Glossary of Terms

Funds provided by federal and private/local sources.

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.

An agency that purchases or acquires goods and/or services.

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.

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 state and local government unit as defined in Treas. Reg. 1.103-1. This includes any state or political subdivision thereof that has been delegated substantial taxing, police, or condemnation power under state law or any instrumentality thereof

A measure of the result of a service provided. This type of measure indicates the impact on the problem or issue the service or program was designed to achieve. Also known as results.

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

The Washington state Department of Enterprise Services, an agency.

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

Person or organization that actually uses a product, as opposed to the person or organization that authorizes, orders, procures, or pays for it.

An agreement between government agencies, entities or departments that defines cooperative work or services to be performed between them. The agreement defines the parties involved, the work performed and the transfer of resources, technologies and funds.

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.

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.

This is work that improves or restores the operational and service capacity to extend the useful life of a facility but does not significantly affect the programs and services housed within the facility. This work generally differs from ordinary maintenance in the extent and cost of the work undertaken. The distinction between ordinary maintenance and preservation is made for the purpose of segregating these types of projects by funding source, either operating or capital budget.

Those lease agreements that extend beyond five years (the normal facility lease period). Leases beyond a five-year term will be considered when: the agency has a stable and consistent program to be housed, there is demonstrated economic advantage to the extended term, and the location meets facilities standards established by the Department of Enterprise Services (DES). A lease of up to 10 years may be negotiated by DES after consultation with OFM. A long-term lease of more than 10 years can be negotiated by DES and must be approved by OFM. Any lease over 20 years in duration must have legislative authorization. Contact OFM Facilities Oversight for more information on this subject.

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.

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.

This system enables agencies to develop allotment packets online. It supports allotment development, management, review, reporting and monitoring needs for state agencies, OFM and the Legislature.

Speaking broadly, the Workday design being ‘done’ refers to the functional baseline model of design complete and ready for a hand-off to other areas of the program to inform and complete their work before validating the baseline with state agencies. This as a framework or a foundation – we must have these baseline designs complete first.   

‘Done’ when referring to this functional baseline model, does not mean the following:  

• That the design is complete – this is an iterative process, and getting to a ‘done’ functional baseline model is a crucial step in that process  

• That state agencies will not have opportunities to provide feedback or identify custom needs to build upon this function baseline model  

‘Done’ criteria are:  

• SAAM manual audit crosswalk is complete  

• Configuration workbooks are updated, signed off by approved business owners and/or functional leads  

• Baseline user stories and test scenarios are complete  

• To-be processes and documentation are complete   

One of 11 classifications into which all individual accounts can be categorized. Governmental fund types include the general fund, special revenue funds, debt service funds, capital projects funds, and permanent funds. Proprietary fund types include enterprise funds and internal service funds. Fiduciary fund types include pension (and other employee benefit) trust funds, investment trust funds, private-purpose trust funds and agency funds. See also: Generally Accepted Accounting Principles

A systematic day-to-day process funded by the annual operating budget to control the deterioration of facilities; e.g., structures, systems, equipment, pavement and grounds. Planned maintenance includes: scheduled repetitive work, such as housekeeping activities, grounds keeping, site maintenance, and certain types of service contracts; and periodic scheduled work (preventive maintenance) that has been planned to provide adjustment, cleaning, minor repair and routine inspection of equipment to reduce service interruptions

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.

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.