or Civil Service rules.

Compensatory Time Earned: hours worked that will increase the accrued compensatory time balance rather than generate additional pay to the employee.

Compensatory Time Used: hours of absence charged against accrued compensatory time balance. These hours generate pay at the employee's regular rate of pay.

Competitive Bidding: process of soliciting vendor participation in the state procurement process to ensure fair and open competition.

Competitive Negotiation: competitive method of contracting for services and commodities, whereby requests for proposals are solicited from vendors, following submission of which bidders deemed by the office to be in a competitive range are allowed to make changes in proposals and prices, as the offer determined by the office to be most advantageous in terms of the criteria as designated in the request for proposal is accepted.

Competitive Solicitation: the manner by which Purchasing Operations/department procurement staff secures prices from more than one vendor for services requested by departments and agencies.

Complaint to Vendor Forms: form DMB-218 for commodities and DMB-297 for services for registering a formal complaint concerning commodities or services a vendor is obligated to supply to the state. These forms provide a written record of the deficiency for the vendor, Purchasing Operations, the agency and the department.

Component Unit: a separate government unit, agency or nonprofit corporation that is combined with other component units to constitute a reporting entity in conformity with GAAP.

Comprehensive Annual Financial Report (CAFR): the state's official annual financial report, which includes combined and fund level statements, supplemental schedules, and statistical data for the state financial reporting entity as defined by GAAP.

Computer Output Microfilm (COM): (1) microfilm containing data produced by and recorded from computer generated electrical signals (magnetic tape). A printer or the technique for recording computer output on microfilm. (2) direct conversion of computer generated data stored on magnetic tapes to a visual image on microfilm or microfiche.

Computer Performance Evaluation (CPE): a management tool, employing hardware monitors, software data reduction, and analysis, to obtain precise measurements of a computer system's performance for purposes of cost control, performance improvement and quantification of system capabilities and limitations.

Computer Resource Management (CRM): disciplined approach to identification of computer system capacity through collection and management of equipment and system performance information.

Conduit: the means or method by which the telecommunications media can be distributed from the closet to the work station. It can be located beneath the floor, within or as part of the floor, between the floor and ceiling or as part of the ceiling.

Conference Equipment: special arrangement enabling one telephone user to conference simultaneously with one or more telephone users within the same system and/or with outside calls.

Confidential: describes data, documents, or applications that have the potential for a large magnitude of loss or harm from improper handling, processing, disclosure, alteration or destruction.

Conflict of Interest and Disclosure: a general requirement that neither a decision-maker, nor any member of the decision-maker's immediate family, have any substantial interest in any businesses which he/she would be evaluating, or any process in which he/she would be participating.

Consulting Services: services provided under contract by an individual or organization qualified by education, experience, and ability to advise, counsel, and assist government administrators and managers. These services typically involve non-routine review and evaluation of existing systems and procedures and development of new or different systems, processes, or techniques.

Continuity of State Government Plan: the plan coordinated by the Office of State Employer to ensure that critical state services are continued during incidents of concerted activity such as an illegal strike, slowdown, walkout, blue flu or other activity which threatens the continued provision of essential services. Only the director of the Office of State Employer may implement the plan.

Continuous Service: uninterrupted term of service including approved Leaves of Absence and approved annual extensions of Leaves of Absence.

Contract: (1) legally binding agreement which defines the responsibilities of the State of Michigan and the successful bidder and sets forth the specifications, terms, conditions, and prices. (2) a formal document signed by the state's contracting officer and the successful bidder. (3) a purchase order. (4) a legally binding agreement specifying the state's and the successful bidder's respective rights and responsibilities concerning the procurement. (5) a written agreement, enforceable by law, between a state official, board, commission or authority, authorized by law to enter into contracts, and a contractor, for the procurement of supplies, equipment or services.

Contract Administrator: the individual within a department/agency responsible for day-to-day administration of the contract and compliance of a contractor with the terms and conditions of the contract.

Contract Cancellation: notification of termination which can only be issued by the contracting officer in Purchasing Operations.

Contract Change Notice: formal notification issued by Purchasing Operations which would modify the original formal contractual agreement signed by the state's contracting officer and the successful bidder.

Contract Work: work (including labor, material, tools, equipment, supplies, and services) accomplished by agreement for a fixed sum or unit price or for cost plus a fixed fee.

Contracting Officer: the State Purchasing Director, who is the state's designated contracting officer and is responsible for issuing binding agreements between state departments/agencies and vendors.

Contractor: (1) a person or firm holding a contract with the State. (2) any contractor, vendor, subcontractor, or supplier providing or seeking to provide goods and services for the State and other units of government.

Contractual IP Services: Information Processing (IP) equipment or personnel services acquired to extend state IP functions, including, but not limited to: data conversion, computer, IP equipment maintenance, programming, and consulting services.

Contrast: reflective difference between printed material on a document and the background on which it is printed.

Costed Specifications: RFQ and TR specifications which, if not met by a vendor, will cause predetermined dollar costs to be added to the vendor's evaluated bid price.

CPE: see computer performance evaluation.

Credit Union: cooperative organization which makes loans to its members at low interest rates. Continuing participation is determined by the annual review of state employee payroll deduction usage.

Credited Service: total hours worked for the State of Michigan, purchased and transferable hours from other qualified entities that accumulate towards one's pension benefit.

CRM: see Computer Resource Management.

CS: see Civil Service Commission.

CS-138, Contractual Personal Services Request: form used to request CS post-approval for emergency purchases of an activity performed by an outside contractor in lieu of employees within the classified service. Must be completed by agency personnel and approved by CS prior to acquiring contractual services. The CS-138 is used to establish a contract for services.

CSC: see Michigan Civil Service Commission.

Custodian: person charged with custody of imprest cash checking account, cash box or change drawer, but cannot authorize or approve payments, and responsible for all aspects of operation and record keeping except check signing and reconciling.

Customer Agency: state agency which received goods or services from another state agency.

 

D

 

Daily Total: a column on Employee Time and Attendance form A-424 used for entry of the total of all hours recorded for a given day.

Data Base: collection of interrelated data elements stored on a direct access storage device with minimum redundancy to serve one or more applications, which are independent of programs using the data. A highly structured file providing all data allocated to a subject and allowing programs to use only those items needed.

Data Center Master Plan (DCMP): a comprehensive planning document which reflects for each SDC a base line of current operations and capabilities, a five year projection of user requirements, and a plan depicting how the SDC proposes to meet projected requirements.

Data Communications: transmission and reception of coded data in a computer system.

Data Communications Protocol: formal set of conventions governing format and control of coded data inputs and outputs between two communicating processes.

Data Element: information in a form suitable for processing by a computer, one item of data; i.e., field, units of storage grouped to form a record. (Date record may consist of fields for month, day and year.)

Data Processing Service Agreement: a joint document prepared by a data center user and the data center specifying terms under which the data center agrees to provide automated data processing services required by the user.

Data Set: named collection of logically related records stored in a data structure.

Data Sets: electronic devices which transmit and/or receive certain machine generated signals over telecommunications facilities.

Data Transmission Circuits, Equipment and Service: communications systems made up of data subsets and modems, wires, manual or automatic switches and terminal devices such as magnetic tape, paper tape, card, video and facsimile equipment that is associated with telecommunication facilities and provides transmission media or store and forward capability for data intelligence of any type and speed between like and unlike data processing devices.

Data Unit: unit of state government receiving data from various operating entities for the purpose of data validation and system updating.

DCMP: see Data Center Master Plan.

DDP: see Distributed Data Processing.

Debarment: removal of a vendor from bidder lists and from consideration for or award of state contracts.

Debt Service Funds: funds which account for accumulation of resources for, and payment of, general long-term debt principal and interest.

Decision: a determination, action, vote, or disposition upon a motion, proposal, recommendation, resolution, order, ordinance, bill, or measure on which a vote by members of a public body is required and by which a public body effectuates or formulates public policy.

Default: failure of a vendor to fulfill the obligations of a contract or purchase order, including, but not limited to, failure to deliver on time or unauthorized substitution of supplies, equipment, or services for those specified in the contract or purchase order.

Deferred Compensation: a pretax deduction which shelters current taxable income by reducing the employee's pay, thereby deferring tax liability to a future pay period when the compensation is paid, such as retirement, separation, death, or disability. The state has two deferred compensation plans: Deferred Compensation Plan I (457) and Deferred Compensation Plan II (401K).

Deferred Hours: (1) hours credits recognized prior to their being available and recorded by the personnel payroll information system for use at a future date; administered in the same manner as annual leave. (2) hours of paid time off the job accumulated by an employee by having participated in a voluntary pay reduction plan, also known as "Plan B" hours.

Deferred Hours Used: hours of absence charged against the accrued deferred hours balance.

Deferred Retirement: delayed retirement for vested employees who do not meet the age requirement.

Deliverables: reports and/or documentation specified in the work statement which the contractor must provide in accordance with parameters incorporated into a professional/consulting services contract.

Density: degree of darkness of a microfilm image, which shall not be less than 0.9 or greater than 1.2 except in cases when the original document image is faded requiring a decrease in density.

Department: (1) one of the principal departments of the executive branch of state government. (2) for electronic funds transfer purposes, state department/agency and the Bureau of Retirement.

Department Head: the Director or Secretary of a principal department.

Departmental Purchase Order Form (DA-207): (1) form used for requesting long-run duplicating and related services from the Reproduction Services Section. (2) a document which sets forth specifications, terms, conditions, and price and formalizes a purchase transaction obligating the vendor to provide the service or commodity offered in the bid process.

Deposits Supervisor: individual responsible for depositing voided warrants in Department of Treasury.

Designated Critical Dune Areas: Michigan's most unique, irreplaceable and fragile sand dunes which are designated in the "Atlas of critical dune areas".

Designated Environmental Area: wetlands and open water area adjacent to Great Lakes coast providing critical habitat and designated under 1970 PA 245, as amended.

Designated Flood Risk Area: coastal shorelands where potential flooding from Great Lakes is determined to be significant, and is designated under 1970 PA 245, as amended.

Designated High Risk Erosion Area: coastal shoreland where long term erosion rates equal or exceed one foot/year and designated under 1970 PA 245, as amended.

Designated Senior Official: high level employee of a principal department who directs an evaluation of the internal control structure at the department level. This person reports to and is supervised by the head of the principal department.

Desktop Publishing: the ability to type, draw and layout computerized design with various software packages on a personal computer.

Determination of Policy or Action: all decisions made by an executive branch department or sub-unit concerning policy or actions to be taken, including those related to collective bargaining.

Dial Dictation Equipment: a special assembly of equipment that permits dial telephone station users to be connected to customer owned dictation equipment.

Diazo: a film used to make an inexpensive duplicate of original silver film. Ammonia and heat are used to develop the image after exposure to ultraviolet light. A negative original produces a negative diazo copy and positive original produces a positive diazo copy.

Direct Human Services: services directly concerned with investigation, treatment and material aid of the economically underprivileged and socially deprived, and which provide a direct delivery of service to individual clients.

Director: (1) the director of the Department of Management and Budget. (2) the head of a principal department or agency.

Disability Ruling: approval or disapproval of disability retirement based on the Retirement Board's discretion after reviewing the recommendation of the Board's Medical Examiner.

Disbursements Supervisor: finance officer of a state agency.

Discussion: any oral or written communication between the Office of Procurement and an offeror (other than communications conducted for the purpose of clarification--see definition above), whether or not initiated by Purchasing Operations that (1) involves information essential for determining acceptability of a proposal, or (2) provides the offeror an opportunity to revise or modify its proposal.

Disposable Earnings: that portion of an employee's earnings remaining after deduction of any amount required by law to be withheld. Withholdings include, but are not limited to: (a) federal income tax withholding deductions (as determined by the number of exemptions claimed by the employee for income tax purposes); (b) federal Social Security Tax deductions; (c) state and city income tax withholding deductions. Deductions not required by law include: (a) purchase of savings bonds; (b) contributions to religious, charitable or educational organizations; (c) union dues and union initiation fees; (d) health and welfare premiums; (e) board, lodging or other facilities furnished to an employee by the employer; (f) pursuant to an assignment of earnings; (g) repayment of loans or payroll advances made by the employer; (h) merchandise purchased or services from the employer; or (i) garnishment orders.

Distributed Data Base: the data elements (fields) of multiple locations are interrelated.

Distributed Data Base Management System: a unified operating procedure transparent to the user for reading, changing or extending data elements (fields) possible in multiple locations.

Distributed Data Processing (DDP): the segmentation of a processing system consisting of hardware, software, procedures, and data bases working an a cooperative effort to place part or all of the processing capabilities under user control. Some or all of the processing and storage of data is provided at different locations that are connected by telecommunication lines.

DMB General Framework for Evaluating Internal Accounting and Administrative Control Systems: Document used as a guide by principal departments in performing evaluations on their respective internal accounting and administrative control systems.

Domestic Mail Manual: the regulations of the U.S. Postal Service that govern its domestic mail services.

Duty Disability Retirement: retirement with pension benefits for employee's who are disabled in the line of duty, as certified by the Retirement Board's Medical Examiner and supported by the Retirement Board. The benefits are available regardless of minimum age and service requirements.

 

E

 

Educational and Governmental Commodities: commodities that can only be acquired through educational or other government entities because of the unavailability of such commodities from the private sector. These commodities are limited to programmatically related research or scientific, educational or governmental programs which are directly linked to the state's needs.

Educational or Governmental Services: services that can only be acquired through educational or other governmental entities because of the unavailability of such services from the private sector. These services are limited to programmatically-related research or scientific, educational or governmental programs which are directly linked to the state's service needs.

EEO: see Equal Employment Opportunity.

Effective Balance: imprest cash checking account's approved amount less approved amounts of all cash boxes and change drawers which it finances.

EFT: see electronic funds transfer.

Electronic Funds Transfer (EFT): an automated transfer of money from one account to another authorized by the payee so the state may direct deposit the employee's or retiree's pay into a designated account.

Electronic Media: magnetic tapes, diskettes, cassettes or optical disks onto which state records have been electronically entered.

Emergency: (1) a sudden and unexpected situation beyond the control of the department or agency that requires immediate action to protect the health, welfare or safety of individuals; to protect public property from damage or loss; to protect the natural resources or the environment of the state; or to prevent or minimize serious disruption of government services. (2) a situation showing a need which will result in a highly adverse or critical impact if payment is not disbursed immediately or one in which the State has caused some undue hardship on the payee through its own negligence in processing the payment in a timely fashion. The emergency must be of such a nature that payment is required in less time than can be accomplished through normal payment process. Examples of emergencies include the need of a payee to meet a payroll and the need of a payee to make a payment to prevent mortgage foreclosure proceedings.

Emergency Payment: payment disbursed to avert an adverse or undue hardship on a payee. Emergency must be such that payment is required in less time than it takes through normal payment process; i.e., the need to meet payroll, to make a payment to prevent mortgage foreclosure, etc.

Emergency Purchase: (1) a purchase in an emergency situation of a commodity or service which has a value in excess of a department's delegated purchasing authority. (2) a purchase made under extraordinary procedures to protect the immediate health, safety, or welfare of individuals or property.

Emergency Special Maintenance: unforeseen special maintenance projects which cannot be deferred to subsequent budget years without incurring serious and irrevocable consequences to life, health, property, or the natural resources or environment of the state.

Emergency Special Maintenance Funds: money for emergency special maintenance projects which comes from a contingency reserve from each annual lump sum appropriation or funds appropriated specifically for this purpose.

Employee Relations Policy: policy as defined in Chapter Six of the Rules of the Civil Service Commission.

Employee's Withholding Allowance Certificate: IRS form filed by each employee upon hire. The form is used to declare the number of allowances the employee is claiming for withholding federal income taxes, additional amounts to be withheld, or exemption from withholding.

Employer Contribution Reserves: contributions received to fund the pension benefit obligation as determined by the Actuary.

Encumbrance: (1) future liabilities in the form of purchase orders, contracts or pledges which become payable when materials are delivered or services rendered.

End User: ultimate user of output produced by a program or system.

End User Computing (EUC): all cost items, including hardware, software, communications, training maintenance, installation, vendor support, site modifications, freight and other, that have been charged against the EUC expenditure ceiling.

End User Computing Resources: information processing resources that are designed to improve and/or enhance the effectiveness or efficiency of the programmatic professional, including, but not limited to: standalone intelligent devices and non-intelligent devices located with the end-user but whose functionality depends wholly or partially on an interface to a central support resource or a remotely located shared resource capability.

Enlarger-Printer: machine capable of increasing the size of fixed graphic material from microfiche to hard copy; the enlarger-printer lens determines the actual print size.

Enterprise Funds: fund group which includes funds and component units having finances and operations accounted for in a similar manner to private business enterprises. Costs (i.e., expenses, including depreciation) of providing goods or services to the public are financed primarily by user charges. Net income is determined periodically and used for capital maintenance, management control, or transferred to other operating funds as required by statute.

Environmental Assessment: overview of an environmental impact statement.

Environmental Impact Statement: statement regarding impact on the environment of certain conditions. Format and content of the statement follows current guidelines of DMB Building Division.

Equal Employment Opportunity (EEO): provision of full employment opportunities; i.e., hiring, promotion, etc., without discrimination based on religion, race, color, national origin, age, sex, height, weight, marital status, arrest record, or handicap as defined in the Elliott-Larsen Civil Rights Act, Public Act No. 453 of 1976 and the Michigan Handicappers' Civil Rights Act, Public Act No. 220 of 1976.

Equipment: necessities of the governmental organization to administer and perform required duties and responsibilities.

Equivalent Reporting: reporting only hours of absence charged against accrued leave balances.

ERP: see Employee Relations Policy.

EUC: see end user computing.

Evacuation: movement or relocation of persons away from immediate life-threatening emergency situations to areas of safety, shelter or refuge.

Evacuation Coordinator: on-site person who acts as the department or agency official in an evacuation, possessing both responsibility for, and authority to act in, an immediate life-threatening emergency situation.

Evaluation Criteria: information contained in a solicitation which states the factors by which bids will be evaluated in determining the bid selected for the award recommendation.

Exclusive Representative: an employee organization which has been granted recognition and certified as the sole representative of all employees in an appropriate unit under the terms of the Civil Service Commission's Employee Relations Policy Rule.

Executive Branch Departments and Sub-units: all executive branch departments and independent or autonomous agencies in the executive branch. This term does not include colleges; universities; legislative branches, offices or institutions; the Supreme Court; or Community Mental Health Services Boards established through the Department of Mental Health.

Exempt Vehicles: the following vehicles are excluded from IRS record keeping requirements: (a) clearly marked police and fire vehicles; (b) unmarked vehicles used by law enforcement officers incident to law enforcement functions; (c) ambulances; (d) any vehicle designed to carry cargo with a loaded gross vehicle weight over 14,000 pounds; (e) bucket trucks (cherry pickers); (f) dump trucks; (g) garbage trucks; (h) flatbed trucks; (i) passenger buses with a capacity of at least 20 passengers; (j) specialized utility repair trucks, designed and used to carry heavy tools, testing equipment or parts so that: (1) personal use would be unlikely; and (2) the employer requires the employee to drive the truck home in order to be able to respond to emergency situations; and (k) school buses.

Expert Witness: persons with specialized training or knowledge who testify on behalf of the state at the request of the Department of Attorney General.

 

F

 

Facilitator: an individual under contract with the Office of Environmental Cleanup Facilitation to assist in the resolution of a remedial action plan conflict or the percentage share allocation of the costs associated with environmental cleanup.

Facility: (1) one or a group of buildings, structures, or other physical entities, including related site and utility systems, used to provide housing and assistance in carrying out a broad program of operations. (2) all or any portions of buildings, structures, equipment, roads, walks, parking lots, or other real or personal property or interest in such property.

Facsimile: the process or result of copying fixed graphic material in which copy (facsimile) is produced from an electric wave containing information generated by scanning the original.

Fair Market Value: (1) highest estimated price which real property will bring if offered for sale on the open market, allowing a reasonable time to find a purchaser who would buy with knowledge of the property's possible uses. (2) estimated amount which could be received for an asset in a transaction with a neutral party in an open market at a particular time. Fair market value is normally used to determined valuation when cost is not readily determinable.

FASB: see Financial Accounting Standards Board.

FDDI: see Fiber Distributed Data Interface.

Federal Employer Number: nine-digit number assigned by the federal government used to identify payments of withholding and other taxes.

Federal Pass-through Funds: monies received by a government to transfer to or spend on behalf of another entity, in accordance with legal or contractual stipulations.

Federal Surplus Personal Property: surplus property, excluding land and buildings, owned by the federal government which can be used to operate and maintain an agency and which is allocated by the federal government to states for distribution to eligible organizations.

Federal Surplus Property Unit: organizational unit within the DMB, Office Services Division, officially designated to receive, warehouse, and distribute federal surplus personal property within the State of Michigan.

Federally Sponsored Programs: describes programs such as the U.S. Savings Bond program where related payroll deductions are instituted by DMB.

Fiber Distributed Data Interface (FDDI): a network based on dual counter-rotating 100 Mbps token rings. The physical layout is two strands of optical fiber powered by light emitting diodes at 1,300 nanometers. FDDI uses the token passing algorithm to pass packets, which may be no larger than 4,500 bytes each. Maximum number of connections is 1,000 (500 dual connected stations). Maximum ring perimeter is 200 kilometers, with the maximum distance between stations of 2 km.

Fiber Optic Cable: strands of glass through which laser beams are passed to transfer many more times the amount of data than traditional copper wire.

Fiduciary Fund Types: trust and agency funds including assets held by the state on behalf of other state funds, outside parties and other governments.

Fiduciary Funds: trust and agency fund categories. Expendable trust and agency funds are accounted for using the modified accrual basis; pension trust funds follow the accrual basis. (2) trust and agency funds including assets held by the state on behalf of other state funds, outside parties and other governments.

Financial Accounting Standards Board (FASB): a private organization which establishes reporting guidelines of general application and specific accounting rules.

Financial Reporting Entity: oversight unit and all of its component units, if any, that are combined in the Comprehensive Annual Financial Report (CAFR)/General Purpose Financial Statements (GPFS).

Fire Protection Modifications: facility modifications required to comply with requirements of the Fire Marshal Division of the Department of State Police, directed specifically at protecting inhabitants from danger due to fire and only incidentally at protecting the structure or its contents. Examples are: addition of fire escapes, introduction of smoke barriers, and fire alarm and smoke detection systems.

First Class Mail: hand-written or typed correspondence, statements of account, or other matter having the character of personal correspondence.

Flood: a temporary increase in the stage of a river, lake or stream resulting in the inundation of lands not normally covered by water.

Floodplain: area of land adjoining a river, lake or stream which will be inundated by a flood which has a 1% chance of occurring in any given year (i.e., flooding caused by approximately 5 inches of rainfall in 24 hours).

Floor Distribution: the wiring that connects station termination to intermediate distribution frame. This system uses telecommunications media available between the work station or communication device(s) and the nearest lockable closet containing the intermediate distribution frame hardware.

Font: a character set in a particular style and size of type, including all alpha characters, numerics, punctuation marks and special symbols.

Food Service Establishment: any facility in which food or drink is prepared for direct consumption through service on the premise or elsewhere.

Force Account Work: any construction work managed by a state department or agency and accomplished by work-people hired individually and specifically for a project and/or by the established working force of a state department and agency and/or by state wards.

Foreign Exchange (FX) Service: telephone service from one service area of the telephone company to another (e.g., Lansing lines extended to Charlotte).

Form: an application, publication, questionnaire, permit, order, schedule, record, report, or document in regular and continuing use which is used to obtain information, response, compliance, or application that is required from the public or private sector by the state.

Format: a specific arrangement of data such as that in the address block on letter mail.

Forms Efficiency Analysis: evaluation of a particular form to judge its efficiency as a paperwork system which addresses the productivity, product cost, public image, and management control aspects of the form.

Forms Management Program: a total system intended to improve the efficiency of state government through forms operation, including but not limited to, survey, analysis, design, specification, printing, buying, inventory storage, use and distribution of forms.

Forms Survey: a forms efficiency analysis in current use by an agency.

Formula: a mathematical statement, or equation of a rule of principle or other logical relation.

Frame: a free-standing or wall-mounted device that provides a media management point for the many pairs or bundles of copper or fiber that pass through the closet the frame is located within. Cross connect systems (66 block, 110 hardware, 100A LIU, etc) and wire routing hardware are typically found on a frame.

Free Astray Bill: a document for a shipment misloaded out-of-route and sent to its proper destination free of charge.

Freight Bill: a bill for fees for transportation services.

Friend of the Court: a person, recommended by a Circuit Court Judge or Judges, and appointed by the Governor, who acts as a Friend of the Court in the judicial circuit in which appointed for the purpose of enforcing payments duly ordered and decreed by said circuit court for the support, maintenance and education of dependent minor children, in cases pending or where parents have been divorced.

Fringe Benefit: an employment benefit given in addition to one's wages or salary.

Fund: fiscal and accounting entity with a self-balancing set of accounts recording financial resources, related liabilities, residual balances and changes segregated for carrying on specific activities or attaining objectives pursuant to regulations, restrictions or limitations.

Fund Balance: governmental and fiduciary funds' fund equity.

Fund Balance Reservations: (1) unused restricted revenues which carry forward to the new fiscal year. (2) funds legally segregated for a specific use, or assets which by their nature, are not available for expenditure.

Fund Equity: amount of the difference between fund assets and fund liabilities.

FX: see foreign exchange service.

 

G

 

GAAP: see generally accepted accounting principles.

GAAS: see generally accepted auditing standards.

Garnishment: a legal process embodying an order from any court of record in Michigan directing the state to withhold a specified amount of money from the pay of an employee, to be paid to the court in settlement of a judgment rendered by the court against said employee.

GASB: see Governmental Accounting Standards Board.

GASB Cod.: "Codification of Governmental Accounting and Financial Reporting Standards," the official document of the GASB and primary source of governmental accounting principles.

General Fund: State of Michigan's primary operating fund which accounts for general purpose financial resources and any restricted revenues not required to be accounted for in separate funds.

General Governmental Functions: activities of the state's general and special revenue funds, excluding component units.

General Labor Services: services that are predominantly performed by non-professional services firms or individuals who are responsible for completing tasks defined in an RFQ/RFP in accordance with specifications and methods.

General Maintenance: all basic maintenance required to operate and maintain a facility based on the primary purpose of the structure; i.e., office, parking, warehouse, etc.

General Record Schedules: schedules prepared and issued by Office Services Division, DMB, which cover records common to all state agencies, such as Accounting and Civil Service Commission records.

Generally Accepted Accounting Principles (GAAP): (1) set of guidelines widely recognized as being generally accepted because of prevailing industry practice. (2) a common set of guidelines governing form and content of basic financial statements of an entity. (3) uniform minimum standards and guidelines for financial accounting and reporting governing form and content of financial statements of an entity. GAAP encompass the conventions, rules and procedures required to define accepted accounting practice at a particular time. They include broad guidelines of general application and detailed practices and procedures. GAAP provide a standard for measuring financial presentations. The primary authoritative body on applying GAAP to state and local governments is the Governmental Accounting Standards Board (GASB).

Generally Accepted Auditing Standards (GAAS):

Ghz: radio frequency measurement

Goods and Services: includes, but is not limited to: (1) supplies; (2) equipment; (3) consultation; (4) labor; (5) utilities; (6) communications; (7) third-party financing; (8) insurance; and (9) any other type of procurement DMB is authorized to make for the state.

Governmental Accounting Standards Board (GASB): successor to the National Council of Governmental Accountants.

Governmental Fund Types: general, special revenue, capital projects, and debt service funds accounted for using the modified accrual basis of accounting.

Grant: appropriation providing a specified amount to a specified recipient, either by line item or boilerplate reference, or other statutorily created grant program administered by a department or agency. (2) Money, or property in lieu of money, furnished by the federal government to a state or local government under programs that provide financial assistance through grant or contractual arrangements.

Great Lakes: established by statute being Lakes Superior, Huron, Michigan, Ontario and Erie.

Great Lakes bottomlands preserve: an area located on the bottomlands of the Great Lakes and extending upward to and including the surface of the water, which is delineated and set aside by rule promulgated pursuant to the administrative procedures act of 1969, Act No. 306 of the Public Acts of 1969, as amended, being sections 24.201 to 24.328 of the Michigan Compiled Laws, for special protection of abandoned property of historical value, or ecological, educational, geological, or scenic features or formations having recreational, educational, or scientific value. A preserve may encompass a single object, feature, or formation, or a collection of several objects, features, or formations.

Green Card: (1) an identification card required by the Naturalization and Immigration Service. (2) an employee identification card provided to elected and gubernatorial appointees.

 

H

 

Hairline: a very thin rule on a form. It is normally the finest line that printing can produce.

Handicap: generally, a determinable physical or mental disability of an individual or the history of a disability which may result from disease, injury, congenital condition of birth, or functional disorder. See Public Act No. 220 of 1976, as amended, for specific meanings relating to particular sections of that act.

Handicapper: (1) a person with a physical characteristic (handicap) which may substantially limit one or more major life activities. (2) a person who, due to personal or environmental factors, is: (a) unable to be immediately notified of an emergency; (b) unable to negotiate an existing means of egress; or (c) requires assistance to reach safety, shelter or refuge areas. (3) an individual who has a handicap.

Handicapper Owned Business: a business of which more than 50% of the voting shares or interest in the business is owned, controlled, and operated by handicappers; with respect to which more than 50% of the net profit or loss attributable to the business accrues to the handicapper shareholders; and in which more than 50% of the employees are residents of this state.

Head Monitor: a key on-site person responsible for a specific area at a work location, who reports to the evacuation coordinator the status of his/her specific area during an evacuation.

Head of Organizational Unit: an employee of the principal department who directs the evaluation of a project, division, agency, section or unit.

Head to Foot: when printing both sides of a sheet of paper, the top of the copy on the back of the sheet is directly opposite the bottom of the copy on the face of the sheet.

Head to Head: when printing both sides of a sheet of paper, the top of the copy on the back of the sheet is directly opposite the top of the copy on the face of the sheet.

Highway: entire width between the boundary lines of every way publically maintained when any part thereof is open to use of the public for purpose of vehicular travel.

Hispanic: a person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.

Historic Structure: a structure formally designated by the Michigan History Division of the Department of State as meeting the criteria for inclusion on the State Register of Historic Sites and/or the National Register of Historic Places.

Holding Feature (multi-line telephone): a feature which enables holding a call while giving or obtaining information or answering a call on another line without disconnecting the first caller.

Home to Office Use: use of a state-owned vehicle between an employee's personal residence and their work station as either a driver or a passenger.

Horizontal Distribution: wiring that connects the station termination to the intermediate distribution frame. This system uses the telecommunications media available between the work station or communica-tion device(s) and the nearest lockable closet containing the intermediate distribution frame hardware.

Household Goods: all furniture, personal effects, and property used in a dwelling, and normal equipment and supplies used to maintain the dwelling. This definition does not include: automobiles, boats, travel trailers, camping vehicles, motorcycles, snowmobiles, firewood, fence posts, tool sheds, perishable foodstuffs, building materials, fuel, explosive, property likely to damage the mover's equipment, or other similar items.

Household Move: move of a household or mobile homes.

Hunting (Rotary) Line Groups: an arrangement where several telephone numbers are grouped in a system that will sequentially hunt for an idle number in the group when the called number is busy. The caller would receive a busy signal only if all lines of the group were in use. Normally, only the first number of the group (pilot number) would be listed.

 

I

 

IAAACS: Internal Accounting and Administrative Control System: a system which assures that principal departments and state agencies safeguard assets, check accuracy and reliability of accounting data, promote operational efficiency and adhere to prescribed policies.

IACC: see Interagency Coordinating Committee.

IAV: see Interagency voucher.

IBB: see Inter-Building Backbone.

IFB: see Inter-Frame Backbone.

Immediate Life-Threatening Emergency Situation: a situation which includes, but is not limited to: fire, gas leaks, bomb threats or tornado warnings.

Imprest Cash: account with the state treasurer in which a fixed amount of money is placed for minor or emergency disbursements.

Imprest Cash Authorization: State Administrative Board authorized imprest cash for department/agency use; authorization may be distributed to one or more checking accounts.

Imprest Cash Check: order drawn by an officer of a state agency upon an imprest cash account for payment of specified amount to person named or an endorsee.

Indicia: imprinted designations used on mail pieces to denote payment of postage.

Indirect Costs: amounts received from any grant, award or contract to cover overhead costs incurred. Such indirect costs must be credited to a general purpose revenue account unless otherwise required by statute.

Ineligible Employees: employees not eligible for overtime, on-call or call back payment, unless covered by provisions of the Fair Labor Standards Act.

Information Processing (IP): collection, transmission, processing, storage, display or retrieval of data or information through the use of IP equipment, services, software, supplies, personnel and other support items. Use of a computer and its peripheral devices to process data automatically by sorting, etc., at high rates of speed.

Information System: a system designed to provide useful information in the necessary time frame to enable management to make decisions and to take effective action in planning, organizing, staffing, directing and controlling resources used in the general conduct of an enterprise. Examples of such systems include payroll personnel systems, client reporting systems, uniform billing systems, inventory control systems and grants management systems.

Institutional Road or Bridge: eligibility requirements for financing road and bridge construction or maintenance on state property is set forth pursuant to P.A. 90 of 1941.

Insured: (1) named entity and every organization with express permission to use an insured vehicle. (2) every person with express or implied permission to drive or ride in an insured vehicle in accordance with rules and regulations governing the use of an insured vehicle.

Insured Mail: mail insured to cover loss, damage, or rifling of mail while in transit.

Insured Vehicle: a motor vehicle owned, leased or loaned by the state or a participating college or university, including a trailer or trailers attached thereto, while being or to be operated for locomotion.

Interagency Coordinating Committee (IACC): a user/data center committee established to provide overall systems development guidance and to insure data processing support to user agencies by providing operational and technical guidance to the data center director who chairs the IACC.

Interagency Voucher (IAV): a document used to record transactions between units of state government where one unit of state government has provided goods or services to another state agency.  See the State of Michigan Financial Management Guide, Part II, Chapter 16, Section 200.

Inter-Building Backbone (IBB)/Campus Feeder/Underground: a network interconnecting the building main distribution frames. The medial is commonly UTP bundled in large (up to 2,100 pairs) cables. Fiber is also used for specialized high speed or longer distance applications than the UTP can handle.

INTERCOM: see Interdepartment Environmental Review Committee.

Intercom System: a communications system that allows selective intercommunication between telephones within an office or building complex. Such systems are normally associated with multi-line telephone arrangements or special stand-alone terminal devices usually equipped with some type of station-to-station signal capability.

Inter-Departmental (ID) Mail: all items mailed without payment of postage and handled through the state system.

Inter-Frame Backbone (IFB): the transmission facilities that originate from the BMDF and are vertically or horizontally distributed to each IDF in the building. A common instance of an IFB can consist of bundled unshielded or shielded twisted pair, optical fiber, or in older systems, coaxial cable.

Intermediate Distribution System: a lockable room or access point generally designated as "telephone" or "data" depending upon its major use. It contains cross connect equipment that serves as a breakpoint or remark between the horizontal distribution system and the interframe backbone. It is used to centralize administration, testing, installation, and basic control of the floor-based telecommunications media distribution system.

Internal Auditor: a person appointed by the head of a principal department, to: (a) review internal control documentation and systems; (b) report the results of such reviews; and (c) comment on whether the Department's evaluation of IAAACS has been done in conformance with the DMB General Framework for Evaluating IAAACS Manual; the internal auditor reports to and is under the supervision of the department head.

Internal Control Structure: system which assures measures are used by principal departments and state agencies to safeguard assets, check accuracy and reliability of accounting data, promote operations efficiency, and adherence to prescribed policies.

Internal Service Funds: fund group similar to enterprise funds except goods or services are provided primarily to state agencies or funds instead of to the general public.

Inter-Office Mail: mail distributed between state offices.

IP: see Information Processing.

IP Equipment: any device, regardless of its use, size, or capacity, that performs logical, arithmetic and storage functions by electronic manipulation of data and includes any property and communication facility directly reacted to or operating in conjunction with such a device. Standalone calculators without a peripheral data storage capability are excluded from this definition. Types of equipment include, but is not limited to: (1) digital, analog, or hybrid computer equipment and peripherals; (b) auxiliary or support equipment such as plotters, tape cleaners, tape testers and computer performance monitoring equipment to be used in support of ADP function; (c) any equipment such as word processors that can perform or be expanded to perform ADP functions; (d) punched card machines; (e) data entry equipment which transcribes data to media capable of being input to a computer, such as card punches and verifiers, paper tape punches, magnetic tape encoders, key to tape systems, key to disk systems, magnetic character readers, optical character recognition devices, and/or other data capture devices; (f) data transmission or data communications equipment that is used in support of ADP functions such as front end processors, modems and communication transmission media; and (g) computer terminals, both intelligent and nonintelligent.

IP Personnel: those persons whose primary function is planning, administration or production in support of IP functions.

IP Software: (1) computer programs and routines used to extend the capabilities of IP equipment, including software packages available through least or purchased separately from IP equipment. (2) the documentation and training in support of software.

IP Supplies: those items expended in the direct support of IP equipment, services and software.

IRS: Internal Revenue Service

 

J

 

Jacket: a transparent form 4" x 6" in size containing a number of chambers, the most common having five horizontal chambers into which strips of film may be inserted, which are particularly advantageous for case files, project files or other applications where frequent updates may need to be made.

JEC: see joint evaluation committee.

Job Related Training: training which consists of classes, seminars, or other types of training sessions which maintain or improve skills required for the job, or is required by an employer as a condition of employment for the employee's current job. "Job-related Training" does not include education directed toward improving skills to qualify the employee for another position or a promotion.

Joint Evaluation Committee (JEC): (1) an advisory body which evaluates proposals and makes recommendations to the State Purchasing Director. (2) a temporary working level procurement committee which may be initiated for each MAJOR procurement by the TAO to create bid documents and to evaluate vendor bid responses and vendor demonstrations and benchmarks for that procurement.

Joint Venture: an agreement that combines two or more businesses for specified purposes involving one or more department certified minority-, woman-, or handicapper-owned businesses and one or more businesses in which the certified minority-owned business, certified woman-owned business, or certified handicapper-owned business shares at least 25% of the profit and loss attributable to work performed under the joint venture agreement, and the minority-, woman-, or handicapper-owned business performs at least 50% of the day-to-day operation and shares in the control of the joint venture.

 

K

 

No content in this category.

 

L

 

Labor Relations Designee (LRD): individual having direct access to the department director and capable of making binding decisions on behalf of the department, appointed by the director to serve as a channel for information to and from the OSE, enabling consistent labor relations policy decisions to be made.

Labor Relations Liaison: individual having direct access to the LRD who can speak on his/her behalf, but may not be able to make binding policy decisions on behalf of the department.

LAN: see Local Area Network.

Late Bid: any bid which the office of purchasing receives after the established due date and time.

Law Enforcement Officer: an individual employed on a full-time basis by a governmental agency and: (a) is responsible for the prevention or investigation of crime to person and/or property; (b) has arrest and detention authority; (c) is authorized to carry firearms and execute search warrants; and (d) regularly carries a firearm unless engaged in undercover activity.

Leader: a repeated pattern used to make a related list easier to read. For example, a dot leader: Table of Contents.............Page Number.

Lease: a contract transferring the right to the possession and enjoyment of real estate or equipment for a definite period of time.

Leased Valuation Method: method used to determine the value of a state employee's personal use of a vehicle where the state vehicle has a value exceeding the IRS allowable amount using the cents-per-mile valuation method.

Leave of Absence: approved paid or unpaid time away from the job granted for a specific reason such as medical, military, educational, union activity, maternity or paternity, etc. The terms for granting a leave of absence as well as issues such as seniority accumulations, extensions and return to work are covered by collective bargaining agreements or Civil Service rules (and in the case of military leave of absence, federal law).

Lessee: (1) the tenant. (2) one who leases property.

Lessor: (1) the owner of real property. (2) the person or entity who leases property.

Letter of Intent: a written agreement entered into between OSE and an exclusive representative describing mutual concurrence regarding the method by which existing language will be implemented. A letter of intent does not require Civil Service Commission approval.

Letter of Understanding: a written agreement entered into between OSE and an exclusive representative which modifies the terms of a collective bargaining agreement or specifies the manner in which the parties agree to handle a circumstance unforeseen by the negotiators of the collective bargaining agreement. Letters of understanding must be approved by the Civil Service Commission.

Levies: an action brought by the U.S. Treasury Department, IRS, Michigan Treasury Department, and/or the Michigan Employment Security Commission, to collect any taxes or assessments due from an employee to the governmental agency, by deduction from the employee's wages.

Liability Suspense Account: an account established by the Office of Financial Management, DMB, to record the state's liability for undeliverable vendor or payroll warrants and undeliverable or long-outstanding imprest cash checks.

Limited Recognition Organization (LRO): employee organization recognized under the Employee Relations Policy whose membership is limited to managerial, supervisory or confidential employees. An LRO does not have the exclusive right to represent employees in a most appropriate unit, but does have limited rights to meet and discuss terms and conditions of employment and other rights as specified in Employee Relations Policy, Section 6-8.3b.

Line Lamps: light arrangement to indicate which line on a multi-line telephone is ringing, on hold or in use.

Linotronic: equipment that is used to upgrade from a disk or a computer generated document to a higher resolution--300 dots per inch (DPI) to 2540 DPI paper positive (resin coated photo paper) or film (photo negative).

Linotronic Typesetter: equipment that is used to upgrade from a disk or a computer generated document to a higher resolution. The equipment converts 300 dots per inch (DPI) to 2540 DPI and outputs onto a paper positive (resin coated photo paper) or onto film (photo negative).

Loans: cash, other than advances, lent to outside person or entities.

Local Area Network (LAN): a network spanning a limited geographic area, such as a building or cluster of buildings, and using technologies to data transfer such as high speed stars, busses or rings. The network components typically include file, print and communications servers, work stations, media, terminating hardware, network operating and administrating software and user applications.

Local 31-M: Service Employees International Union, exclusive representative of employees in the Human Service Support bargaining unit.

Location Units: basic physical areas as determined by DMB wherein responsibility for equipment inventory will be assigned.

Long-outstanding Imprest Cash Checks: imprest cash checks which have been outstanding six months or more from the date of issue.

LOU: see Letter of Understanding.

LRD: see Labor Relations Designee.

LRL: see Labor Relations Liaison.

LRO: see Limited Recognition Organization.

Lump Sum Appropriation: funds appropriated by the legislature (which may or may not specify minimum and maximum costs of the projects) for allocation for selected remodeling and additions, special maintenance, fire protection, occupational safety and health, and other categories.

 

M

 

Mailable Items: any type of mail or materials deemed necessary in the conduct of state business.

MAIN: Michigan Administrative Information Network.

Maintenance Project: a project for the repair or replacement of any part of an existing facility for the purpose of maintaining it in sound condition.

MAJOR Requirement: a requirement which has been or will be included within a PRR submitted to support development and installation of any new or replacement system, has department-wide programmatic impact or which, as a pilot, implies future department-wide impact, or as a service, generates a future department-wide impact.

Mandatory Contract Terms: those terms which a vendor must return signed, with his/her bid response, without modification.

Mandatory Specifications: those specifications which a vendor must meet on a pass/fail basis.

Manual: a published control device under which an organization functions.

Material/Services Obligation: an amount due a vendor for materials delivered and/or services rendered.

MBE: see minority owned business.

MCO: see Michigan Corrections Organization.

Medical Practitioner Services: clinical services provided by members of any health occupation licensed or registered by the Michigan Department of Labor and Economic Growth.

MEEBOC: the Michigan Equal Employment and Business Opportunity Council.

Meeting: the convening of a public body at which a quorum is present for the purpose of deliberating toward or rendering a decision on public policy.

Method of Award: factors, including, but not limited to (1) conformance with specification; (2) unit price; (3) delivery (4) installation; (5) maintenance; or (6) cost of operation, that will be used to determine the low responsive bid and which are included in the RFP/RFQ.

Methylene Blue: a routine test that must be conducted to measure the thiosulfate remaining in silver film after processing. Archival quality requires residual thiosulfate level of 0.7 micrograms per quare centimeter of firm.

Michigan Corporation: having complied with the State of Michigan incorporating laws as established by law and all rules, policies and procedures subsequently established by the Michigan Department of Labor and Economic Growth.

Michigan Corrections Organization (MCO): exclusive representative of employees in the Security bargaining unit.

Michigan Historical Marker Program: program established by Public Act 10 in 1955 to provide official recognition for historic resources in Michigan. To be eligible for a marker the site--whether a structure, object, natural feature or geographic area--must be formally listed in the State Register of Historic Sites. This program along with the State Register program are vital components of the Department of State's effort to serve the citizens of Michigan.

Michigan Professional Employees Society (MPES): exclusive representative of employees in the Scientific and Engineering bargaining unit.

Michigan State Employees Association (MSEA): exclusive representative of employees in the Labor and Trades and Safety and Regulatory bargaining units.

Michigan State Police Troopers Association (MSPTA): exclusive representative of Michigan State Police troopers and sergeants under an amendment to Article 11, Section 5 of the Constitution of 1963.

Michigan State Register of Historic Sites: a program to provide official recognition for historic resources in Michigan as authorized by the state legislature in 1955 by Public Act 10. Applications are received by the State Historic Preservation Office, which makes recommendations to the Michigan Historical Commission based on whether the properties meet criteria for registration. The Michigan Historical Commission has the final authority to register historic sites.

Microfiche: a sheet of microfilm containing multiple microimages in a grid pattern. It usually contains a title which can be read without magnification.

Microfilm: (1) a fine-grain, high resolution film containing an image greatly reduced in size from the original. (2) the recording of microphotographs on film. (3) raw film with characteristics as in (1).

Microwave Communications: communications that use microwave radio frequencies and equipment for point-to-point communications.

Mileage Charge: (1) the additional charges to telephones located in a different building and beyond a certain distance from primary installation. (2) charges for certain dedicated point-to-point communications facilities and foreign exchange services.

Minerals: including but not limited to oil, gas, metallic (i.e., copper, diamonds, iron) or nonmetallic (sand, gravel, limestone, peat).

Minimum Age Requirement: age required to retire varying by retirement type. Age does not preclude the minimum service credit requirement.

Minimum Service Credit: credited service required to retire varying by retirement type. Service credit does not preclude the minimum age requirement.

Minimum Time Usage: the maximum number of years an item of office equipment can be expected to render trouble free service with normal preventive maintenance and care.

Minority: a person of Black, Hispanic, Native American Indian or Asian origin.

Minority Owned Business (MBE): a business enterprise of which more than 50% of the voting shares or interest in the business is owned, controlled, and operated by individuals who are members of a minority group, and with respect to which more than 50% of the net profit or loss attributable to the business or compensation (salary) accrues to shareholders or owners who are members of a minority group.

Miscellaneous Operating Project (MOP): those projects which require professional service or a work contract.

Mobile Home: mobile units, including furnishings, used as a residence. Excluded items include: out-buildings, dog houses, swing sets or other items not part of the mobile home which cannot be dismantled and secured inside the unit for movement.

Modems: electronic devices provided for the purpose of transmitting and/or receiving certain machine generated signals over telecommunications facilities.

Monitor: a key on-site person responsible for specific area or sub-area at a work location, who reports the status of his/her specific area during an evacuation to the head monitor. In smaller locations, the monitor may report directly to the evacuation coordinator.

Monitor Network Program: Property Management Division's emergency procedures for a building evacuation.

MOP: see miscellaneous operating project.

Motor Vehicle: any self-propelled device in, upon, or by which any person or property is or may be transported upon a highway, excepting such devices moved by human power or used exclusively upon stationary rails or tracks.

MSC's: employees excluded from exclusive representation rights and membership in exclusively recognized organizations because they are managerial, supervisory or confidential.

MSEA: see Michigan State Employees Association.

MSPTA: see Michigan State Police Troopers Association.

Multi-line Telephone System: a telephone system which provides a means of answering one or more lines by one or more telephones and transferring calls to another telephone.

Multi-mode Fiber Optic Cable: 62.5 micron core, 125 micron cladding, typically carrying signals up to 200 Mhz. Application is short range limited bandwidth local used (i.e. interconnections LANS within or between buildings, FDDI, etc.)

Multi-plexer: able to receive two messages at the same time

Multi-Step Evaluation: a process which evaluates various aspects of a bidder's capabilities and qualifications as well as price.

 

N

 

Named Insured: the State of Michigan, including its participating state colleges and universities.

National Register of Historic Places: part of a program administered by the National Park Service, Department of the Interior, which identifies, evaluates and protects our historic, cultural and archaeological resources. Nominations are submitted to the State Historic Preservation Office, Bureau of History, Michigan Department of State and approved by the Michigan Historic Preservation Review Board. They are then submitted to the Keeper of the National Register in the National Park Service.

Native American Indian: a person having origins in any of the original people of North America, and who maintains cultural identification through tribal affiliation or community recognition and who is not less than 1/4 quantum Native American blood as certified by the person's tribunal association. The Michigan Indian Affairs Commission may be asked to verify the Native American status.

NERE: see Non-Exclusively Represented Employee.

NIGP: National Institute of Government Purchasing, Inc. structure for commodity codes.

Non-Classified Employee: those state employees exempted and excepted from classified service, either through specific Constitutional provision or through specific exemption by the Civil Service Commission.

Non-Duty Disability Retirement: retirement with pension for vested employees who are disabled as certified by the Retirement Board's Medical Examiner and supported by the Retirement Board.

Non-Exclusively Represented Employee (NERE): an employee who is not exclusively represented because the employee is an MSC or is in a unit which has not selected an exclusive representative, such as the eligible employees in the Business and Administrative Unit.

Non-Michigan Corporation: having complied with the incorporating laws of the state of incorporation and pertinent Michigan laws, rules, policies, and procedures governing non-Michigan corporations. Non-Michigan corporations must obtain a certificate of authority.

Non-pay Hours for Accruals: hours used to keep an employee in full pay status for fringe benefit purposes only.

Non-payroll Related Warrant Insert: separate document not requiring DMB OFM approval. These inserts are not distributed with State of Michigan employee payroll warrants.

Nonrecord Material: materials which need not be included in the Records Retention and Disposal Schedule and which may be disposed of by agencies without formal authorization as soon as they have served their intended purpose. Examples of nonrecord material include, but are not limited to: (a) extra copies of original documents; (b) stocks of superseded, outdated or otherwise valueless publications, forms and printed documents; (c) preliminary drafts of letters, memoranda, reports, worksheets, and internal notes which do not represent significant basic steps in the preparation of record documents; (d) shorthand notes, stenotype tapes and mechanical recordings that have been transcribed into typewritten or printed form; (e) miscellaneous notices or memoranda which do not related to the functional responsibility of the agency (notices of retirements, holiday parties, community affairs, etc.); (f) microfilm that has been created for systems applications; offset plates, multilith masters, ditto masters, stencils, addressograph plats, photographic negatives or other media used for printing or other reproductive processes; and (g) letters of transmittal which do not add any information to the transmitted material and other types of routine correspondence that not show any significant activity of the agency.

Notice of Levies: documents issued by the governmental body effectuating the levy directly to the State Treasurer. IRS levy notices are continuous until released in writing.

 

O

 

Occupancy: (1) the act or state of being in a building. (2) the purpose of operations conducted by an agency of the state in any facility which they inhabit or use.

Occupational Safety and Health Modifications: facility modifications required to comply with the Occupational Safety and Health Act (PA 154 of 1974) administered by the Departments of Labor and Public Health. Examples are railings to enclose accessible openings in floors or roofs, guards on hazardous machinery and exhaust of noxious fumes.

Office Services Price Book: DMB, Office Services Division, provides to state agencies a book listing the following information: services available, cost for those services, contact people for each service, and telephone numbers and locations of each section.

OMP: see operations maintenance project.

On-call Payment: payment due an employee because the employee is required to be available to return to duty, work ready, within a specified period of time. Terms of on-call status and on-call payment are specified in collective bargaining agreements or Civil Service rules.

One Pay Delay: process used to remove EFT designation in the state's payroll system so that a warrant will be generated instead of an EFT. This does not disable the EFT, but only overrides it for that pay period.

Open Bid: a written response to a solicitation which does not require public bid opening.

Operating Agency: the state entity having jurisdiction over operation, liability, repair, or maintenance of a facility, which is usually the unit of government occupying the building or facility.

Operations Maintenance Project: another name for regular maintenance project.

Optical Character Reader (OCR): an automatic mail sorting system consisting of a scanner, computer, ink jet printer, and sorting mechanism.

Ordinary High Water Mark: line separating the high waters of lakes and rivers from shoreland property which may be determined by legislatively set elevation in the Great Lakes or by lake or river conditions.

Originating Agency: agency responsible for creation of document, project, etc.

Orphan Share: percentage share of costs associated with the cleanup of an environmentally contaminated site which is not reasonably allocable to any Potentially Responsible Party.

Other Support Items: items for which expenditures are made in total support of ADP functions, including physical facilities, office supplies and equipment, telephones, security devices and services, janitorial services and/or other services and facilities in support of ADP functions.

Out-state Facility: a facility that is managed by DMB in Flint, Jackson, Detroit, Saginaw, Grand Rapids and Escanaba or any other non-Lansing location.

Overage: amount of cash on hand exceeds amount of cash recorded in the book.

Oversight Entity: all agencies whose activities would have been included in the state's CAFR using the reporting criteria which existed prior to the National Council on Governmental Accounting Statement 3. This includes all agencies whose cash is controlled by the State Treasurer, all funds included in the State's central accounting system and all legislatively budgeted activities.

Overtime Hours: hours worked in excess of regular hours.

 

P

 

Panel: a lockable room or access point generally designated as "telephone" or "data" depending upon its major use. It contains cross connect equipment that serves as a breakpoint or remark between the horizontal distribution system and the interframe backbone. It is used to centralize administration, testing, installation, and basic control of the floor-based telecommunications media distribution system.

Paper - Bond: paper used for printing, writing, typewriting or ruling. It is characterized by strength, permanence and an even finish.

Paper - Carbonless: any paper stock coated, manufactured or treated to provide part-to-part imaging under pressure without the use of carbon interleaves.

Paper - Index: paper that is heavier in weight and is used for printing of index cards, covers and similar applications.

Paper - Ledger: paper that is strong, smooth-finished, low gloss, with easy erasability.

Paper - Offset: a coated or uncoated paper strong enough to resist the pull of tacky inks used in offset printing.

Paper - Recycled: paper that is made from previously used wood or paper fibers. Some of which would be reused paper mill stock or post-consumer products (items used by the public and recycled by the public). Generally, recycled paper marketed today would have 50% recycled fibers and 50% virgin paper fibers (however, the percentages do vary).

Paper - Virgin: paper made entirely of new wood or cotton fibers.

Paper Positive: output from a Linotronic that is photo-typeset copy (at a high resolution).

Parking Fee: fees for parking on state operated parking facilities.

Participating State College or University: any state supported 4 year college or university possessing one or more motor vehicles which it has reported to Vehicle & Travel Services to have insured under the automobile fleet insurance policy procured by DMB and has agreed to pay the premium for such insurance.

Partnership: two or more persons who have joined together to carry on a trade or business, with each person contributing money, property, labor or skill and each expecting to share in the profits and losses and compensation of the business (must have partnership agreement).

Password: a unique computer generated number assigned by Purchasing Operations to authorized users, and which is necessary in order for a person or entity to use the automated purchasing system.

Pay Period Totals: a row that appears on Form A-424 which is used to record the total of the two previous weeks' subtotal.

Payment Voucher: a document by which a receiver of goods or services can properly record and create payment for the goods or services received.

Payroll Deductions: any voluntary or involuntary withholding from an employee's pay authorized by DMB and CSC, or mandated by statute, court order or by a writ of garnishment or by a government levy.

Payroll Obligation: an a mount due an employee, either classified or unclassified, who has been or is currently on the Payroll-Personnel System.

Payroll Related Warrant Insert: separate document which must be distributed with State of Michigan employee payroll warrants through the Department of Treasury, Financial Operations Division.

PBX: private branch exchange.

PBX Systems: a wide range of telephone systems which accomplish all of the following: (1) intercommunications (switching) calls between telephones on the system without connecting those calls to public lines; (2) directing incoming calls from public lines; and (3) connecting outgoing calls to public lines.

Pension Benefit Obligation (PBO): actuarially determined present value of future retirement benefits.

Pension Benefits: health/vision/dental insurance and a portion of salary and wages based on service to the State given to vested employees upon retirement.

Pension Payroll, Common (CPP): payroll system providing pension benefits to members of all Retirement Systems administered collectively as the Retirement Bureau.

Pension Payroll Certification: reconciliation process verifying the pension payroll amount to the pension payroll warrant tape.

Pension Payroll Database: database containing pension information for each member of all Retirement Systems administered collectively as the Retirement Bureau.

Pension Payroll Warrant Tape: pension payroll warrant tape, created by the Common Pension Payroll System, is used by the Department of Treasury to produce warrants for retirees.

Permit Mail: a method of paying postage on mailings where you do not use postage stamps or a postage meter. Payment of postage is made in cash at the time of the mailing or as an advance deposit.

Person: an individual, business, association, corporation, or joint venture business.

Personal Property: tangible or intangible property which is not land or real estate. "Personal property" includes: (a) money; (b) bills of exchange; (c) stocks, bonds and other securities; (d) credits such as unclaimed wages; (e) outstanding checks, drafts, money orders, cashier's checks, traveler's checks, certificates of deposit or gift certificates; (f) deposits; (g) dividends in cash or stock; (h) funds deposited with fiscal agents to pay dividends; (i) interest and liquidation value of stocks and bonds; and (j) any other ascertainable liquidated choices in action.

Personal Use: any use of a non-exempt state-provided vehicle for other than state business use. This does not include commuting from a personal residence to a work station as either a driver or passenger.

Pharmaceuticals: drugs and drug-related items.

PIN: payee identification number.

Place of Public Accommodation: a business, educational institution, refreshment, entertainment, recreation, health, or transportation facility of any kind, whether licensed or not, whose goods, services, facilities, privileges, advantages, or accommodations are extended, offered, sold, or otherwise made available to the public.

Planetary Camera: an overhead camera capable of providing variable reduction ratios which can photograph one or more documents situated on a fixed copy board. The film and document(s) remain stationary during exposure. It can film documents of almost unlimited size variations. Minimum resolution allowed is 100 line pairs per millimeter (LPM).

Poles: the means or method by which the telecommunications media can be distributed from the closet to the work station. It can be located beneath the floor, within or as part of the floor, between the floor and ceiling or as part of the ceiling.

Postal Numeric Encoding Technique (POSTNET): barcode system for encodign ZIP codes on mail.

Potentially Responsible Party (PRP): a person identified by the Department of Natural Resources who may be liable under section 12 of Act 307, as amended, to an environmental cleanup action.

Pre-bid Meeting: a meeting used to assist the state and the vendor community by providing an opportunity for an exchange of communication through a public forum.

Premium Reimbursement Rate: the higher of two mileage reimbursement rates jointly issued by the Civil Service Commission and DMB.

Prequalification: the process of screening potential bidders to ensure that they possess the necessary statutory or licensing requirements to be considered for solicitation and award or the process of verifying vendor qualifications to ensure the timely award of contracts.

Presorting: method by which volume mailers prepare and sort mail by zip code according to Postal Service regulations in order to receive rate concessions based on the presort level used.

Primary Negotiations: collective bargaining negotiations at the central level between OSE and exclusive representatives. Normally, departments having significant numbers of affected employees participate as members of the management bargaining team.

Primary Officials: the Lieutenant Governor, Secretary of State, Attorney General, Auditor General, and Judges of the Supreme Court and Court of Appeals.

Principal Department: one of eighteen executive departments currently established under Article 5, paragraph 1, section 2, of the State Constitution. This definition does not include the Legislature, the Supreme Court, the Executive Office of the Governor or Colleges or Universities. Autonomous Agencies are deemed part of the Principal Department in which they are located.

Print Contrast Ratio: print reflectance divided by the envelope reflectance expressed as a percentage.

Private Express Statutes: group of laws that give the Postal Service the exclusive right to carry letters for others over post routes.

Private Line Service: a service whereby communications facilities between two or more designated points are set aside or dedicated for a particular user.

Privately Owned Vehicle: any vehicle owned by a state employee.

Procedure: a group of methods, consisting of all the steps that are taken to record, analyze, transmit, and store information needed to serve a single, specific purpose.

Procedures Manual: a source of instruction and reference for personnel responsible for creating, preparing, processing and storing materials for a specific purpose.

Professional: an individual, firm, partnership, corporation, association or other legal entity, permitted by law to practice architecture, engineering, landscape architecture, or land surveying in this state or to make property appraisals.

Professional Administrator: a qualified member of the staff of a professional service contractor.

Professional Services: activities that require specialized training or education and which are performed by independent contractors who are responsible for the methods, processes or tasks in performing a service according to the specifications and time parameters defined in an RFQ/RFP.

Program: the nature and characteristics of the functions and operations carried out in a building or facility.

Program Accessibility: the ability of handicappers to have the opportunity to effectively use and benefit from services and programs provided.

Program Revision Request (PRR): a document requested by OOB to describe the need for fiscal resources in support of programmatic goals and objectives.

Prohibited Mail: items which cannot be sent using the inter-departmental mail system, including, but not limited to items not related to the conduct of state business such as chain letters or religious or political matter.

Project: (1) the conversion of state-owned or leased facility or the repair or replacement of any facility for the purpose of maintaining it in sound condition. (2) feasibility study, property appraisal and survey.

Project Cost: all costs, including land, planning, construction (sites, services and structures), supervision and furnishings of the project, complete and ready to use, unless otherwise provided in statute or other authority.

Project Manager: the contract administrator whose name appears in the executed document and who has overall project responsibility.

Proprietary Fund Types: enterprise and internal service funds. They are accounted for on the accrual basis of accounting.

Provider Payments: payments to providers of services for those services rendered to or for recipients.

Provider Payrolls: money provided for medical assistance or other than medical assistance.

PRP: see Potentially Responsible Party.

PRR: see Program Revision Request.

Public Archival Records: those records created by public funds which are determined worthy of permanent preservation for reference and research purposes to the creating agency, other state agencies, and/or the public and which have been deposited or selected for deposit in the State Archives.

Public Body: (1) any state or local legislative or governing body, including a board, commission, committee, subcommittee, authority, or council, which is empowered by state constitution, statute, charter, ordinance, resolution, or rule to exercise governmental or proprietary authority or perform a governmental or proprietary function. (2) a state officer, employee, agency, department, division, bureau, board, commission, council, authority, or other body in the executive branch of the state government, excluding (a) the governor or lieutenant governor, (b) the executive office of the governor or lieutenant governor, (c) employees of the governor or lieutenant governor, and (d) the judiciary. (3) an agency, board, commission, or council in the legislative branch of the state government. (4) any other body which is created by state or local authority or which is primarily funded by of through state or local authority.

Public Employer: the State of Michigan or a political subdivision of the State of Michigan.

Public Form: a form distributed by an agency to a person or entity outside of state government.

Public Record: (1) a writing prepared, owned, used, in the possession of, or retained by a public body in the performance of an official function, from the time it is created. (2) a record created or possessed by an agency pursuant to law or under color of law in connection with an activity relating to or affecting the transaction of the agency's business, and that is created or maintained by the agency as evidence of the agency's organization, function, policy, decisions, operation, or activity, or because of the record's informational value.

Public Service: a public facility, department, agency, board, or commission owned, operated, or managed by or on behalf of the State, a political subdivision, or an agency thereof, or a tax-exempt private agency established to provide service to the public.

Purchase Order: a document which sets forth specifications, terms, conditions, and prices and formalizes a purchase transaction obligating the vendor to provide the commodities or services offered in the bid process, which acts in conjunction with the solicitation and bid response to complete a contractual agreement between the successful bidder and the state.

 

Q

 

Quick Copy Center: a satellite location which provides for copying of documents with any number of originals requiring up to 100 copies. Depending on the location, Rapid Copy service may also be available in addition to other copying related services.

Quick Copy Request Form: a form used to obtain printing from 1 to 100 copies of any number of originals from DMB, Reproduction Services.

 

R

 

R*STARS: Relational Standard Accounting and Reporting System. The State's accounting, budgetary control and financial reporting software system.

Raceways: the means or method by which the telecommunications media can be distributed from the closet to the work station. It can be located beneath the floor, within or as part of the floor, between the floor and ceiling or as part of the ceiling.

RAD: see Requirements Analysis Document.

Radio Circuits, Equipment and Service: telecommunication systems made up of antennas, towers, repeated stations, multiplexers, transmitters, receivers, transmission lines, wires, microphones, speakers and operators designed to provide a transmission means for audio, data, facsimile, teletype and video intelligence.

Rapid Copy Center: a satellite location which provides for basic copying of documents with any number of originals requiring up to 1,000 copies.

Rapid Copy Order Form: form used in procuring rapid copy services from the Rapid Copy Centers located in certain major state buildings.

Readable: mail that is prepared consistent with standards and formats required for successful automated processing.

Reader: a projection device for viewing an enlarged micro-image with the unaided eye.

Reader-Printer: a machine which combines the functions of a reader and an enlarger-printer.

Real Property: land and the appurtenances thereto.

Real Property Interest: the interests, benefits, and rights inherent in the ownership of the physical real estate including the grounds, everything attached to it, and everything under or over it.

Reasonable Accommodation: any adjustment or change that may be required to assist a handicapper, with known limitations, to compete for employment opportunities, which shall be provided unless such accommodation would cause undue hardship. Accommodations may include, but are not limited to, physical access, job restructuring, use of devices, modification of equipment and supporting services.

Receiving Institution: financial institution designated by an individual designated to receive their payment through direct deposit.

Recipient Payments: single party payment made directly to a Department of Human Services recipient for support of that recipient and/or his/her dependents.

Recognized Employee Organization (REO): (1) an organization of state employees whose purpose is to deal with the employer concerning grievances and terms and conditions of employment. The organization could be a Limited Recognition Organization or an Exclusive Representative. (2) an organization of state employees whose purpose is to deal with the state concerning grievances and terms and conditions of employment.

Record: (1) any document, paper, letter, map, book, form, photograph, sound recording, drawing, magnetic tape or disk, or any other media used to record information regardless of physical form or characteristic mode prepared or received by any agency of the State or Michigan in connection with the transaction of public business as evidence that the information or other information had existed. (2) a document, paper, letter or writing including documents, papers, books, letters or writings prepared by handwriting, typewriting, printing, photostating or photocopying; or a photograph, film, map, magnetic tape, microform, magnetic or punch card, disk, drum, sound or video recording, electronic data processing material or other recording medium and includes individual letters, words, pictures, sounds, impulses or symbols or combination thereof, regardless of physical form or characteristics.

Record Series: (1) groups of related records which are normally used and filed as a unit and which permit evaluation as a unit for disposition purposes. A record series may contain both forms and correspondence. (2) a discrete unit of records, or records arranged by an agency in a systematic manner or maintained as a discrete filing category.

Recorded Prior Fiscal Year Obligations: an obligation incurred that is applicable to a prior fiscal year that has been properly recorded as a carry forward or accounts payable in accordance with FMG Part II, Chapters 1 and 22.

Records Inventory: the thorough review of an office's records by a Records Analyst to determine each type of record that is maintained, its purpose, volume, location, format and frequency of referencing.

Records Management Officer: a position designated in each agency to assist in maintaining a records management program.

Records Subject to Review: "...any paper, book, photograph, motion picture film, microfilm, sound recording, map, drawing, or other document, or any copy thereof that has been made by an agency of the state of michigan or received by it in connection with the transaction of public business and has been retained by that agency or its successor as evidence of its activities or because of the information contained therein." MCL 18.13 (1970).

Registered Mail: a method of mailing that provides added protection for valuable and important First Class mail, plus evidence of mailing.

Regular Hours: hours worked, 50% or more of which falls between 5:00 a.m. and 4:00 p.m., including holidays.

Regular Maintenance: (1) a maintenance project completed entirely by funds available in the regular operating appropriation. (2) a miscellaneous operating project.

Regular Service Retirement: voluntary separation of employment where the employee has achieved the age and service requirements and qualifies to receive pension benefits.

Regular Timekeeping: reporting on a daily basis, time for which the employee will be compensated.

Regular Vendor: one who has submitted a vendor application and has been approved by Purchasing Operations to regularly participate in competing for state business.

Reject: improperly prepared mail that the OCR is not able to read and sort.

Remodeling and Additions: projects to designed to enhance the value of a building or facility by addition to the physical plant or altering its form to serve a new or different use. Examples are the addition of a loading dock, modification to remove barriers, conversion of a dormitory to classroom use, or modification of either a structure or a system in order to improve energy efficiency.

Renewal Option: a lease provision giving the lessee the right to extend a lease for an additional period of time with specified terms and conditions.

Rent or Rental: money or other consideration paid by a lessee for the possession and use of real property.

REO: see Recognized Employee Organization.

Replenishment: process of reimbursing imprest cash.

Replenishment Documents: see the State of Michigan Financial Management Guide (FMG) Part II, Chapter 25, Section 400.

Request for Facilities Change Form: a form which describes physical ADP facilities changes and which accompanies any ADP requirements approval requiring such change.

Request for Information (RFI): (1) a request to the vendor community to gather information which may result in issuing a RFQ/RFP. (2) a request to the vendor community for information to be used to ascertain whether the desired level and types of services can be provided in a cost effective manner by the private sector. (3) an inquiry the state directs to vendors when the state is interested in gathering information which may ultimately result in issuing a request for quotation or request for proposal.

Request for Proposal (RFP): (1) a request to the vendor community which requires submission of credential and a formal plan addressing the needs that have been set forth in the solicitation. (2) a request for vendors which invites submission of a formal plan to address the needs that have been set forth in the solicitation.

Request for Quotation (RFQ): (1) a request to the vendor community outlining in a definitive fashion the activity to be performed, frequency, and any other pertinent information which would allow a bidder to submit pricing information in accordance with the requirements of the solicitation. (2) a request to vendors which invites submission of a price for a specified commodity or service.

Request for Quotation and Technical Response (RFQ/TA): an RFQ with costed specifications, technical evaluation, and a zone of contention added.

Requirement: a statement of ADP equipment, software, and services needed, addressed to the DSPD, or referred to the DSPD by the Technical Acquisition Office.

Requirements Analysis Document (RAD): a formal justification paper required in its entirety for a MAJOR acquisition and which may occasionally be required for a BASIC acquisition.

Requisition: a document generated by the procurement staff of a requesting department which contains specifications, delivery dates, estimated costs, suggested vendors and the name of the contract administrator and which results in Purchasing Operations issuing a RFI, RFP or RFQ to the vendor community.

Resolution: the degree of sharpness of the film image in terms of being able to record fine details. It is determined using a National Bureau of Standards chart to measure the number of line-pairs per millimeter of film. Minimum standards require planetary cameras to produce 100 lines per mm and rotary camera to produce 80 lines per mm.

Response to a Request for Proposal: information provided by a vendor, which usually consists of a written technical proposal and a separate price proposal.

Responsible Bidder: a bidder which established to the office of purchasing's satisfaction that the bidder has the capability and business integrity to provide the specified commodity or service and does not pose a threat to public health, safety, the environment or natural resources or the state or the welfare of the people of the state in the performance of the proposed contract.

Responsive Bid: a bid which conforms to all of the specifications, terms, and conditions in the solicitation.

Restricted Mail: those items that require notification and approval of Mail and Delivery staff prior to shipping through the ID mail system.

Restricted Mailings: the mailing of chemicals, flammable materials, firearms, explosives, liquids and/or other dangerous or fragile items which has been approved for mailing by the Offices Services Division, and which is properly packaged and marked.

Restricted Revenue: (1) that income of a fund which by law is earmarked (or appropriated) to finance some specific activity or group of related activities. (2) revenue which is not available for the general purposes of the fund to which it is credited because it is legally segregated for a specific purpose. At year-end for reporting purposes, unused restricted revenues which carry forward are reflected as fund balance reservations.

Restrictive Specification: a unique feature which limits bidding to one source or one manufacturer.

Retention and Disposal Schedule: (1) a document prepared by Records Management Services Section of DMB that lists each record and/or record series of an agency. It describes the format of the records such as paper or microfilm and details the required retention periods. It will indicate how long records are to be retained in the agency's office and at the State Records Center. It also details the disposition of each record regarding when it is to be destroyed or transferred to the State Archives, Bureau of History, Department of State. (2) a list of records that describes all public records created or received by an agency and sets the length of time that records must be maintained.

Retention Period: the period of time a record must be retained to satisfy administrative, legal, audit and historical purposes.

Retention Schedule: a listing of individual records and/or records series detailing how the total retention period of each record listed is divided between the originating office and the State Records Center. It also details when each record is to be destroyed or transferred to the State Achieves, Bureau of History. There are two types of retention schedules: general record schedules and agency retention and disposal schedules.

Retirement Board: group of Retirement System members, State appointees and State statutory members who oversee the administration of the Retirement System.

Retirement Board's Medical Examiner: medical authority retained by the Retirement Board that recommends approval or disapproval of disability retirement based on the submission of objective medical opinion supported by medical records and documentation.

Returned Check: a check returned by a commercial bank as unbankable and not credited to an account for the following reasons: insufficient funds, account closed, stale date or unsigned check.

Returned EFT: an EFT of net pay which has been returned to the originating institution by the receiving institution because they are unable to process the transaction. Return EFTs will normally be received by Treasury within 3 business days after settlement.

Returns: items agencies wish to return for credit.

Reversal: for EFT purposes, a transaction to reverse the EFT credit to be deposited in an employee's or retiree's account at the receiving institution. Reversals can be initiated any time after the EFT record has been created.

RFI: see Request for Information.

RFP: see Request for Proposal.

RFQ: see Request for Quotation.

RFQ/TA: see Request for Quotation and Technical Response.

Riser: generally, that portion of the telecommunications media distribution system that carries signals between floors vertically. It is generally a shareable facility that can be variously used depending on what it is connected to (intra and inter building) and what it is made of (UTP, STP or fiber).

Rotary Camera: a camera capable of high speed production by automatically feeding documents and film in unison. Reduction ratios are usually fixed and there are limitations as to the size of documents.

 

S

 

Salvaged Personal Property: property, including equipment and supplies (excluding land and buildings) owned by the State of Michigan and used to operate or maintain an agency, which is no longer needed or is excess to an agency's needs and remains usable in accordance with the Condition Codes listed in Procedure 0340.05.

Scrap Personal Property: property, including equipment and supplies (excluding land and buildings) owned by the State of Michigan and used to operate or maintain an agency, which is no longer needed or is excess to an agency's needs and has not value in accordance with the Condition Codes listed in Procedure 0340.05.

SDC: State Data Center.

SDM/70: guidelines for systems development which provide assistance in estimating costs and schedules, managing development efforts, identifying methods and tasks required for successful systems development, and in preparing documentation throughout the systems development effort.

Sealed Bid: a written response to a solicitation which requires public bid opening, and which conforms to strict submission criteria.

Secondary Complex: facilities managed by DMB that are located in Eaton County.

Secondary Negotiations: collective bargaining negotiations expressly authorized in collective bargaining agreements negotiated at the primary level, restricted to topics delegated in the primary agreement to the secondary level. Secondary negotiations are conducted at the departmental level between the departmental employer and an exclusive representative. Secondary agreements require OSE approval prior to being transmitted to the Civil Service Commission for its review and approval.

Security Copy: a duplicate copy of the original silver film, usually on diazo or vesicular film. In most instances where a security copy is made, the original silver film is stored in a secure area off-site and the security copy is used as the working copy.

SEIU: Service Employees International Union.

Selection Criteria: (1) information in an RFP/RFQ which defines the factors by which proposals will be evaluated in determining the successful bidder.

Service: general labor, processional services or consulting services.

Service Charge: charges for service by the pharmaceutical warehouse service contractor pursuant to the established agreement between the state and the contractor.

Set-Aside: those services which have been identified to be directed to specific entities in accordance with the sheltered workshop sections of the Management and Budget Act, the Correctional Industries Act, and the Handicapper Business Opportunity Act.

Settlement Date: date the EFT will be credited to the employee's or retiree's account.

Shielded Twisted Pairs: 22-25 gauge solid copper wire, polyvinylchloride (PVC) or Teflon (or equivalent) jacketed, with a minimum of 2 twists per foot, each pair individually twisted, with a metallic shield, either foil or braid, between the outer jackets and the internal bundle of wires. It includes a bare drain wire used for grounding purposes.

Shift Differential Hours: (1) hours worked, 50% or more of which fall between 4:00 p.m. and 5:00 a.m., including holidays. (2) hours worked by an employee during specified hours, normally afternoon or evening shifts, for which an employee is entitled to a premium payment. Conditions under which shift differential is granted are specified in collective bargaining agreements or Civil Service rules.

Shift Differential Overtime Hours: (1) hours worked in excess of shift differential hours. (2) hours worked by an employee for which the employee is eligible both for shift differential and overtime payments. Conditions under which shift differential overtime is granted are specified in collective bargaining agreements or Civil Service rules.

Sick Leave: paid time off the job which, with supervisory approval, may be used by an employee for illness or other reasons as specified in collective bargaining agreements or Civil Service rules.

Sick Leave Used: hours of absence charged against the accrued sick leave balance.

Signage: any directional or information material to be posted.

Silver Halide: commonly referred to as silver film, a polyester or acetate film with a silver emulsion coating, which requires a wet developing process and has a high sensitivity to light. It provides excellent density and resolution and is the only film approved for Archival storage.

Single Mode Fiber Optics: 8.3 micron core, 125 micron cladding, capable of carrying signals up to 3 Ghz. Application is broad band, short or long haul signals (i.e. SONET, intercity computer to computer, high aggregate LAN applications, video conferencing, etc.)

Skew: angular displacement of a label or address from an intended orientation.

Social Security Number: a 9 digit number assigned by the federal government to individuals.

Sole Proprietorship: a self-owned and unincorporated business.

Sole-source Acquisition: procurement from a single source.

Sole-source Procurement: the award of a contract to a vendor under circumstances which preclude competitive solicitation.

Solicitation: a written request the office of purchasing issues to notify vendors of the state's requirements and of the response necessary to compete for award of a state contract.

Solid waste disposal facilities include sanitary landfills, transfer stations, and refuse processing plants.

SONET: Synchronized Optical Network.

Sound Systems: public address, paging, recording, playback and studio facilities.

Source Document Microfilm: images in microfilm format that were created by photographing paper documents.

Speaker Phone: a microphone (transmitter) and loudspeaker (receiver) associated with a telephone. It permits a "hands-free" telephone conversation.

Special Accounting Rule: a rule which allows the state, for fringe benefit purposes, to treat benefits earned during the last two months of the calendar year as deferred and paid in the following year.

Special Maintenance: (1) a maintenance project for which a specific legislative appropriation has been made or which is financed from other than a regular operating appropriation. (2) the repair or replacement of any part of an existing facility for the purpose of maintaining it in sound condition, for which a specific legislative appropriation has been made or which is financed from other than a regular operating appropriation. Examples are new roofs, replacement or modernization of electrical, lighting, heating or plumbing systems, and repair or replacement of deteriorating doors and windows.

Special Service Circuit: generally, all uses of the telecommunications media distribution system that are not switched-voice related. These uses include, but are not limited to: (a) any data application (RS-232C, RS-422, V.35, X.25, etc.); (b) any LAN technologies; (c) emergency voice use from elevators, stairwells, etc.; (d) ring-down circuits (point to point voice for specific isolated individuals or users); or (e) 2 or 4 conductor point to point or multipoint polled data circuits, between or within buildings.

Special Services: services that are not considered general maintenance.

Special Year-end Memorandums: annual documents issued by OFM which prescribe in detail state cut-off and closing policies and procedures and related agency responsibilities and involvement.

Specifications: (1) description of the activities to be performed and the frequency or time requirements which insure competition and are in sufficient detail so that an interested bidder can offer a responsible bid to conform to the quality and performance requirements needed by a department or agency. (2) a detailed description of the characteristics of the commodity or service the state requires.

Standard Reimbursement Rate: the lower of the two milage reimbursement rates jointly issued by the Civil Service Commission and DMB.

State: the State of Michigan.

State Archives: the state agency responsible for selecting, preserving and making available public records with archival value.

State Lands: all lands owned by the State regardless of the State executive department which manages the land, all lands and structures owned by private individuals but leased to the state, and all lands owned by private individuals where the deed conveying the land contains a clause reserving to the state a property right in aboriginal antiquities and a right to explore for and excavate aboriginal antiquities by and through an authorized agent of the state.

State Purchasing Director: the individual in purchasing operations with final administrative authority to make decisions concerning purchasing or contracting to provide for the state's needs as authorized by law.

State of Michigan Drivers Guide: policy handbook to be located in state-owned motor vehicle glove box and available to drivers for essential driving information.

State of Michigan Employee Payroll Warrant: order drawn by the State Treasurer to pay a specified amount to the state employee named, or the endorsee.

State-owned Motor Vehicle: (1) any motor vehicle under the control and jurisdiction of Vehicle & Travel Services, DMB, as provided for in PA 260 of 1947. (2) any vehicle owned and operated by the State of Michigan.

Statement of Earnings and Deductions Message: a statement requiring approval of DMB OFM, printed on each State of Michigan employee's payroll statement.

Station (switchhook) Busy: a light arrangement which indicates that a specific telephone is being used as contrasted to a line lamp which show that a line is ringing, on hold or in use.

Station Distribution: the wiring that connects the station termination to the intermediate distribution frame. This system uses the telecommunications media available between the work station or communi-cation device(s) and the nearest lockable closet containing the intermediate distribution frame hardware.

Station Termination: the interface between the building network and the user's equipment: a phone or terminal device. Typically, the station termination consists of a modular jack that is wall-mounted or incorporated in modular furniture.

Statutory Estimate: the revenue estimate contained in one of the general appropriation bills each fiscal year as required by Section 31 of Article IV of the Michigan Constitution.

Stock Right: the privilege accorded stockholders of purchasing additional shares of stock from the issuing corporation at a specific price and to be accomplished by a specific date.

Street: the entire width between the boundary lines of every way publically maintained when any part thereof is open to use of the public for purpose of vehicular travel.

Strike: concerted failure to report for duty, willful absence from one's position, stoppage of work, or abstinence in whole or in part from the full, faithful and proper performance of duties of employment, for the purpose of inducing, influencing or coercing a change in the conditions of employment, compensation or the rights, privileges or obligations of employment. See also 'Continuity of State Government Plan.'

Substitute Account: an expenditure account used as a clearing account for invalid entries from computer prepared IAV's.

Succeeding Month: the anniversary date of the date when payment is due by the state for goods or services received.

Suggested Vendor: a vendor specified by the ordering department or agency.

Supplemental Plan Member: Corrections officers are supplemental plan members.

Surplus Building: a building determined to be superfluous to present or projected long-range needs, where no further beneficial use can be foreseen by the operating agency or department.

Surplus Personal Property: property, including equipment and supplies (excluding land and buildings) owned by the State of Michigan and used to operate or maintain an agency, which is no longer needed or is excess to an agency's needs and has only minimal value in accordance with the Condition Codes listed in Procedure 0340.05.

Synchronized Optical Network (SONET): an optical multiplexing hierarchy that specifies a new series of Optical Carrier transmission rates (1.544 Mbps to 2.5 Gbps) over long distances (hundreds of miles) with standardized optical interfaces and signalling formats.

Systems Development Life Cycle: a series of prescribed procedures or steps for the rational and timely development, operational use, and maintenance of computer software. The procedures define the sequence in which analysis, design, coding and testing methods are applied, the tools used to support those methods, the deliverables that are required, the controls to assure quality and coordinate change and the milestones that enable assessment of progress. Variations in selection of a particular life cycle are influenced by the scope and complexity of projects or applications, the methods and tools to be used, and the controls and deliverables required.

 

T

 

TBF: Treasury Business File.

Technical Evaluation: evaluation of vendor's responses to costed specifications, including demonstrations and benchmarks, and the determination of assessment of costs for costed specifications not met.

Technical Response Amendment: a supplement to a vendor's RFQ/TR bid response which he/she may submit to correct identified deficiencies, without changing his bid amount, if requested by the TAO.

Telecommunication Equipment: (1) any product which is part of a telecommunication system or service, including but not limited to, private branch exchanges, key systems, telephones, land mobile radio, data communication devices, front end processors and communication controllers, teletext, videotext, video monitors and/or equipment, paging equipment, cable and facsimile machines. (2) any means of combining telecommunications equipment to provide communications, including central telephone systems and networks, dedicated telephone/data lines, teleprocessing and data transmission networks, teletype and facsimile networks, microwave, radio and radio paging, mobile telephone systems, intercom and electromechanical paging systems, broadcasting, cable videotext, teletext, and systems based on emerging and future technologies.

Telecommunication Requirement: a statement of need for telecommunications equipment, systems or services, including all contracted local telephone service and dedicated lines.

Telecommunication Service: (1) a method of providing communication, including, private branch exchanges, key systems, telephones, land mobile radio, data communication devices, front end processors and communication controllers, teletext, videotext, video monitors and/or equipment, paging equipment, cable and facsimile machines. (2) technical functions performed by individual contractors for the purpose of telecommunications system design, implementation, operation and maintenance. (3) the transmission, switching, emission or reception of signals, signs, writing, images, sounds, or intelligence of any nature produced by telecommunications facilities and carried by wire, radio, optical, visual or other electrical or electromagnetic means.

Telecommunications Bill Correction (TBC): used to submit changes and discrepancies on a telephone bill.

Telecommunications Coordinator: an individual, selected within each department, assigned the task of determining the telecommunications requirements for the organization and coordinating these requirements with the Communications Section.

Telecommunications Directory Listing (TDL): used to submit changes to the telephone directory database.

Telecommunications Facilities: (1) equipment used for transmission of telephone, telegraph, teletypewriter, data, facsimile. telephotograph, video, radio, audio, optical and such corollary items as switching or distribution systems and communications security facilities. (2) Terminal equipment used for preparing or transposing intelligence for transmission such as data subsets or modems, magnetic card and paper tape units. (3) Language and code conversion devices.

Telecommunications Media Distribution System: the distribution system within and between buildings that carry telecommunications signals to and from each work station or support area. This system interconnects communication terminals that use signals that consist of either analog and/or digital protocols. Examples include the wring for telephone or data terminals.

Telecommunications Requirements Analysis Document (TRAD): a document created by the requestor and submitted to the TD that states the purpose and justification for an expenditure for telecommunications services or equipment. Approval of the TRAD is required prior to the acquisition of these services or equipment.

Telecommunications Systems: (1) all telecommunications services and facilities, leased or owned, including cable and circuit distribution systems, and manual or automatic switching systems which serve to meet any and all communications requirements. (2) any means of combining telecommunications equipment to provide communications, including central telephone systems and networks, dedicated telephone/data lines, teleprocessing and data transmission networks, teletype and facsimile networks, microwave, radio and radio paging, mobile telephone systems, intercom and electromechanical paging systems, broadcasting, cable videotext, teletext, and systems based on emerging and future technologies.

Teleconference: 3 or more parties simultaneously involved in a telephone conversation.

Tenant: person or agency occupying space in DMB managed facilities.

Terms and Conditions: those terms which govern the contractual relationship with which the vendor must agree.

Thiosulfate: (residual hypo) ammonium or sodium thiosulfate (hypo) remaining on microfilm after final wash in the processor. In order to be considered archival quality, the residual thiosulfate level cannot exceed 1.4ug per square centimeter. (2) a salt or ester of thiosulfuric acid; especially sodium thiosulfate.

Tie: telecommunications media that interconnects two horizontal intermediate distribution frames (e.g., closets on the same floor). Distance limitations must often be specifically recognized and accommodated for when engineering the tie cabling for high bandwidth applications (i.e., 10-20 Mbps LANs) by using media that allows longer distance signalling (fiber or STP).

Touch Tone Calling Service: provides for the use of push button equipped telephone to originate calls, in lieu of the rotary dial telephone.

TRAD: see Telecommunications Requirements Analysis Document.

Transfer: the sale or exchange of items between departments excluding the sale of items by Michigan State Industries.

Transmission Days: designated days on which agencies may transmit orders through the Central Systems Data Center to the warehouse services contractor.

Transmission Media: a channel of communications. Copper cable, wire, fiber optic, micro-wave and associated hardware necessary to connect transmitting and receiving devices together.

Travel Advance: payment from imprest cash for specific periods of time to employee traveling on state business, subject to agency administrative approval. Unused travel advance must be repaid to the State of Michigan upon completion of the travel.

Trays: the means or method by which the telecommunications media can be distributed from the closet to the work station. It can be located beneath the floor, within or as part of the floor, between the floor and ceiling or as part of the ceiling.

Treasury Number: a 9 digit number normally assigned on a temporary basis by the Department of Treasury, which serves as a substitute for the Federal Employer Number until one has been assigned by the federal government.

Trucks and Vans: unless specifically excluded, vehicles not exempted from IRS record keeping requirements unless modified so that personal use would, or necessity, be at a minimum. For example, a van which has only a front bench seat for seating and the remainder contains shelving for merchandise or equipment and the exterior has clearly displayed decals or advertising could be considered an exempt vehicle.

Turn-key Lease: a lease requiring a lessor to furnish all utilities, janitorial services and maintenance.

 

U

 

UAW: see United Auto Workers.

Unclassified Employees: those state employees excluding the following: (1) persons in the legislative and judicial branches of government; (2) individuals elected by popular vote; (3) employees in state institutions of higher education; (4) persons in the armed forces of the state; (5) appointees who serve without salary; and (6) members of boards or commissions who are paid at per diem rate.

Union Activity Leave: hours of paid time off the job granted under the Employee Relations Policy or collective bargaining agreements for purposes of engaging in representational activities allowed by the ERP or the CBA, such as grievance representation or labor/management meetings.

United Auto Workers (UAW): exclusive representative for employees in the Administrative Support and Human Services bargaining units.

United Technical Employees Association: exclusive representative for employees in the Technical bargaining unit.

Unrecorded Prior Fiscal Year Obligations: an obligation incurred that is applicable to a prior fiscal year that will result in an expenditure which has not been recorded or provided for in the accounting records in accordance with FMG Part II, Chapters 1 and 22.     

Unshielded Twisted Pairs: 24 gauge copper wire, PVC or TEFLON jacketed, twisted with a specific twist-per-foot-rate. This is the basic media employed by the State. It follows the AT&T Premise Distribution Standards in the specific wire gauges, lengths, and method of interconnection at the closets and technologies for bundling wire pairs together for collective distribution. Higher quality UTP can be used for certain applications demanding greater bandwidth than normally attainable with "standard" inside wire. The twists per foot ratio and the thickness and resistive quality of the sheathing has been developed to pass digital signals up to 20 Mbps with minimum errors. This type of cable is referred to as "Level 4" or "data grade" cable.

Unusual Circumstances: any one or combination of the following, but only to the extent necessary for the proper processing of a request: (1) the need to search for, collect, or appropriately examine or review a voluminous amount of separate and distinct public records pursuant to a single request. (2) the need to collect the requested public records from numerous field offices, facilities, or other establishment which are located apart from the particular office receiving and processing the request.

Useability: the ability to park, approach, enter and exit, and to benefit from the functions inside the building.

User: (1) anyone who directly or indirectly interfaces with a computer-based system, be it on the data input side or the information output side of the system. (2) the agency or group requesting development of a system. (3) personnel who collect and enter data for the system. (4) department staff who directly receive output of a system. (5) management at all levels who use the system to discharge their responsibilities.

UTEA: see United Technical Employees Association.

 

V

 

Vending Machine Location: the room, enclosure, space, or area where one or more food vending machines are located.

Vendor: an individual or firm offering goods or services which the state may wish to acquire or use.

Vendor Invoice: (1) a document by which a provider or goods or services can bill the receiver of those goods or services. (2) a bill for commodities purchased.

Vesicular: a film used to make an inexpensive duplicate of original silver film. Heat is used to develop the film image following exposure to ultraviolet light.

Vested: attainment of rights to future retirement benefits based on credited service. The amount of credited service varies by employment classification.

Video Circuits, Equipment and Service: any system made up of cables, switching or switches, patching, terminal, and intermediate devices which provide closed circuit TV as well as broadcast distribution of base band video information.

Voluntary Pay Reduction (VPR) Program: programs used in 1980 and 1981 wherein employees reduced their pay through several mechanisms, such as being granted leave time in lieu of pay.

Voluntary Wage Assignments - Acceptable Payroll Deductions: payroll deductions from employees pay for certain acceptable purposes, for example, U.S. savings bonds, insurance of various types, or contributions to the United Fund. Acceptability of such payroll deductions is determined by the State and must, in each instance, be requested by the employee and may be terminated at will by the employee.

Voluntary Work Schedule Adjustment Program (VWSAP): programs established in 1990, 1991 and 1992 in which employees volunteered to reduce their pay through various adjustments in work schedules, such as working only 32 hours in a 40 hour work week. Basically similar to the VPR programs of the early 1980's.

VPR: see Voluntary Pay Reduction program.

VWSAP: see Voluntary Work Schedule Adjustment Program.

 

W

 

Wage Assignments to the Clerk of the Court: an assignment by court order, to the Clerk of the Court, of the salary and wages of the person responsible for unpaid debts. The assignment continues until the state is served by the court with a notice to the contrary.

Wages Subject to Garnishment: 25% of an employee's disposal earnings or the amount by which his disposal earnings exceed 30 times the current minimum hourly wage set by Section 6(a)(1) of the Fair Labor Standards Act, whichever is less. However, there is no limit on the amount which is subject to garnishment under court orders for the support of any person (including child support and alimony), bankruptcy court orders under Chapter XIII of the Bankruptcy Act, and debts due for state or federal taxes.

Wages Subject to Levies: any amount of an employees wages, except that court ordered child support payments are to be made before any other amount is levied, which may be separate from, and in addition to, amounts normally withheld for Income Tax purposes.

Warrant: an order drawn by a governmental unit upon its treasury, directing the treasurer to pay a specified amount to the person named or to an endorsee.

Warrant Stub Message: a statement requiring approval of DMB OFM, printed on each State of Michigan employee's payroll warrant stub.

WATS: see wide area telephone service.

WBE: see woman-owned business.

Wide Area Telephone Service (WATS): a special arrangement to permit long distance calling at a flat monthly charge to specifically designated areas of the state or nation.

Weekly Subtotal: a row which appears on Form A-424 which is used to record the total of all hours recorded for the weekly pay period in each column.

Wetland: land characterized by the presence of water at a frequency and duration sufficient to support, and that under normal circumstances does support, wetland vegetation or aquatic life and commonly referred to as a bog, swamp or marsh.

Woman Owned Business (WBE): a business of which more than 50% of the voting shares or interest in the business is owned, controlled and operated by a woman, and with respect to which more than 50% of the net profit or loss attributable to the business or compensation (salary) accrues to the woman shareholder(s) or owner(s).

Work Contract: construction work (including labor, material, tools, equipment, supplies and services) accomplished by written agreement between a contractor and the DMB.

Work Order: A document (form DMB-400) which describes a Capital Outlay project, including authorized cost, project budget, funding releases, the account number and where applicable, a description of project work to be performed by the agency's regular staff.

Work Project: a one-time nonrecurring undertaking to accomplish an objective contained in a specific item. It does not include a work order.

Worthless Personal Property: property, including equipment and supplies (excluding land and buildings) owned by the State of Michigan and used to operate or maintain an agency, which is no longer needed or is excess to an agency's needs and has no value in accordance with the Condition Codes listed in Procedure 0340.05.

Writing: handwriting, typewriting, printing, photostating, photographing, photocopying, and other of means of recording, and includes letters, words, pictures, sounds, or symbols, or combinations thereof, and papers, maps, magnetic or punched cards, discs, drums, or other means of recording or retaining meaningful content.

 

X

 

No content in this category.

 

Y

 

No content in this category.

 

Z

 

Zip Code: name derived from "Zoning Improvement Plan." It is a 5 digit code that identifies every individual Post Office and metro-area delivery station in the U.S.

Zip+4 Code: a 9 digit code established in 1981 to provide further delivery information for finer sorting of mail. The added digits designate sector (geographic portion, rural route, box section) and segment (block face, bank of boxes, building, etc.).

Zone of Contention: a zone of contention extends from the lowest qualified base bid to that bid plus all possible dollar penalties for costed technical specifications.

  * * *  

B-