Glossary of Terms

A workflow is approval routing for a process. When there is an approval needed, the system will send it to the appropriate assigned person to approve before moving onto the next step.

Go-live is the date on which the new ERP system becomes operational. For the entirety of the One Washington program, there will be several go-lives as different phases replace different systems and processes (i.e. phase 1 will replace AFRS).

The assembly, tabulation, and indexing of all shop drawings and submittals on all equipment, controls, and systems so that required maintenance and troubleshooting can easily be shown and understood.

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.

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

A set of unforeseen circumstances beyond the control of the agency that either: (a) Presents a real, immediate, and extreme threat to the proper performance of essential functions; or (b) May reasonably be expected to result in material loss or damage to property, bodily injury, or loss of life, if immediate action is not taken.

A law on state budget restrictions approved by voters in the November 1993 general election. Its primary requirements are: an expenditure limit based on inflation and population growth (applicable to state General Fund expenditures only); an emergency reserve account for any GF-S revenues above the expenditure limit; a percentage limit on how much state fees can be raised without legislative approval; and a two-thirds legislative vote requirement on certain state tax increases.

A tool to transform business data into meaningful and useful information.

The Washington state Department of Enterprise Services, an agency.

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.

The designator that identifies the nature of the spending authority, such as state, federal, private/local. See SAAM 75.50.10.

The identification of a total life-cycle cost of a facility project. Life-cycle cost analysis is defined as the programmatic and technical considerations of all cost elements associated with capital facility alternatives under consideration. These cost elements may include any or all of the following: Capital Investment Costs, Lease Costs, Financial Costs, Operations Costs, Maintenance Costs, Alternations Costs, Replacement Costs, Denial of Use Costs, Lost Revenue and Associated Costs.

The basis of accounting whereby revenues are recognized when they are earned and measurable regardless of when collected, and expenses are recorded on a matching basis when incurred. All proprietary and fiduciary funds use the accrual basis of accounting.

Proof of minority status. Each minority owner of a business applying for certification who is visibly identifiable as a minority shall submit with the MWBE application form a photograph or copy of documentation containing the owner's photograph. Each minority owner who is not visibly identifiable as a minority shall submit a copy of his or her birth certificate, tribal enrollment papers, or other document which shows that the owner meets the definition of "minority" as set forth in these rules. The final determination will be in the sole discretion of the office. Business must be able to independently perform the services necessary to fulfill the contract. Business must be: A for-profit business. A small business according to the U.S. Small Business Administration. Eligible owner(s) must: Be a U.S. Citizen or permanent resident. Own at least 51% of the business. Control managerial and day-to-day operations. Be female, African American, Hispanic American, Native American, Asian-Pacific American, or Subcontinent Asian American. Other individuals may be found to be socially and economically disadvantaged on a case-by-case basis.

A state employee possessing the knowledge, skills, and abilities through training and education who is able to develop and draft transactionally relevant procurement and contract documents to support agency operations.

This plan will document mapping of environment to the physical tenant.

An integration used by multiple agencies that is INBOUND to Workday.

As a unit of measure of state employees: refers to the equivalent of one person working full-time for one year (approximately 2,088 hours of paid staff time). Two persons working half-time also count as one FTE. As a unit of measure of students in K-12 or higher education facilities: refers to the equivalent of one student attending class full-time for one school year (based on fixed hours of attendance, depending on grade level).

Funds that are not subject to either the appropriation or the allotment process.

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.

Competitive solicitation; document formal process providing an equal and open opportunity to bidders and culminating in a selection based on predetermined criteria. Includes process such as: creating RFx; posting RFx; receiving bids; bid evaluation; contract negotiations; award notification to bidders; debrief/protests; and contract execution.

Property that is fixed, immovable, and permanent. Real property includes land, structures affixed to the land, property affixed to the structures, and in some cases, trees etc., growing on the land.

Helps end-users understand how their job is changing and be prepared for new roles and responsibilities – before training.

Broad, high-level, issue-oriented statements of an organization's desired future direction or desired state.

The costs of the regular custodial care, utilities, refuse and recycling services, parking management, boiler operations, law enforcement and security, property management, visitor information, tour services, fire protection and life-safety services, including salaries of facility staff performing these tasks.

An offer, proposal, or quote for goods or services in response to a solicitation issued for goods or services by an agency.

Unscheduled repair or replacement of equipment, systems, or components of facilities that requires immediate action to restore service or repair problems that will interrupt building service or agency activities. This work is normally funded from the operating budget.