Glossary of Terms

The Revised Code of Washington is the compilation of all permanent state laws now in effect. It is a collection of session laws (enacted by the Legislature and signed by the Governor or enacted via the initiative process), arranged by topic, with amendments added and repealed laws removed. It does not include temporary laws, such as appropriation acts.

An organizational structure to set the responsibilities and practices exercised by the governing bodies to provide strategic direction, ensure that objectives are achieved, appropriately manage risks and change, and ensure good stewardship of state resources.

Organizational change management (OCM) refers to activities prepare staff for the changes coming with new processes and new technology, help staff impacted understand why it is happening and understand what they can do to prepare for the change.

Caseload, economic, or demographic factors that have a significant effect on the state budget. Examples include inflation rate changes and state population changes in certain age groups.

Data cleansing typically refers to a set of activities that ensures all data in a system is standardized. This will be necessary to move data from old systems (AFRS, HRMS, etc.) into a new ERP.

An automated fraud detection tool offered by most banks. In its simplest form, it is a service that matches the account number, check number and dollar amount of each check presented for payment against a list of checks previously authorized and issued by the agency. All three components of the check must match exactly, or it will not pay.

The major part of a project manual, but excluding the bidding documented, contract agreement, and the conditions of the contract; the written descriptions of items of work that complement the construction drawings.

An application used by general government employees to access their earning statements and submit leave. Not all general government agencies use ESS.

An integration component that specifies how values in Workday map to values in an external system. For example, Pay Rate Frequency is a type of map in third-party payroll integrations.

An enterprise application that allows development and submittal of agency capital budget requests online.

General indicators of volume of work performed, services provided or attainment of agency objectives.

A process in accounts payable where the invoice from the vendor is matched against the purchase order and shipping documents before it is posted. The goal is to highlight any discrepancies in the purchasing process in order to save agencies from overspending or paying for an item that they did not receive.

A building or other structure with at least one wall and a roof

Accounts under the control of an agency with cash on deposit in a local bank account and requiring the signature of agency officials on a check for disbursement. Some local funds are on deposit with the State Treasurer as a matter of convenience or statutory requirement.

These positions are part of the One Washington OCM Team and coordinate with and support agencies’ OCM efforts.

A mutual obligation of the state and of employees' exclusive bargaining representatives to meet at reasonable times and bargain in good faith to reach agreement on wages, hours, and other terms and conditions of employment as defined in RCW 41.80.

Capital budget appropriation that reauthorizes the unexpended portion of previously appropriated funds. Because capital projects often overlap fiscal periods, it is necessary to reauthorize some expenditure authority to ensure project completion.

The functional team’s value-to-value mappings from legacy systems to Workday. Note: Though it’s not really all legacy systems, majority focus on AFRS for the relevant chart of account details, which is unlike the conversion mappings include every field that is being converted.

As used in the context of use of bond/COP proceeds to pay the costs of facilities expected to be owned or used by, or to make any loan or grant to: (a) the federal governmental purposes (including any federal department or agency), (b) any private nonprofit corporation (including any 501(c)(3) organization), and (c) any other private entity, such as a business corporation, partnership, limited liability company, or association. See: governmental purposes.

A party to a contract to provide professional architectural and/or engineering design services to an agency or institution.

A contract is a promise that is a legally enforceable agreement between two or more parties.

An internal service fund established to carry out a cycle of operations. The amounts expended from the account are restored to the account from earnings from operations or by transfers from other accounts, so that the account is always intact.

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.

Review of a project’s predesign study by an independent qualified multi-disciplined team using the value engineering methodology.

Created in 1962, the Data Universal Numbering System or D-U-N-S® Number is D&B's copyrighted, proprietary means of identifying business entities on a location-specific basis.Assigned and maintained solely by D&B, this unique nine-digit identification number has been assigned to over 100 million businesses worldwide. A D-U-N-S® Number remains with the company location to which it has been assigned even if it closes or goes out-of-business. D-U-N-S® Number also "unlocks" a wealth of value-added data associated with that entity, including the business name, physical and mailing addresses, tradestyles ("doing business as"), principal names, financial, payment experiences,industry classifications (SICs and NAICS), socio-economic status,government data. The D-U-N-S® Number also links members of corporate family trees worldwide.

This is a phase within the contract life cycle. Typically, the Agency is administering, monitoring and managing the parties to obtain business objectives in the delivery of the goods and/or services. Activities include; implementation, documentation, contract changes and payment.

Granular view of expenses for goods and services purchased. Defaults from an expense item.

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).