Glossary of Terms

Written notification from a vendor raising issues or concerns about the evaluation and selection process of a solicitation for which the ASB has been announced.

A legislative fiscal staff publication that summarizes the budget passed by the state Legislature. This publication is usually distributed a few months after the end of the legislative session. Budget notes provide guidance but are not legally binding.

Money, assets or other resources available for appropriation.

Washington State’s legal restriction (RCW 39.42.132) on the amount that can be paid for debt service on bonds, notes, or other borrowed money. The Washington State Constitution (Article 8, Section 1(b)) mandates that payments of principal and interest in any fiscal year cannot exceed 9 percent of the arithmetic mean of general state revenues for the three preceding fiscal years. This debt limit of 9 percent of revenues is to be reduced in downward steps to 8 percent by July 1, 2034.

The One Washington agency support team (AST) network was created to support a two-way flow of information between the One Washington project team and the agencies we serve.  The AST network is comprised of representatives from each state agency including a sponsor (typically an agency director or deputy director), a lead who provides project management support, and subject matter experts (SMEs) who are helping to prepare their agency's people, processes, and technology for the changes ahead.

Refers to the basic account that receives revenue from Washington’s sales, property, business and occupation, and other general taxes and is spent for operations such as public schools, social services and corrections.

This is a full- or part-time employee who represents the owner during construction and serves as a liaison between the architect and contractor on major projects.

Also known as a purchase request. A form used by agencies to request DES to order materials, supplies, and equipment, or to request an amendment of a previous requisition. An internal process to initiate the request and approval process.

A projected expenditure level created by calculating the biennialized cost of decisions already recognized in appropriations by the Legislature. These adjustments include workload and service changes directed by the Legislature and deletion of costs considered nonrecurring

Economic life in the context of cost/benefit analysis refers to the span of years necessary to compare similar costs of operating and maintaining alternative solutions. It may not equate to the time required to fully depreciate the structure. The economic life span should be the same for each alternative for a project. The period of time, extending from the date of installation to the date of retirement for the intended service, over which a prudent owner expects to retain the property in order to obtain a minimum cost.

The planning and management process for information technology resources and investments overseen by the Office of the Chief Information Officer.

Purchasing card spend data from purchases associated with state accounts, including information such as: all agencies with p-card accounts, their account holders and their spend details; name of the vendor/supplier purchased from; what was purchased, including reference to contract number (if identified); roll-up (summary) level as well as the ability to drill down (granular detail) for third-party reporting suppliers/purchases.

The functional team is planning for five (5) rounds of FDM mappings with agencies starting in July and ending in November. Throughout this process, agencies will have the opportunity to make updates and adjustments to their agency workbooks.

The mapping of security roles, positions, and employees from present security roles in agencies to map employees to security roles through positions.

A group of people who share a professional interest or common desire to learn more about a particular subject area or develop a certain skillset; in the context of One Washington, these mainly exist for OCM and the five core process areas, and can exist within or across agencies.

Permission for agencies to disburse moneys or accrue liabilities during specific fiscal periods, up to specified amounts, from specific accounts. Authority is provided by the Legislature, through appropriations or inclusion of nonappropriated account moneys in the legislative budget, and by the executive through allocations, approval of unanticipated receipts, or across-the-board spending reductions.

Asset, liability, equity, revenue and expense accounts. Balance sheet accounts are entered directly on transactions and revenue and expense accounts default from the Spend/Revenue Categories of the Pay Component.

A maintenance strategy where inspections are made or actions are taken on a scheduled basis to reduce service interruptions, reduce the premature failure of facilities, systems, and equipment, and continue efficient operations. Actual inspection and maintenance is performed on pre-specified schedules established by manufacturer or facility manager.

Electronic payments commonly referred to as direct deposit and automatic debit. ACH is a low cost, safe and green payment method utilized by most state agencies to take advantage of economies of scale by processing transactions in batches rather than sending each payment separately.

A refined breakdown of object of expenditures relating to particular items or item categories.

The firm, its employees and affiliated agents. Contractor also includes any firm, provider, organization, individual, or other entity performing the business activities of the agency. It will also include any subcontractor retained by Contractor as permitted under the terms of the Contract. (OCIO) "Contractor" means an individual or entity awarded a contract with an agency to perform a service or provide goods.

The definition of the Legacy System Disposition Retire includes the following components:

• Decommission:  Eliminate agency system altogether; adopt Workday.
• Replace:  Eliminate agency system and replace with a new alternative system for the line of business functionality and use One Washington integration services.

Absorb:  A portion of the agency system can be absorbed (partially retired) by Workday and use One Washington integration services (decouple the finance functionality).

A fixed, physically attached, and permanent improvement or real property. Fixed assets are normally those that are capitalized.

Multi-tenancy is an architecture in which a single instance of a software application serves multiple customers. Each customer is called a tenant.

Language in budget bills that places conditions and limitations on the use of appropriations. Example: "Up to $500,000 of the General Fund-State appropriation is provided solely for five additional inspectors in the food safety program."

The establishment of budgets and the continuous comparison between actual and budgeted results.

A system for classifying building products and systems by functional subsystem, e.g., substructure, superstructure, exterior closure, etc.

A fund type established to account for the accumulation of resources for, and the payment of, general long-term obligation principal and interest.

Our AST Leads serve as the point of contact for their agencies. They facilitate communications between their agency and our One Washington team, and serve as the primary day-to-day contact.

Statewide bond issues whose repayment is guaranteed by the full faith, credit, and taxing power of the state and that are subject to the state’s debt limit. General obligations bonds are the traditional form of government debt financing for major construction projects.