Glossary of Terms and Icons
Below is an alphabetized list of the various terms and phrases used in the iSite Contract Management Portal.
Active User Session - Available to Portal Administrators, an Active User Session represents a currently logged in user of iSite.
Activity (Workflows) - Describes the action that occurs at a Step within a workflow.
Actuals - Actual incurred costs for a contract. Actuals are normally stored in the contractors accounting system as its system of record. Actuals are brought into iSite for reporting purposes.
Admin Menu - Available as a link on the Global Navigation Bar, the Admin Menu contains tools for managing User information as well as configuring settings and objects for the iSite Contract Management Portal.
Agency - Represents the Government Agency that is responsible for the contract being managed within iSite.
Announcement - A notice, created by a Portal Administrator, that is visible on the iSite Portal Home Page.
Announcement Maintenance Toolbar - The toolbar that consists of Add New Record and Delete Selected Records, found on the Announcement Maintenance menu.
Approval Activity (Workflows) - Represents a step in a workflow that requires one or more Roles to approve or reject a subject within the workflow.
Assume Identity - Available to System Administrators and Security Administrators, Assume Identity allows an Administrator to login to iSite as another User without the need for the Administrator to know the User's credentials. This is primarily used for troubleshooting purposes.
Attachment - A Document or File that is added to an iSite object such as an Estimate or a Task. For instance, a Basis-of-Estimate document might be added to an Estimate.
Audience - Represents one or more Security Groups that are authorized access to an object or function within iSite.
Authorized Task Viewer - Represents a User who is authorized to view a specific Task within iSite.
Burden Rate - Used in the Estimating module of iSite, a Burden Rate is the allocation rate at which indirect costs are applied to the direct costs of either labor or operations of the contract. Burden Rates are typically represented as percentages.
Burn Rate - A calculation of costs per day that is calculated beginning with the first Financial Month that costs are incurred through the currently selected Financial Month being viewed. The Working Days value for each Financial Month is used as part of the calculation.
Cancel Activity (Workflows) - Represents a step in a workflow that handles a workflow cancellation. This effectively ends a workflow.
Clone - The process of creating a new object by using an existing object and the object's properties as a template.
Complete Activity (Workflows) - Represents a step in a workflow that handles the completion of a workflow. This effectively ends a workflow.
Component - Another way to refer to Subtasks, particularly in the Estimates module.
Confirmation Activity (Workflows) - Represents a step in a workflow that formally notifies the Responsible Party of a condition within the workflow. A Confirmation only allows for acceptance and cannot be canceled or redirected.
Contract - The government procurement that is being managed by the iSite software.
Contract Management Sidebar - The sidebar that appears when accessing any of the Contract Management features (Estimating, Financials, Funding, Risk Management, Task Order Requests, Variance Reporting) which allows quick access to other major parts of the Contract Management module.
Core Module - The module of iSite consisting of the Document Libraries feature, the Lists feature, Discussion Forums, Datawarehouses, the Help Desk, Security Settings, and the Administrative tools and settings that are associated with each of them.
Cost Over Obs - Short for "Cost Over Obligations", this describes a condition where more costs have accrued for a Tasks than there is available Funding to pay for the work.
Counter - An iSite object, the Counter is used as a mechanism to automatically assign an ID value to an object. A Counter could be created to automatically assign a Task Number to a new Task for a contract.
Create New Sidebar - The Sidebar that appears in the Portal Homepage menu which allows Users to create new Estimates, Funding Requests, Funding Actions, Risks, Task Order Request Workflows, and Variance Reports. Not to be confused with the Quick Launch menu.
Custom Attribute - An iSite object, the Custom Attribute is used to extend existing iSite functionality by providing values (or attributes) that further describe an object. For instance, an iSite User record stores First Name and Last Name. A Custom Attribute could be created for the User object that represents a Phone Number.
Data Collection - Describes the process within a workflow where data is collected, via a web form, for the subject of the workflow, such as a Task Order Request.
Data Collection Activity (Workflows) - (DEPRECATED) Represents a step in a workflow where data collection via a web form occurs. Data Collection occurs until the Responsible Party indicates that the Data Collection is complete.
Data Entry Activity (Workflows) - Represents a step in a workflow where data entry via a web form occurs. Data Entry occurs until the Responsible Party indicates that the Data Entry process is complete.
Data-centric - Compares to "Document-centric", Data-centric defines the method of collecting data via web form with data being stored in a central database. A Data-centric approach allows for data to be repurposed and reported on.
Datawarehouse - The individual database that houses contract data for iSite.
Decision Activity (Workflows) - Represents a step in a workflow where a question is presented to the Responsible Party with multiple choices. The choice selected by the Responsible Party will cause the workflow to branch in a different direction.
Default Participant - Used in workflows, a Default Participant is a User, list of users or a Security Group that is automatically assigned to a Role for all workflows. These defaults can be changed once a workflow is initiated.
Direct Costs - Direct costs are directly attributable to the object. In construction, the costs of materials, labor, equipment, etc, and all directly involved efforts or expenses for the cost object are direct costs. In manufacturing or other non-construction industries the portion of operating costs that is directly assignable to a specific product or process is a direct cost. Direct costs are those for activities or services that benefit specific projects, for example salaries for project staff and materials required for a particular project. Because these activities are easily traced to projects, their costs are usually charged to projects on an item-by-item basis.
Document (Document Libraries) - A file that is uploaded into a Document Library.
Document-centric - Compares to "Data-centric", Document-centric defines the method of collecting data via a Document (such as a Microsoft Word file) with data being stored within the file itself. A Document-centric approach DOES NOT ALLOW for data to be re-purposed and reported on.
Document Entry Activity (Workflows) - Represents a step in a workflow where data entry via a Document occurs. Document Entry occurs until the Responsible Party indicates that the Document Entry process is complete.
Document Entry Completion Activity (Workflows) - Represents a step in a workflow where the Responsible Party indicates that the subject Document (or Documents) which stores data is complete and no longer requires attention.
Document Entry Review Activity (Workflows) - Represents a step in a workflow where the Responsible Party reviews a completed Document for accuracy and chooses to Approve or Reject the document.
Document Libraries Toolbar - The toolbar that appears when the Document Libraries section is open. This includes buttons to upload and delete files, as well as a refresh button and an options button.
Document List - The list of documents contained in the selected library or folder. It is located in the middle of the Library Viewer.
Element of Cost - A synonym for Virtual Account.
Email Notification Activity (Workflows) - Represents a step in a workflow where an Email is sent to a specified list of Roles or Email Addresses. This is an Unattended Activity which does not require User involvement to execute.
Employee Labor Rate - Used in the Estimating module of iSite, an Employee Labor Rate represents the Labor Rate used to cost a fractional amount of Labor (Hours). Up to 5 different Labor Rates are stored for Employees with multiple effective Dates for each set of Rates.
Estimate Completion Activity (Workflows) - Represents a step in a workflow where the Responsible Party can confirm that Estimating is complete.
Estimate Header - A header that appears when in the Estimate Viewer that displays a summary of information related to the selected Estimate. It is a light gray box and contains information on the Estimate Status, Task Name, Estimate Name, Estimate Type, Estimate Status, Estimate Range, and Package Total Values.
Estimate Import Menu - The menu that appears when importing data from an external source into an Estimate.
Estimate Review Activity (Workflows) - Represents a step in a workflow where the Responsible Party approves or rejects the representative Estimate for the Workflow.
Estimate Ribbon Bar - Toolbar that holds all the tools for editing and working inside an Estimate.
Estimate Template - Represents the layout definition, calculation logic, and entry options for an Estimate.
Estimate View - Represents a specific Entry or Read-Only display for an existing Estimate. An Estimate can have many different views with the layout definition being the Master Entry View for an Estimate.
Estimate-To-Complete - Also known as a "Forecast", an Estimate-To-Complete indicates an up-to-date future plan for labor and ODC costs for a Task.
Estimating Module - The iSite Estimating Module is a structured, web-based replacement for the traditional legacy approach to Estimating which usually resulted in Excel spreadsheets, which pose many limitations including human error, outdated templates, limited data mining capabilities and more. The iSite Estimating Module solves all of those legacy problems.
Events (Lists) - Events represent important dates for the Contract. Some Events are automatically represented, such as the beginning and end of a Financial Month. Other Events are entered and managed by iSite Portal Administrators.
Events (Workflows) - Indicates certain points of a workflow that can be monitored and can have functions executed, such as OnBegin, OnEnd, OnCancel, OnComplete, etc.
Event Action (Workflows) - An action that occurs after an event within a workflow.
Event Maintenance Toolbar - The toolbar that consists of buttons to Add New Events, Delete Selected Events, and to search through the names of active events. It appears in the Event Maintenance menu.
Financials Module - The iSite Financials Module allows for robust reporting on Contract Financials such as actuals, planned data, forecasting, labor and more. iSite accepts data feeds from Contractor accounting system to support this effort.
Financial Month - Defines the beginning date and end date to record financial transactions for the Contract. A Financial Month does not necessarily coincide with calendar dates, such as January 1 - January 31 being the Financial Month of "January". Accounting calendars can be defined in formats such as "4-4-5" where 4, 4 and 5 represent a number of 7-day weeks. In that scenario, January might be represented as January 1 - January 28 and "February" being represented as "January 29 - February 25", etc.
Financial Calendar - A series of Financial Months that make up "Fiscal Years" for a Contract.
Form - A method for entering data for a workflow. Used within a Data-centric workflow.
Form Attributes - Indicates the Properties and Custom Attributes that make up a "Form" within a workflow.
Form Permissions - Specifies the Roles that can view and edit a Form and the steps that the Form can be edited.
Form Template - A document which is used for merging Form data into. This is typically a Microsoft Word document. The document contains replaceable regions that will contain values of data elements that are collected during data entry.
Funding Action - A response to a Funding Request (if a Request was entered) or a standalone action to modify Funding for a Task.
Funding Action Completion Activity (Workflows) - Represents a step in a workflow where the Responsible Party can confirm that Funding is complete.
Funding Action Review Activity (Workflows) - Represents a step in a workflow where the Responsible Party approves or rejects the representative Funding Action for the Workflow.
Funding Module - The iSite Funding Module allows for structured, web-based tracking of Funding at the Task level, including requests for Funding, Funding Actions, tracking of multiple Fund Sources, and more.
Funding Request - A request for Funding for a Task.
G & A - Acronym that represents a burden expense known as "General and Administrative". Expenditures related to the day-to-day operations of a business. General and administrative expenses pertain to operation expenses rather that to expenses that can be directly related to the production of any goods or services. General and administrative expenses include rent, utilities, insurance and managerial salaries.
Global Navigation Bar - The list of navigation links at the top of each iSite page.
GUID - A Globally Unique Identifier is a unique reference number used as an identifier in computer software.
Help Desk - The iSite Help Desk is available directly within the iSite software for permissioned users. Help Desk Tickets are submitted and managed via users with Help Desk tickets being submitted directly to iSite support representatives.
Help Desk Ticket - A specific request for Help within the Help Desk functionality of iSite.
Help Document - A custom document added to an iSite Portal License by an iSite Portal Administrator which gives additional, pointed help to Users.
Hour Type - A string-based category used for charging Time Activities for Jobs in the iSite Timekeeping module
Indirect Costs - Indirect costs are costs that are not directly accountable to a cost object (such as a particular project, facility, function or product). Indirect costs may be either fixed or variable. Indirect costs include administration, personnel and security costs. These are those costs which are not directly related to production. Some indirect costs may be overhead. But some overhead costs can be directly attributed to a project and are direct costs.
Is Contract Task - A iSite property of a Task that, when marked as true, will be included in Contract-level Rollups in reporting such as the NASA Form 533M/Q, Annual Work Plans dashboard, Financials Cost Detail Analysis, Performance Summary, Planned vs Actuals and Planning Analysis tools in iSite. This is also used within printable reports, again, where Contract-level rollups are specified.
Labor Class Rate - Used in the Estimating module of iSite, a Labor Class Rate represents the Labor Rate used to cost a fractional amount of Labor (Hours). Up to 5 different Labor Rates are stored for Labor Classes with multiple effective Dates for each set of Rates.
Labor Resources Toolbar - The toolbar that appears in the Add Labor Resources menu. It consists of four main buttons: Add Labor Classes, Add Labor Subclasses, Add Employees, and Back to Estimate Display. When Labor Resources have been added, a Delete Labor Resources button also appears.
Labor Subclass - Used in the Estimating module of iSite, A Labor Subclass represents a Labor Resource on the Contract and is used for Estimating a class of Employees at a blended labor rate. A Labor Subclass further defines a Labor Class. A Labor Subclass cannot exist without a corresponding Labor Subclass.
Labor Subclass Rate - Used in the Estimating module of iSite, a Labor Subclass Rate represents the Labor Rate used to cost a fractional amount of Labor (Hours). Up to 5 different Labor Rates are stored for Labor Subclasses with multiple effective Dates for each set of Rates.
Library List - The list of libraries and folders stored in the Document Libraries feature. It is located on the left side of the Library Viewer. Selecting a library or folder will show its contents in the Document List to the right.
Library Viewer (Document Libraries) - The interface that contains Libraries, Folders, Documents, and Links, as well as the tools to manage them.
Link (Document Libraries) - A special item in a Folder or Document Library that represents a Link to an external URL.
Link (Lists) - A link is an external URL that is added to iSite by a Portal Administrator.
Link Maintenance Toolbar - The toolbar consisting of buttons to Add New Records and Delete Selected Records. It appears in the Link Maintenance menu.
M & A - Acronym that represents a burden expense known as "Management and Administrative".
Modify Rates Menu - The menu that appears when Modify Rates is selected when working with an Estimate. The menu supports editing Burdens, Labor Classes, and Employees.
Modify Rates Toolbar - The Toolbar that appears in the Modify Rates menu that includes buttons to Add New Records, Delete Records, Refresh Rates, search the items in the menu, and navigate back to the Estimate Display.
Module - In iSite, a Module represents a block of functionality, such as Task Estimating, Funding and more. Modules can be turned on and off and usually have settings that can be modified for configuration.
NASA Form 533M - Used in the Agency Reporting module of iSite for NASA, the NASA Form 533M is the Monthly Contractor Financial Management Report which is usually mandated on Cost Plus Fixed Fee or Cost Plus Award Fee contracts for NASA. iSite can render these forms automatically. For more information on the NASA Form 533M, visit http://www.nasa.gov/pdf/104405main_NASA_Forms_533.pdf.
NASA Form 533Q - Used in the Agency Reporting module of iSite for NASA, the NASA Form 533M is the Quarterly Contractor Financial Management Report which may be requested on Cost Plus Fixed Fee or Cost Plus Award Fee contracts for NASA. iSite can render these forms automatically. For more information on the NASA Form 533M, visit http://www.nasa.gov/pdf/104405main_NASA_Forms_533.pdf.
Notification (Workflows) - A configuration for an Email Notification activity, which specifies a Notification Template, Subject and a list of replaceable regions. Notifications are identified by a numeric ID property.
Notification Template - An HTML template that is used for formatting emails for workflows.
Obligated Funding - Approved funding for a Task.
ODC - Acronym that represents a cost category known as "Other Direct Costs".
Participant - A User who is assigned to a Role in a workflow.
Participant Assignment Activity (Workflows) - Represents a step in a workflow where the Responsible Party can assign Users or Security Groups to a Role within a workflow.
Permission - Authorization to perform a function within iSite. Permissions are assigned to Security Groups. Users are assigned to one or more Security Groups as well. A User's permissions are dictated by the Security Groups they belong to.
Personal Download Queue - When iSite generates a file for download, a copy of the file is also stored in the database for each User for retrieval at a later time without having to regenerate the report. The Personal Download Queue stores the last ten (10) files that have been generated.
Planned Contract Value - Used in the Financials module of iSite, a Planned Contract Value is a singular value that represents the current Contract Value for a Financial reporting category within a Task.
Portal - The web interface for iSite.
Portal License - A specific authorization for a contract to use iSite. A Portal License is granted to cover only one contract.
Privacy Statement - Statement that declares the policy on collecting and releasing information about an iSite User. The Privacy Statement declares what specific information is collected and how that data is used and protected.
Primary Key - A column or set of columns defined as unique to a table.
Productive Days - Typically used in the Financials and Estimating modules, a Productive Days value is assigned to a Financial Month and is typically represented by any Business Day, not including weekends or holidays for that specific Financial Month., and may also take into consideration longer working days (such as 9-hour days, 44-hour work weeks, etc.).
Publishing (Estimating) - The process of populating the Time-Phased Baseline Plans reporting table with approved Estimate Package data.
Publishing (Funding) - The process of populating the Funding Actions reporting table with approved Funding Package data.
Query Group - A list of Virtual Accounts that are grouped together for reporting purposes.
Quick Launch - A list of links on the sidebar of the iSite Home Page used for quickly entering major sections of iSite.
Recent Work - A list of recently accessed items within iSite for a User. Only the 10 most recent items in any category are retained in the Recent Work list for a User.
Reviewing (Estimating) - The process of inspecting an Estimate for accuracy and approving or rejecting the Estimate. If the Estimate is approved, the next step in the process would be Publishing, otherwise, the Estimate is sent back to the Estimator for adjustments.
Reviewing (Funding) - The process of inspecting a Funding Request or Funding Action for accuracy and approving or rejecting the Funding Package. If the Funding Request is approved, the next step in the process would be Applying Funding, otherwise, the Funding Request is sent back to the author for adjustments. If the Funding Action is approved, the next step in the process would be Publishing, otherwise, the Funding Action is sent back to the author for adjustments.
Reporting Category - A synonym for Virtual Account.
Report Driver - A file used for dynamic generation of Financial Analysis tools, such as the Financials Cost Report. Using a Report Driver allows iSite to be very flexible to meet specific reporting and analysis needs for Financial reports that have to show details down to the element of cost.
Report Permissions - Determines the Audience or authorized viewers for Reports within iSite. Each stock iSite Report has default Permissions defined, but these Permissions can be overridden by an iSite Portal Administrator.
Responsible Party - A User, list of Users or a Security Group who is responsible for executing a specific step in a workflow.
Risk Management Module - The iSite Risk Management Module allows for programmatic control over the reduction or elimination of risk of certain kinds of events happening or having impact on the contract. The iSite Risk Management Module follows industry standard Risk Management principles.
Role (Tasks/Contract) - An entity for a Task or a Contract that has responsibility for a specified Task or the Contract. A Task-level Role may have different Users assigned for each Task, while a Contract-level Role applies to the entire Contract.
Sidebar - The left side of the page that displays links for navigation that are contextually specific to the current page.
Single Sign-On - Permits a user to enter one name and password in order to access multiple applications. For instance, a User would sign into their workstation with their User ID and password and then would be granted access to other applications with those same credentials.
Sort Group - Used to control sorting of individual items within a list, such as Estimate Templates.
SSO - Acronym for Single Sign-On.
Step (Workflows) - Defines a particular part of a workflow. A step is represented by an Activity and may have one or more Roles assigned or may be considered an unattended Activity.
Sub-Task - A sub-component of a Task.
Submit For Approval - Moves an object from "editing" status to a point that requires approval by a reviewer.
Task - Part of a contract for services which details a specific mission or scope of work.
Task Order Assignment Activity (Workflows) - Represents a step in a workflow where a Task Order Number (or Task Number) is assigned to a newly defined Task.
Task Order Request - A request for new work or modification to existing work. In iSite, a Task Order Request is managed by a workflow.
Teammate - A major or minor subcontractor on a contract.
Terms of Service - Rules which one must agree to abide by in order to use a service. Terms of service can also be merely a disclaimer, especially regarding the use of websites. iSite has a standard, published Terms of Service that all Users must abide by in order to use the application.
Time-Phased Baseline Plan - A baseline budget of Costs for a Task for a specified period of time.
Timesheet Period - Marks a consecutive series of days in which Time Activities are to be recorded.
Timesheet Toolbar - the Toolbar that appears while accessing the My Timesheet menu. It contains the ability to save, submit, and view the timesheet, as well as an options menu.
Unattended Activity (Workflows) - A step in a workflow that does not require human involvement and does not have a Role assigned. An Email Notification Activity is an example of an Unattended Activity.
User - A person authorized to use iSite, typically assigned to one or more iSite Licenses.
Value Mapping Activity (Workflows) - Represents a step in a workflow where values are mapped from attributes to properties. This is an Unattended Activity.
Variance Analysis Module - The iSite Variance Analysis Module allows for identification and management of variances between Time-Phased Baseline Plan data and actual costs for a Task.
Version Control - The process of checking-in and checking-out a file and maintaining historical versions. Version Control can be enabled within iSite Document Libraries.
View Estimates Toolbar - The Toolbar that appears under the View Estimates menu consisting of buttons to create new estimates, delete estimates, show estimates grouped by task, show estimates ungrouped, show all estimates, show only estimates that the logged-in user has authored, a search bar, and a dropdown menu to filter based on task status.
Virtual Account - Also referred to as a "Reporting Category" or an "Element of Cost", a Virtual Account represents a collection of Account Codes from the contractor accounting system. A Virtual Account is used for reporting Actuals from a collection of Account Codes and is also used as a placeholder for a reporting category in an Estimate. A Virtual Account can also be a container for other Virtual Accounts.
WBS - Acronym for Work Breakdown Structure. A work breakdown structure (WBS), in project management and systems engineering, is a deliverable oriented decomposition of a project into smaller components.
A work breakdown structure element may be a product, data, service, or any combination thereof. A WBS also provides the necessary framework for detailed cost estimating and control along with providing guidance for schedule development and control.
WBS Segment Definition - In iSite, you can take segments of a WBS structure and define what those segments mean, by giving the segment a title. Then, you can report off of the Segment Definitions in terms that the user will comprehend.
Workflow Definition - The configuration of a workflow in iSite, including Roles, Steps, Forms, etc.
Workflow Initiator - A User who is authorized to initiate a workflow of a given type.
Workflow Roadmap - A summarized view of the properties of a workflow.
Working Days - Typically used in the Financials and Estimating modules, a Working Days value is assigned to a Financial Month and is typically represented by any Business Day, not including weekends or holidays for that specific Financial Month.
Work Year Equivalent - Also known as an FTE (Full-time Equivalent), a Work Year Equivalent is the number of total hours worked divided by the maximum number of compensable hours in a full-time schedule as defined by law.
WYE - Acronym for Work Year Equivalent
-Expand Icon- Used to expand panels into larger view.
-Reload Icon - Often called the reload or refresh icon, is used to refresh data that is available on selected panel.
-Configuration Icon - Often called the wrench icon, is used to configure
-Arrow Icon - Used to re-direct to a new page.
-Compress Icon- Used to collapse or minimize associated panel.
- Close Window - Used to close a panel.