Glossary

Acceptance criteria (Definition)

Glossary topic: Information and communication technology

A prioritised list of criteria which the final product/s must meet before the Customer will accept them. They should be defined as part of the Project Brief and agreed between Customer and Supplier no later than the Project Initiation Stage. They should be in the Project Initiation Document. Criteria require metrics for achievement assessment.

Asset sale

Glossary topic: Recordkeeping

A type of machinery-of-government change where government owned assets, including property, government owned corporations, resources and land owned by the state or local government, are sold to the private sector.

Australian Telecommunications Industry Association (ATIA) (Definition)

Glossary topic: Information and communication technology

An industry association representing local and international companies engaged in the design, development and production of telecommunications products and systems in Australia.

Authorised use (Definition)

Glossary topic: Information and communication technology

Use by individuals who have received authorisation before operating the relevant device or service and agreed to abide by the policies, guidelines and local practice arrangements for use of the relevant facility or device, and who have appropriately acknowledged this agreement where required.

Best and Final Offer (BFO) (Definition)

Glossary topic: Information and communication technology

In complex acquisitions of ICT goods and services it may be necessary to engage in a best and final offer process to obtain the optimum results. Such offers may be confined to price, but may also extend to the scope of the goods, equipment and related services and service contracts proposed by a supplier. Formal notice is required in the original invitation document to reserve the right of the agency to issue an invitation for a best and final offer.

Compliance with Standards (Definition)

Glossary topic: Information and communication technology

A dimension in the assessment of the Technical Condition of an Information Asset in the Queensland Government. It is the degree to which an information asset complies with standards set by the agency, Government or industry. This relates to management processes and contextual and structural representations within the information portfolio that facilitate the provision of information services between suppliers and consumers of information.

Corporate Body (Definition)

Glossary topic: Information and communication technology

Used to describe any company, government department, corporation, Agency or other body which is involved in the project or program. It can be a customer for the end results, supplier of specialist skills or deliverables, assurance or auditing body. The word is used to avoid confusion particularly between the public and private sectors.

External Organization (Definition)

Glossary topic: Information and communication technology

External organizations include other State Government, Federal Government and local government agencies, the private sector and the general public.

Government owned corporation (GOC)

Glossary topic: Recordkeeping

A registered corporation that undertakes commercial activities and is wholly or partly owned by the state or a local government (e.g. SunWater, North Queensland Bulk Ports Corporation).

ICT Utility Service (Definition)

Glossary topic: Information and communication technology

Essential ancillary services are a specific instance of an ICT utility Service. In general, an ICT Utility Service is defined as follows. An ICT utility service is an ICT service that can be "commoditised". Some of the essential characteristics of an ICT utility service are: It is a pure operating expense - with a charging regime that includes a mixture of a fixed subscription costs and costs for unit usage. Delivery of service is performed in a standardised way in order to achieve economies of scale. It is often available from multiple suppliers in a competitive manner. It allows rapid response to changing client demand. The interface to the ICT utility service is well defined, well understood and has predictable behaviour. The customer no longer needs to be concerned with the technical details of building and operating the ICT utility service, and is concerned only with what is provided delivered as a service.

Incident Response Kit

Glossary topic: Recordkeeping

An Incident Response Kit (IRK) for salvage of public records is a portable kit with essential items for responding to records-related disasters at your office location or facilities. It is designed for incidences like water damage from leaks, storms or flooding.

Your IRK should include:

• Personal protective equipment (PPE) including:
  • First aid kit
  • Rubber gloves that are heavy duty and disposable
  • Safety goggles
  • P2 dust masks to protect against dust, mould or harmful airborne particles
  • Torches and batteries
• Documentation and recording tools including:
  • Camera, phone, or tablet to record the disaster and recovery process
  • Disaster plan (hardcopy) detailing internal processes and guidance during the response
  • Clipboards
  • Pencils and paper
  • Waterproof markers for labelling crates and wrapped items, especially those intended for freezing
  • Tie-on labels for labelling crates (stickers may not adhere well in wet conditions)
• Cleaning and initial recovery supplies including:
  • Mop (squeeze style with handle)
  • Buckets
  • Paper towels for initial clean-up and drying fragile items
  • Plastic sheets for covering and protecting items
  • Alcohol wipes or isopropyl alcohol spray
  • Coloured chalk for delineating areas and marking specific zones
  • Scissors
  • Bin liners
• Storage and transport materials including:
  • Freezer bags for wrapping items intended for freezing
  • Crates or tubs (plastic)
• Drying and preservation tools including:
  • Absorbent paper (blotting) for interleaving (separating layers/ pages )and drying fragile items, if not available use paper towels
  • Clothes line cord for hanging damp documents for drying
  • Pegs or clips
  • Gauze bandage for wrapping registers or fragile items to keep them together

Information Service (Definition)

Glossary topic: Information and communication technology

Represents an endpoint that provides a defined interface for access to information assets in a particular business context. Implementation details of an information service should be transparent to the consumer. That is, it should not be necessary to understand the process of retrieval in order to locate, request and use the information asset(s) returned by the service. In addition the implementation of the service does not have to be automated - it could consist of purely human to human activity via a variety of channels. The interface of an information service represents the terms of a contract between the supplier of the service and its consumers. As such it describes the structure of the payload and any other conditions relating to the request for the information asset and/or the response. Such contacts may be in the form of a memorandum of understanding or legal agreement or for electronic information services in the form of Web Service Description Language (WSDL). Examples included: A web service to retrieve an address, Library assistance available via e-mail, Health information available from the SSQ call centre, A form available from a static web site and URL for the download of a particular cadastral data set.

Local Area Network (LAN) (Definition)

Glossary topic: Information and communication technology

A network connecting computers, usually within an organisation, and typically over wireline connections.

Local supplier

Glossary topic: Procurement

Local supplier means a supplier of goods or services that maintains a workforce whose usual place of residency (i.e. where they normally live, sleep and eat) is located within a 125 kilometre radius of where the good or service is to be supplied. If a capable local supplier does not exist within the 125 kilometre radius, the radius should be extended progressively to the local region, then Queensland, then Australia, until a suitable supplier is identified.

Off-Specification (Definition)

Glossary topic: Information and communication technology

Something which should be provided by the project, but currently is not (or is forecast not to be provided). This might be a missing product or a product not meeting its specification. Initiated by the supplier creating the product.

Owner(ship)

Glossary topic: Recordkeeping

Ownership of public records:

1. Ownership of a public record of a local government vests in the local government.
2. Ownership of another public record vests in;
   1. if the responsible public authority for the record has custody of the record—the public authority; or
   2. otherwise—the State.

PESTEL analysis (Definition)

Glossary topic: Information and communication technology

PESTEL is a strategic planning tool to help practitioners and other stakeholders understand the external influences on the organisation or its services. The elements to PESTEL include:

• Political Government bureaucracy, political advocacy and lobby groups, labour movements.
• Economic Exchange rates, business cycles, local, national and global growth rates
• Social Demographic impacts, social movements and trends
• Technological Mobile and connecting technologies, new products and materials.
• Environmental Climate concerns and impacts, pollution, recycling
• Legal Laws, regulations, taxes, borders, jurisdictions

Porters Five Forces Model (Definition)

Glossary topic: Information and communication technology

Porter's Five Forces Framework is a tool for analysing competition of a business. It draws from industrial organization (IO) economics to derive five forces that determine the competitive intensity and, therefore, the attractiveness (or lack of it) of an industry in terms of its profitability. Porter's five forces include three forces from 'horizontal' competition--the threat of substitute products or services, the threat of established rivals, and the threat of new entrants--and two others from 'vertical' competition--the bargaining power of suppliers and the bargaining power of customers.

Procurement

Glossary topic: Information and communication technology

Procurement encompasses the whole process of obtaining goods and services. Beginning with the identification of needs, procurement can include the functions of planning, design, standards determination, specification writing, selection of suppliers, financing, contract management, disposals and other related functions. For clarity, procurement under this policy does not include grants as defined in the Financial Accountability Handbook administered by Queensland Treasury.

Source: Queensland Procurement Policy 2023

Program assurance

Glossary topic: Information and communication technology

The assurance responsibilities undertaken by program board members aligned with their respective area of concern (business, user or supplier).