GLOSSARY OF TERMS

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Audit: An audit involves an independent review and examination of records or financial accounts to check their accuracy. Audits are also used to ensure compliance with established policy and operational procedures, and to recommend any necessary changes.

Best Practice: A best practice is a business process with demonstrated ability to achieve superior results. Best practices represent proven methodologies for consistently and effectively achieving a business objective.

Budget Narrative: A budget narrative is required to explain how anticipated expenses were derived for a project and is complementary to the budget by describing project-related costs. A budget narrative should also explain all applicant and partner contributions to a project.

Business Case: A business case is the information that describes the justification for a project. A business case is built on evidence derived from feasibility studies or impact analysis to support project objectives.

Capital Asset: A capital asset is defined as any single item or composite asset with a purchase value of more than $1000 not physically incorporated into another product and that remains functional at the end of the project. For example, four $300 chairs are not capital assets because each chair is functional on its own and because each chair falls below the established threshold of $1000.

Communications Planning: Communications planning is the process of determining project stakeholders’ communication and information needs.

Communication Strategy: A communication strategy outlines a process for communicating and sharing information on project benefits and facts to target audiences and stakeholders. It is a tool used for promoting the awareness, knowledge and understanding of a project.

Computer Use: Computer Use, one of nine Essential Skills, is the ability to use different kinds of computer applications and other related technical tools.

Continuous Learning: Continuous Learning is one of nine Essential Skills. It is the act of participating in an ongoing process of acquiring skills and knowledge.

Contribution “Program contribution”: A contribution is a condition transfer payment to an organization for a specified purpose, the conditions of which must be defined in a contribution agreement.

• A contribution agreement is signed by both parties;
• The recipient is obligated to account for expenditure categories and funding amounts (e.g. via quarterly or monthly payment claims with detailed financial breakdown and periodic activity reporting); and

The government will conduct financial verification via supporting documents or on-site reviews and may audit the recipient's use of the contribution.

Deliverable: A deliverable is a measurable, tangible, verifiable product resulting from a project, or a product that must be produced to complete the project. Also see definition of Output. It is important to note that a deliverable is different from an outcome. See definition of outcome.

Dissemination Plan: A dissemination plan provides specific details on how information or knowledge gained from a project is distributed and shared. Project dissemination can occur through presentations, conferences, publications and Web sites.

Document Use: Document Use, one of nine Essential Skills, is the ability to execute tasks that involve a variety of information displays in which words, numbers, symbols and other visual characteristics (e.g., lines, colours or shapes) are given meaning by their spatial arrangement.

Duration: Duration is the length of time required or planned for the execution of a project activity. Measured in calendar time units—days, weeks, months, years.

Essential Skills: Essential Skills are nine skills that are common to all Canadian occupational groups, and used at varying levels of complexity depending on occupation. The nine essential skills are Reading, Document Use, Numeracy, Writing, Oral Communication, Working with Others, Thinking, Computer use and Continuous Learning. For more information, please visit: Essential Skills.

Evaluation: Evaluation is a systematic method for collecting, analyzing, and using information to determine whether projects/programs/initiatives are appropriate, adequate, effective and efficient.

Evaluation Strategy: For the purposes of this call for proposals, an evaluation strategy includes the evaluation questions to be addressed, the methods that will be used to evaluate the project, the timing of the evaluation activities and the costs of carrying out the evaluation.

Feasibility Study: A feasibility study is utilized to examine the viability of taking on a project; it allows for the analysis and evaluation of proposed ideas. It is a way to determine if a business idea is capable of being achieved, and the results are used to develop solutions and strategies for project implementation.

Final Report: A final report is the post-implementation project report. It is a report that formally closes the project and highlights the achievement of project objectives and deliverables. The report should also draw attention to experiences during project development and implementation that may be of benefit to future projects.

Fiscal Year: A fiscal year is the 12-month period used for financial planning and reporting purposes. The Federal Government’s fiscal year begins on April 1^st and ends on March 31^st of the proceeding year.

Formal learning: Formal learning is learning that is structured in terms of learning objectives, curricula, learning time, and/or learning support. It is also intentional from the learner’s perspective and leads to a formal qualification (e.g., degree, diploma, certification, etc.).

Goal “project goal”: A goal is the definition of specifically what a project will accomplish, its purpose, its quality focus, and viewpoint. A project goal should reference the project's business benefits in terms of cost, time and/or quality. See also objective.

Grant: A grant is an unconditional transfer payment that is not subject to being audited but for which eligibility and entitlement may be verified.

• A grant agreement is signed by both parties; and
• Recipients may be required to periodically submit activity progress reports and general financial statements.

High-skilled Worker: A high-skilled worker is defined as a person with a post-secondary degree, diploma or certificate.

Impact Analysis: Impact analysis is the process of assessing the merits of pursuing and implementing a project. It often includes an impact assessment which is the assessment of the harm or consequences to a project of a risk if it occurs. It enables the development of strategies for minimizing risk.

Implementation: Implementation is a phase in the project life cycle in which a product is put into use; it is when a chosen project solution is developed into a completed deliverable. Implementation is also a term used as a synonym for development.

Input: Inputs are resources dedicated to and consumed by the project such as funds, staff, materials, and facilities.

Informal learning: Informal learning is not structured. It can be intentional or incidental. It does not result in a formal qualification.

In-kind Contributions: In-kind contributions are noteworthy contributions made by applicants and their partners to project activities. An example of an in-kind contribution is the time that partners contribute to the design, implementation and monitoring of projects. In-kind contributions may also include the use of office space and equipment required to undertake the project.

Lessons learned: Lessons learned are a set of statements captured after completion of a project or a portion of a project. The statements describe in a neutral way what did or did not work well, along with a statement regarding the risk of ignoring the lesson. Capturing and sharing the lessons learned is an important part of process improvement.

Life cycle: A project’s life cycle consists of the events from beginning to end necessary to complete a project. It is the sequence of defined stages over the full duration of a project.

Literacy: Literacy proficiency is the ability to understand and employ printed information in daily activities, at home, at work and in the community. The term literacy is generally understood to include prose comprehension, numeracy and document use.

Logic Model: A logic model is a step-by-step approach for defining and measuring project activities and expected project outcomes.

Methodology: A methodology is a documented process for management of projects that contains procedures, definitions, and roles and responsibilities.

Milestones: A milestone is a key event selected for its importance in a project. Milestones are commonly used for monitoring the progress of a project. A milestone is often chosen to represent the start of a new phase or the completion of a major deliverable. It usually marks the completion of a critical part of a project.

Mission Statement: A mission statement is a brief summary, approximately one or two sentences, that sums up the background, purposes and benefits of the project.

Monitoring: Monitoring is the recording, analyzing, and reporting of project performance.

National Scope: Projects must produce results and/or final products that have the potential for broad application across Canada. "Broad application" means that the results or products of the project could be used or replicated by a range of organizations, sectors or stakeholders across Canada.

Non-formal learning: Non-formal learning, like formal learning, is structured and intentional. However, unlike formal learning, it does not result in a formal qualification.

Non-regulated occupations: Non-regulated occupations do not require special licensure and can range from those requiring extensive education and training, such as a university degree (i.e., computer analysts and biologists) to those that require little in the way of formal training and involve little risk to the public (i.e., bartenders, salespersons, and housekeepers). About 80% of the Canadian workforce is employed in non-regulated occupations.

Numeracy: Numeracy is one of nine Essential Skills. It is the use of numbers and thinking in quantitative terms to complete tasks.

Objectives: An objective is something to be achieved. Objectives are measurable, shared and agreed project goals. They are directly linked to the concept of "project success factors."

Official Languages Minority Communities: Designates Anglophones living in Quebec and Francophones living in provinces and territories outside Quebec.

Older Worker: Primarily those persons aged 55 to 64 years of age who are actively engaged in a Canadian workplace. Older workers who do not fall within the above age bracket and who wish to partake in a Workplace Skills Initiative-funded project, will not be excluded from doing so.

Oral Communication: Oral Communication is one of nine Essential Skills. It is the ability to use speech to give and exchange thoughts and information.

Outcomes: Outcomes are changes, results, impacts or consequences of the project activity – generally focused on people. Outcomes can also be the result of a program or institutional change. Outcomes represent the impact that a project has on people, programs or institutions.

Outputs: Outputs are the direct products of a project.

Partnership: A partnership is an association of two or more entities that have defined roles, responsibilities and financial contributions to a project. Specific to projects, partners could provide monetary and/or in-kind contributions that reflect a commitment to the success of the project. Partners to OLES projects are not eligible to receive fees for goods or services related to funded project activities.

Performance Indicators: Performance indicators are measurable indicators that demonstrate the achievement of an outcome. They enable decision-makers to assess progress towards the achievement of intended outputs, outcomes, goals, and objectives, and are chosen to reflect the critical success factors of a project.

Performance Measures: Performance measures describe how success in achieving the project goals will be measured and tracked. Performance measurement targets provide the quantifiable answer to the question: "How will we know when we've been successful in achieving our goal?"

Phase: A phase is a grouping of activities in a project that are required to meet a major milestone by providing a significant deliverable. A project is broken down into a set of phases for monitoring and control purposes.

Pilot Project: A pilot project is an activity planned as a test or trial. Pilot projects are intended to demonstrate the feasibility and experimentation of an idea. The scope of a pilot project can be significantly expanded if deemed successful.

Planning: Planning is the process of establishing and maintaining the definition of the scope of a project, the way the project will be performed (procedures and tasks), roles and responsibilities and the time and cost estimates. It is the process of identifying the means, resources and actions necessary to accomplish an objective.

Professional Fees: Professional fees are fees related to project evaluation, project management, legal, financial auditing, translation, or for any other administrative expertise not available through the organization or its partners.

Prose: Understanding prose requires the knowledge and skills needed to understand and use information from texts including editorials, news stories, brochures and instruction manuals.

Reading Text: Reading text is one of the nine Essential Skills. It entails reading materials in the form of sentences or paragraphs.

Schedule: The project timeline, identifying the dates (absolute or relative to a start date) that project tasks will begin and completed, resources will be required and upon which milestones will be reached.

Scope: The project scope is defined in terms of three dimensions—product, project and impact. Product scope is the full set of features and functions to be provided as a result of the project. Project scope is the work that has to be done to deliver the product. Impact scope is the depth and breadth of involvement by, and effect on, the performing and client organizations

Service Contract: A service contract is an agreement between a recipient and a contractor (second party) in which the contractor agrees to provide directly with goods or services at an agreed price. It is subject to GST/HST payments over and above the contracted costs. Examples of direct services or goods received by recipients include contracts with external service providers for such services as translation, evaluation, audits, or professional services. It could also involve the hiring of consultants for staff training, providing workshops, or organizing forums.

Small and Medium-Sized Enterprises (SMEs):

Manufacturing

Small Enterprises: < 100 employees and < CDN$5M in sales
Medium Enterprises 100-500 employees and CDN$5-20M in sales.

Services

Small Enterprises < 50 employees and < CDN$5M sales
Medium Enterprises 50-500 employees and CDN$5-20M in sales.

Stakeholder: Stakeholder is a person, group or organization who can have an influence on or will be influenced by the project or its outcomes.

Thinking Skills: “Thinking Skills” is one of nine essential skills. It is the process of evaluating ideas or information to reach a rational decision. There are six sub-skills, including problem-solving, decision making, critical thinking, job task planning and organizing, significant use of memory and finding information.

Third Party Recipient or Sponsor: A person or organization that has signed a transfer agreement with a recipient under the terms and conditions of a master agreement between the recipient and the federal government.

Underrepresented Worker: Underrepresented workers can include, but are not limited, to women, Aboriginal peoples, persons with disabilities, visible minorities, older workers, youth, and newcomers with long-standing patterns of high unemployment, lower than average pay rates and concentration in low status jobs.

Underutilization/ Underutilized Worker: Individuals possessing skills and/or training that exceeds the responsibilities of their current job; and associated impacts on the economy (e.g. the cost of underutilization of immigrant skills in Canada has been estimated at $2.4 billion (1996 dollars yearly).

Wages: Includes the wages for all of the applicant organization’s staff working on project activities. Each full-time and part-time position should be broken down by job position. Renumeration of employees of other organizations (e.g. consultants, suppliers, in-kind contributions by partners, etc.) should not be included in Wages but rather the Professional Fees category.

Working with Others: Working with Others, one of nine Essential Skills, is the act of employees working with others to carry out their tasks.

Writing: Writing is one of nine Essential Skills. It is the ability to write text and write in documents, such as filling in forms, and non-paper-based writing such as on a computer.