Glossary of Terms

A debt instrument issued through a formal legal procedure and secured either by the pledge of specific properties or revenues or by the general credit of the state. Examples include bid bond, performance and payment bond. See: Form C-100 (2014) Section G.

Any additional cost (or savings) that occurs in the future because a budget item in the current biennium is not fully funded or is onetime.

An element of basic services in an architect/engineer (A/E) agreement that includes an estimate of construction cost from quantity surveys and unit costs of building elements for the project. Cost estimates shall include the elements of work to complete the project, all costs and fees and taxes necessary to complete the work, plus appropriate construction estimating contingencies to cover unidentified costs necessary to complete the project. Interactive cost estimating is additional work beyond basic services in which additional design alternatives are estimated. Independent cost estimating, if needed, covers cost estimates by an independent third party contracted with the owner and used to validate cost estimates prepared by the A/E.

Method of how an owner plans to contract a project, i.e., design/bid/ build, design/build, GC/CM, etc.

Expenditure authority not specifically scheduled for expenditure but expected to be allotted at a later time.

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 set of defined rules that enable different applications to communicate with each other. It acts as an intermediary of the layer that processes data transfers between systems. 

An addition expands or extends an existing fixed asset. An example of an addition would be the construction of a new wing for a correctional institution. New construction attached to an existing structure as an extension is an addition. Generally, additions involve alterations within existing buildings to make connections.

A party to a contract to provide professional design services to an owner, often an architect or a professional engineer. Also, one (individual or corporate) who performs the design function in construction, as a package deal, a turnkey project, or a development management project.

The system modifications necessary to make an agency’s computer system/application compatible with Workday using its associated FDM model, worktags, and values.

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.

An activity is something an organization does to accomplish its goals and objectives. An activity consumes resources and produces a product, service or result. One way to define activities is to consider how agency employees describe their jobs. What do you do? For whom? Why is it valuable? For the Activity Inventory, an agency’s work should be broken down into its discrete functions or services.

A legally binding electronic agreement with terms of service to be accepted with caution by the user in the middle of an installation process requiring the clicking of acceptance on-screen to proceed.

An abbreviated set of specification requirements normally included early in the design process.

The phase of the A/E's services in which the architect consults with the agency/institution to ascertain the requirements of the project and prepares schematic design studies consisting of drawings and other documents illustrating the scale and relationships of the project components for approval by the agency/institution. The A/E also submits a preliminary estimate of construction cost based on current area, volume or other unit costs.

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.

Refers to public works processes authorized under RCW 39.10 and includes General Contractor/Construction Manager (GC/CM) and Design-Build. To use these procedures, the project must meet the criteria (including project size) stipulated in RCW 39.10.

The phase of the A/E's services in which the architect prepares the construction documents from the approved design development documents and assists the agency/institution in preparation of the bidding documents.

A refinement to preventive maintenance that integrates scheduled maintenance with system monitoring and analysis (e.g., vibration analysis, thermal/energy analysis) to identify inefficient operation or imminent breakdown. Predictive maintenance ideally reduces the cost of maintaining components that are working adequately.

A long-term comprehensive plan that represents an integrated set of decisions and actions designed to ensure that the intended goals and objectives of an agency are met. The plan should answer: Where are we today? Where do we want to be? How do we intend to close the gap between where we are and where we want to be?

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.

A plan of financial operation embodying an estimate of proposed expenditures for a given period of time or purpose and the proposed means of financing them.

The actual usage of the mappings in support of technical requirements. The mappings provide the information to build a ‘crosswalk’ that can be used to systematically convert COA data to FDM data and FDM data back to COA data, where possible. Reverse crosswalks can be problematic if multiple COA data elements are being used to derive a single FDM data element, or multiple values for a single COA element are mapping to a single FDM data element value. The ability to recreate that reverse mapping is not possible if multiple Legacy COA element values are mapped to a single FMD value.

A fund classification used to account for the state’s ongoing organizations and activities that are similar to those often found in the private sector. These funds are considered self-supporting in that the services rendered by them are financed through user charges or on a cost reimbursement basis. There are two types of proprietary funds: enterprise funds and internal service funds.

Revenue received which has not been appropriated by the Legislature. The Governor has the authority to approve the allotment of such money within the guidelines of the intent in which they were received and the statutory guidelines of RCW 43.79.270.

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