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

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Term Definition
Audit Plan

An annual plan developed by USAID Missions, which outlines audit requirements for all foreign contractors and grantees (USAID Automated Directives System - ADS - Chapter 591).

Audit Report

The completed report of the auditor containing the final findings, recommendations and, to the extent possible, comments and actions taken or planned by the management official. Audit reports include audits made by the Office of Inspector General, independent public accountants, Supreme Audit Institutions, other Government agencies, such as the Defense Contract Audit Agency (DCAA) and the U.S. General Accounting Office (GAO) (USAID Automated Directives System - ADS - Chapters 591, 592, 595).

Audit Scope

This describes the boundaries of an audit by defining the auditee, what is being audited (program, project, grant, etc.), the general criteria (grant agreement, policy, law, assistance objective, planned result, etc.), the time period under audit, and the site locations for the audit (USAID Automated Directives System - ADS - Chapter 590).

Authentication

(1) The verification of an individual's identity, a device, or other entity in a computer system as a prerequisite to allowing access to resources in a system. (2) The verification of the integrity of data being stored, transmitted, or otherwise exposed to possible unauthorized modification (USAID Automated Directives System - ADS - Chapter 545).

Author

A qualified ADS author is a subject matter expert (SME) or someone with good writing skills who can interview the SME and write ADS material in plain language (USAID Automated Directives System - ADS - Chapter 501).

Authority

An authority is the legally binding instrument that authorizes or constrains the policy directives and required procedures issued as USAID direction. These instruments include laws, regulations, Executive Orders, court decisions, and rulings by Federal authorities.Authority refers to the legal ability or power to give commands, enforce compliance, or make decisions (USAID Automated Directives System - ADS - Chapter 501).

Authorization

After approval by USAID's Chief Financial Officer of the credit subsidy required for a Housing Guaranty borrowing, an authorization (with an accompanying Action Memorandum describing the circumstances of the borrowing) is signed by the Mission Director. The authorization specifies the amount and suggested terms of the borrowing (USAID Automated Directives System - ADS - Chapter 250). Written authority for travel and related expense issued prior to commencement of travel (6 FAM-111.3) (USAID Automated Directives System - ADS - Chapters 522, 523, 524, and 525). The process of verifying at the point of sale that a purchase being made using a Purchase Card is allowable given the requirements, prohibitions, and controls established by the agency - organization for the card (USAID Worldwide Purchase Card Program Manual, A Mandatory Reference for ADS Chapter 331).

Authorized Geographic Code

An authorized geographic code is one that M - FM - CAR and PPC - DEI - DIS have jointly approved (USAID Automated Directives System - ADS - Chapter 260).

Authorized Notice Sender

The person responsible for reviewing Notices for proper format and sending them to The Bureau for Management, Office of Management, Policy, Budget, and Performance, Division of Policy (M - MPBP - POL) for posting (USAID Automated Directives System - ADS - Chapter 504).

Authorizing Officer

Any officer who has been delegated the authority to authorize travel (6 FAM-111.3) (USAID Automated Directives System - ADS - Chapters 522, 523, 524, and 525). The Executive Management Staff, or Administrative Office representative, or Executive Officer responsible for approving overtime work and for overseeing other technical aspects of overtime compensation (USAID Automated Directives System - ADS - Chapter 472).

Automated Data Processing (Adp) Resources

This term is no longer used. See information technology resources. (USAID Automated Directives System - ADS - Chapter 527).

Automated Directives System (Ads)

The ADS is a standardized system comprising (1) USAID internal policy directives and required procedures (2) external regulations applicable to USAID, and (3) non-mandatory guidance to help employees interpret and properly apply internal and external mandatory guidance (USAID Automated Directives System - ADS - Chapter 501).

Automated Directives System Compact Disc (Ads Cd)

The compact disc (CD) containing the Automated Directives System (ADS). USAID no longer uses the ADS CD to distribute its directives (USAID Automated Directives System - ADS - Chapter 501).

Automated Information Systems (Ais)

All activities, information, and material formerly identified as automated data processing, automation, office information systems, word processing, computers, and telecommunications (USAID Automated Directives System - ADS - Chapter 562).

Automation Security Officer

The person assigned security functions within USAID's Office of Information Resources Management (USAID Automated Directives System - ADS - Chapter 562).

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