Glossary of Terms

These include initial construction, punch-list items, retrofits, alterations, remodeling, renewals, tenant improvements, renovations, adaptations and code improvements for a facility.

Can indicate building and rooms for tracking furniture and equipment or may be used for sales tax calculation.

An offer to do construction work for payment, the acceptance of which constitutes a contract between the contractor who made the bid (the bidder) and the agency or institution who accepted it exclusive of adjustments for additive alternates. Also know as a proposal or a tender; often called a prime bid when made by a construction company that hopes to become the prime contractor, or a sub-bid when made by a company that hopes to become a subcontractor.

A contract for specific goods or services that is solicited and established by the agency in accordance with procurement laws and rules on behalf of and for use by a specific agency or group of agencies as needed from time to time, not available for general use and may only be used as specified by the agency.

RETIRED TERM – Previously POCs were the primary liaisons between One Washington and agencies helping to manage agency requests and promote vertical communication within the agency. POCs have now been replaced by Agency Support Team (AST) Leads.

Software as a service, or SaaS, is a business model in which a third-party provider hosts applications and makes them available to customers via the Internet. An ERP is a type of SaaS.

For state purposes, a fund is referred to as an account. Refer to Account.

A response to a bid or offer that does not conform to the mandatory or essential requirements contained in the Competitive Solicitation.

A fund whose expenditures are subject to appropriation if held in the state treasury or subject to allotment if held outside the state treasury.

A backlog of activities that agencies deem necessary to bring facilities into good repair. Deferred maintenance is generally work that is left undone due to the lack of resources or perceived lower priority than projects funded. Failure to perform deferred work may result in the progressive deterioration of the facility condition or performance, and if not addressed, will significantly increase restoration cost. Deferred maintenance backlog reduction plans must be submitted with the capital budget request.

The process of obtaining or buying goods and services consistent with RCW 39.26 with the intent to Purchase.

This is a technician's services in acquiring and testing samples of materials used in the project as required in the State Building Code, such as welds, concrete strength or bearing capacity.

A fund classification used to account for most typical governmental functions. The acquisition, use, and balance of the state's resources and related current liabilities, unless required to be accounted for in proprietary funds or fiduciary funds, are accounted for in this classification of funds. There are five types of governmental funds: General Fund, Special Revenue funds, Capital Projects funds, Debt Service funds and Permanent funds.

Expenditures made for the Personal Services, Goods and Services, Travel, Capital Outlays, Debt Service, Interagency Reimbursements and Intra-Agency Reimbursement objects.

The three-character alpha/numeric code assigned by OFM to identify each account. (See the Fund Reference Manual.)

Alternative financing method authorized by the Legislature and administered by the State Treasurer. (COPs for equipment do not require legislative authorization.) A COP typically has a revenue stream to pay the debt service for the capital project.

An integration containing Workday accounting values.

This includes the policies and procedures for the chain of activities from identifying appropriate buying channels through issuing and managing a purchase order with the supplier, to matching purchase orders with receipt and handoff to accounts payable. It also includes requisition that become purchase orders to suppliers, and submission of paper or electronic invoices. It also includes p-card and blanket purchase order as a buying channel.

A component of OFM's Enterprise Data Warehouse (EDW) used for supporting HR & Payroll business intelligence & data analytics. The current user interface (web front-end) for WWA is the SAP Business Objects WEBI tool.

Commitments related to unperformed (executory) contracts for goods or services. Used in budgeting, encumbrances are not GAAP expenditures or liabilities, but represent the estimated number of expenditures ultimately to result if unperformed contracts in process are completed. An encumbrance is often recorded at the time a purchase order is processed.

Each integration requires an integration design and field mapping documentation. The integration team is offering agencies a crosswalk integration option to aid with remediation work of some legacy systems during the implementation timeframe or excessive temporary remediations to bridge gaps between phase 1a and phase 1b functionality. The integration team is providing the crosswalk for legacy AFRS COA to/from Workday FDM. These field mappings will be used by OFM to create updated Data Sharing Agreements (DSA).

Mainly for large/medium agencies, this is an advisory group made up of senior leaders within the agency who provide guidance and advice on One Washington activities in place of or in addition to an Agency Support Team (AST).

An application used by Higher Education institutions to prepare data for use in the Compensation Impact Model.

Granular view of revenue for goods and services provided. Defaults from a sales item.

This is work that improves or restores the operational and service capacity to extend the useful life of a facility but does not significantly affect the programs and services housed within the facility. This work generally differs from ordinary maintenance in the extent and cost of the work undertaken. The distinction between ordinary maintenance and preservation is made for the purpose of segregating these types of projects by funding source, either operating or capital budget.

Those lease agreements that extend beyond five years (the normal facility lease period). Leases beyond a five-year term will be considered when: the agency has a stable and consistent program to be housed, there is demonstrated economic advantage to the extended term, and the location meets facilities standards established by the Department of Enterprise Services (DES). A lease of up to 10 years may be negotiated by DES after consultation with OFM. A long-term lease of more than 10 years can be negotiated by DES and must be approved by OFM. Any lease over 20 years in duration must have legislative authorization. Contact OFM Facilities Oversight for more information on this subject.

Architectural/Engineering (A/E) Basic Design Services consist of those services described in the Guidelines for Determining Architect/Engineer Fees for Public Works Building Projects in Washington State. These design services include normal architectural, structural, mechanical, electrical and civil engineering services for the project. See: Form C-100 (2014) Section B2.

The technical field-to-field mapping for both centrally owned and Agency-specific systems that require conversions for data to be migrated into the Workday system. The data conversion team is working on updated Master Extract Specification to support these conversion mappings.

Incremental expenditures that may represent revised strategies or substantial differences in program direction and can include proposed program reductions. Examples can include discretionary workload expenditures necessary to address workload not defined as mandatory, new programs or changes in the level or scope of existing programs, or program reductions and other changes.

A contractor providing goods or services of such a unique nature or sole availability at the location required that the contractor is clearly and justifiably the only practicable source (best source) to provide the goods or services. Refers to a procurement situation where the goods or services are of such a unique nature or sole availability at the location required that one vendor is clearly and justifiably the only practicable source to provide the goods or services.