For the purpose of 950 CMR 120, the following terms will have the meaning assigned, unless another meaning is obvious from the context of 950 CMR 120.00:

Compatible Growth - the addition of like hardware or software to an existing base or the upgrading of existing hardware or software by substituting a new or more powerful release.

Feasibility Study - An investigation:

1. (a) to estimate the resources required for a proposed IT Resource acquisition, including the expenditures anticipated and the time, money and other resources to be expended for related undertakings by the Registry such as staffing and site preparation,
2. (b) to verify that these resources are available to the Registry,
3. (c) to provide a best estimate of the benefits expected to be derived for the acquisition, and
4. (d) to determine whether the expected benefits of the proposed procurement are sufficient to warrant the expenditure of those resources.

Funds - funds include, but are not limited to, all state appropriations, proceeds from bond sales, trust funds, grants, and gifts.

Hardware - a subset of IT Resources, including any of the following:

1. (a) computers that accept and store data, perform calculations and other processing steps, and produce information from that data.
2. (b) all peripheral or auxiliary equipment used primarily in conjunction with a computer, whether procured with the computer or separately.
3. (c) data transmission or data communications equipment.

IT - Information Technology - the use of programmable hardware and software to improve effectiveness or efficiency.

IT Resources - hardware, software, systems, or services or any combination of them, as the context permits.

Needs Analysis - a study of the objectives of a proposed procurement, in order to prepare technical specifications for the hardware, software, systems or services to be procured.

Notice of Proposed Procurement - a Registry's initial written statement to the Secretary of its intent to procure IT Resources.

Registry IT Initiative - a plan detailing the use of IT Resources for automating a business function or process or enhancing an already automated process or function.

Registry IT Plan - a document prepared and periodically revised by a Registry to guide its use and acquisition of IT Resources in a manner consistent with the Secretary’s IT Plan. Each Registry IT Plan will contain:

1. (a) a brief description of the Registry's mission,
2. (b) specific IT Initiatives
3. (c) best estimate of cost to implement each IT Initiative, and
4. (d) the name of the Registry Procurement Coordinator.

Requirements Definition - the examination of existing information flow, hardware capability and operational procedures within an organization. A Requirements Definition generally consists of four basic parts: a description of the present system and its objectives; a statement of the problem; a presentation of the feasible alternative solutions, and their strengths, weaknesses and estimated costs, and a recommendation.

Screening Conference - consultation(s) between a Registry Procurement Coordinator and a designee of the Secretary of the Commonwealth to review a Notice of Proposed Procurement, to offer advice concerning the nature and scope of the procurement appropriate to the needs described in the Notice.

Secretary - the Secretary of the Commonwealth of Massachusetts.

Secretary’s IT Plan - a document prepared and periodically revised by the Secretary, containing guidelines to the Registries designed to promote consistency and coherence among the Registries in their acquisition of IT Resources.

Services - the furnishing of labor, time, or effort by private contractors not involving the sale, rental, or license of property to the Commonwealth. The term includes, but is not necessarily limited to:

1. (a) the labor of individuals qualified by education, experience, or training to perform Feasibility Studies, Needs Analyses, system analyses, system design, system specification, programming, data conversion, system implementation, system testing, and other tasks relating to the planning, selection, design, development, and use of IT Resources,
2. (b) the development, enhancement or maintenance of software,
3. (c) the maintenance or repair of hardware, and
4. (d) the use of systems, including service bureau arrangements.

Software - computer programs and procedures which control the operation and use of hardware. Software includes operating systems, compilers, assemblers, utility programs, library routines, maintenance routines and application programs, and the associated documentation. This includes commercial off-the-shelf software (COTS).

Statement of Work - a description of duties and tasks to be performed under a contract.

System - an interacting complementofITResources and other resources organized to perform specific processing tasks and activities and produce specific results.