Glossary of Terms

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.

Liabilities reflecting the obligation to pay for goods or services that have been incurred or received but not paid for by the end of the accounting period. Accrued liabilities related to refunds of revenue are offset to the revenue originally recorded.

Proof of woman's status. Each woman owner of a business applying for certification shall submit with the application form a copy of her birth certificate, valid driver's license, or other document which shows that the owner is a woman. 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.

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.

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.

Spending authority assigned to an agency from a lump-sum appropriation that is designated for expenditure by specific governmental units and/or for specific purposes, activities, or objects. For example, the Legislature may provide a lump-sum appropriation to OFM for allocation to agencies on an as-needed basis, or according to specified criteria.

A documented and formal process providing an equal and open opportunity to bidders and culminating in a selection based on predetermined criteria

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.

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.

An entity who submits a bid in response to a solicitation issued for goods or services by an agency of Washington state government

To import files into staging database, which will be mapped to Workday values and perform calculations in support cost allocations.

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.

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 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.

Individuals who provide functional expertise in the five core process areas, lead their respective One Washington advisory committees, and lead communities of practice amongst employees in their process area.

The phase of the A/E's services in which the consultant prepares the design development documents, from the approved schematic design studies, for submission to the agency/institution for approval.

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.

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).

Revenues that meet the appropriate recognition criteria of the fund type involved, but are not realized until a subsequent accounting period. Also refers to Accrual Basis and Modified Accrual Basis.

A written authorization provided to a contractor approving a change from the original plans, specifications, or other contract documents, as well as a change in the cost. With the proper signatures, a change order is considered a legal document.

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.

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