CDFM Module 1 Terms and Definitions

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Appraisal	Comparison under an appraisal system of an employee's performance of duties and responsibilities with performance standards
Critical Element	A component of an employee's job that is of sufficient importance that performance below minimum standard established by management requires remedial action and denial of a within grad increase, and may be the basis for removing or reducing the grade level of that employee. Such action may be taken without regard to performance of other components of the job.
Criteria	Quality, Quantity, timeliness, cost-effectiveness, productivity, reduction in paperwork, courtesy, meeting affirmative action goals, or other tools which may be used to measure results of performance
Individual Performance Elements	Those aspects of work that an individual has control over and that relate directly to assigned tasks
Job Element	Any distinguishable unit (element) of purposeful or goal oriented work. The unit of work (element) may be at any level of specificity and may therefore correspond to what are commonly called tasks, duties, functions, responsibilities, performance dimensions, key results areas, or other terms for job aspects.
Measurement Items	Those specific items (within the selected criteria), which will be measured
Measurement Methods	The means used to determine the degree to which standards have been met
Organizational Performance Elements	Measurements of accomplishment for organizations or units, for which a supervisor or manager is responsible.
Performance	An employee's level of accomplishment of duties and responsibilities
Performance Standards	The expressed measure of level of achievement including quantity, quality, and timeliness, established by management for the duties and responsibilities of a position or group of positions
Unacceptable performance	"Performance of an employee which fails to meet established performance standards in one or more critical elements of such employee's position." An "unacceptable" rating requires removal form the position by reassignment, downgrade, or removal from the service.
Disparate Treatment	the inconsistent or unfair application of a rule, policy, or practice that results in discrimination against a member of a protected class
Adverse impact	Adverse impact is the application of a rule, policy, or practice that has a limiting or screen-out effect on the employment of a protected class
Affirmative Action Programs	document agency goals designed to achieve a representative workforce
Federal Equal Opportunity Recruitment Program (FEORP) plans	Agencies identify, by occupation and grade level, where under-representation exists, and then develop recruiting priorities and strategies to eliminate the identified under-representation.
Affirmative Employment Programs	designed to increase the minority and female applicants for jobs where under representation exists and assist particular groups of people in employment and advancement
Sexual harassment	Deliberate or repeated unsolicited verbal comments, gestures, or physical contacts of a sexual nature that are unwelcome
Avoiding	Leave well enough alone by retreating or withdrawing from an actual or potential disagreement
Accommodating	Kill your enemies with kindness by de-emphasizing or avoiding areas of difference and emphasizing areas of agreement.
Competing	Split the difference Both sides give up something in order to have peace. This is a general accepted way of handling conflict but it has very real limitations.
Collaborating	Two heads are better than one. Confronting the issue directly and using good problem-solving approaches allows both parties to work through their disagreements.
General Internal Control Deficiencies	Described as either a reportable condition or material weakness
Reportable Condition - General Internal Control	A control deficiency or combination of control deficincies that in management's judgment represent significant deficiencies in the desing or operation of internal control that could adversely affect the organization's ability to meet its internal control objectives
Material weakness - General Internal Control	A reportable condition that the agency head determines to be significant enough to be reported outside the agency shall be considered a material weakness and included in the annual FMFIA assurance statement and reported in the agencys annual Performance and Accountability Report (PAR).
Control Deficiency - Internal Control Deficiency for Internal Reporting	exists when the design or operation of a control does not allow management or employees, in the normal course performing their assigned functions, to prevent or detect misstatements on a timely basis.
Design Deficiency - Internal Control Deficiency for Internal Reporting	exists when a control necessary to meet the control operates as designed the control objective is not always met
Operation Deficiency - Internal Control Deficiency for Internal Reporting	exists when a properly designed control does not operate as designed or when the person performing the control is not qualified or properly skilled to perform the control effectively
Material Weakness - Internal Control Deficiency for Internal Reporting	a reportable condition, or combination of reportable conditions, that result in more than a remote likelihood that a material mistatement of financial statements or other significant financial reports, will not be prevented or detected.
Unqualified Statement of Assurance	no material weaknesses reported
Qualified Statement of Assurance	considering the exceptions explicitly noted (one or more material weaknesses reported)
Statement of No Assurance	no processes in place or pervasive material weaknesses
Assessable Unit	Any organization, functiona, programmatic, or other applicabel subdivision, capable of being evaluated by management control assessment procedures. An assessable unit should be a subdivision of an organization that ensures a reasonable level of management control to allow for adequate control analysis.
Assessable Unit Managers	This includes top=level managers, down through operational managers, of all programs and activities in which funds, property, and other assets must be safeguarded against fraud, waste or mismangement and in which operations and resources must be mananged effectiviely and efficiently.
Control Objective	A specific aim, goal, condition or level of control established by a manager for an assessable unit that provides reasonable assurance that the resources allocated to that activity are safeguarded or protected adequately against waste, fraud, or mismangement, and that organizational, operational or administratvie objectives are accomplished.
Control Technique	Any form of organization procedure or document flow that is being relied on to accomplish a control objective. Documentation for internal conttrol systems includes two types of written materials: Review documentation - shows the type and scope of review, the responsible official, the pertinent dates and facts, the key findings, and the recommended corrective actions; System Documentaiton - includes policies and procedures, org charts, manuals, flow charts and related written and graphic materials necesary to describe organizational structure, operating procedures, and amdintirative practices; and to communicate responaibilities and authorities for accomplishing progrmas and activities.
DoD Functional Proponent	The DoD staff principal responsible for policy and oversight of a particular functional area
GAO Standards for Internal Control	The five GAO stadards define the minimum level of quality accpetable in Government and provide the basis against which internal control is to be evaluated.
General Control Envionrment	The enviornment in which an event cycle operates, including management attitude; organizational structure, personnel competence; delgation of authority and responsibility; policies, procedures, budgeting and reporting practices and organizational checks and balances
Key Internal Controls	These are the internal controls that are most important to the accomplishment of the mission or responsibilities of an assessable unit.
Internal Control	A systme of guidance, instructions, regulations, procedures, rules or other ortgnaization instructions intended to determine the methods to be employed to carry out mission or operatioal actions or objectives, and ensure that programs achieve intended results.
Internal Control Evaluation	Detailed examination of a system of internal controls in an assessable unit using the methodology specific to that purpose.
Defense manpower management	refers to the processes of determining manpower requirements for budgetary purposes and reporting manpower strengths to OMB.
Mobilization	Process of assembling, organizing, and using manpower and material resources in preparation for war or other emergencies.
Actual Strength	The number of personnel in - or projected to be in - an organization or account at a specified point in time
Assigned Strength	Actual strength of an entire service, not necessarily equal to combined unit actual strengths because individuals may be assigned but not joined
Authorized Strength	The total strength authorized by Congress (for internal service applications only). Authorized strength may be used synonymously with documented strength.
Average Strength	The arithmetic mean strength for a speciic time span. The average strength for 1 year is equivalnet to work years
DoD Civilian Work Force	US citizens or foreign nationals hired directly or indirectly to work for DoD, paid from appropriated or non-appropriated funds under permanent or temporary appointment. This includes employees filling full-time, part-time, intermittent, or on-call positions. Specifically excluded are all Government contractor employees
End Strength	Strength at the end of the fiscal year is synonymosus with end-year strength. Single point strengths for other points in time must be specified, such as end first-quarter strength.
Future-Year Defense Program (FYDP)	The official report that summarizes the resources provided to DoD. Identifies funding for each appropriation, manpower authorization and program, and selected types of unit or equipment authorizations by resource management packages called program elements
Force Structure	The totality of units in a DoD component
Manpower Programming	The process of compliling and projecteing future manpower requirements; documenting these requirements; integrating them into the overall planning, programming and budgeting process; and translating them into a form that provides a basis for personnel procurement, training, and assignment.
Peacetime Strength	The authorized and programmed strength at the end of the fiscal year for active forces, the Selected Reserve and appropriated-fund civilian employees in the FYPD
Crisis Situation	A civil insurrection, civil war, terrorism, wartime, or hostile condition that threatens physical hard or imminent danger to the health or well being of the E-E civilian employee
Emergeny Essential (E-E)	Position based designation to support the success of combat operations or the availability of combat-essential systems in acordance with 10 USC 1580 (e) and will be designated as ke. Could be deployed to a crisis area
Non Combat Essential	Position based designation to suppor the expeditionary requirements in other than combat or combay support situations and will be designated as Key in accordance with Paragraph 4d(5).
Capability Based Volunteer	An employee who may be asked to volunteer for deployment, remain behind after other civilians have evacuated, or backfill other DoD civilians who have deployed to meet expeditionary requirements in order to ensure that critical expeditionary requirements that may fall outside or within the scope of an individual's position are fulfilled
Cability Based Former Employee Volunteer Corps	A collective group of former DoD civilian employees who have agreed to be listed in a database as individuals who may be interested in returning to Federal service to serve expeditionary requiremetns or who can backfill for those serving expeditionary requiremetns.
Key Employees	DoD civilians in positions designated as E-E and/or NCE will be desginated ket in accordance with DoDD 1200.7
FTE employement	The total number of regular straight-time hours worked by an employee divided by the number of compensable hours applicable to each fiscal year.
Full-time Permanent (FTP)	A position noramally filled on a permanent basis and having a regular schedule.
Other than Full-time Permanent (OTFTP)	All positions other than full-time permanent, including temporary, part time and intermittent
Fill Rate (FR)	The average number of days between an employee leaving a position and the position being filled divided by the workdays in a year
Lapse Rate	Percentage of the year a vaacancy occurs
Number of Positions to Budget	2.5% of the 100 positions are vacant during the year, therefore 97.5 positions to budget
Voluntary Separation Inventive Pay	The buyout program for DoD employees.
Volutary Early Retirement Authority	The early retirement program for DoD employees
Conversion to Contract	changeover of an activity from Government performance to performance under a contract by a commercial source
Conversion to In-house	changeover of an activity from performance under a contract to Government performance
Cost comparison	process of developing an estimate of the cost of Government perfromance of a commercail activity and comparing it, in accordance with the requirements of the Supplement, to the cost to the government for contract performance of the activity
Most Efficient Organization (MEO)	Refers to the Government's in house organization to perform a commercial actiity. It may include a mix of federal employees and contract support.
Performance Work Statement	statement of the technical, functional and performance characteristics of the work to be performed, identifies essential functions to be performed, and determines performance factors, including the location of the work, the units of work, the quantity of work units and the quality and timeliness of the work units. It serves as the scope of work and is the basis for all costs entered on the Cost Comparison Form.

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CDFM Module 1 Terms and Definitions

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