Glossary of Terms

Any state office or activity of the executive and judicial branches of state government, including state agencies, departments, offices, divisions, boards, commissions, institutions of higher education as defined in RCW 28B.10.016, and correctional and other types of institutions.

Purchasing card spend data from purchases associated with state accounts, including information such as: all agencies with p-card accounts, their account holders and their spend details; name of the vendor/supplier purchased from; what was purchased, including reference to contract number (if identified); roll-up (summary) level as well as the ability to drill down (granular detail) for third-party reporting suppliers/purchases.

As opposed to systems maintained on-premise, the Cloud is a network of remote, internet-based systems hosted on the internet used to store and process data.

The mapping of security roles, positions, and employees from present security roles in agencies to map employees to security roles through positions.

Permission for agencies to disburse moneys or accrue liabilities during specific fiscal periods, up to specified amounts, from specific accounts. Authority is provided by the Legislature, through appropriations or inclusion of nonappropriated account moneys in the legislative budget, and by the executive through allocations, approval of unanticipated receipts, or across-the-board spending reductions.

The definition of the Legacy System Disposition Retire includes the following components:

• Decommission:  Eliminate agency system altogether; adopt Workday.
• Replace:  Eliminate agency system and replace with a new alternative system for the line of business functionality and use One Washington integration services.

Absorb:  A portion of the agency system can be absorbed (partially retired) by Workday and use One Washington integration services (decouple the finance functionality).

Asset, liability, equity, revenue and expense accounts. Balance sheet accounts are entered directly on transactions and revenue and expense accounts default from the Spend/Revenue Categories of the Pay Component.

A legal authorization to make expenditures and incur obligations for specific purposes from a specific account over a specific time period. Appropriations typically limit expenditures to a specific amount and purpose within a fiscal year or biennial timeframe. Only the Legislature can make appropriations in Washington State.

A maintenance strategy where inspections are made or actions are taken on a scheduled basis to reduce service interruptions, reduce the premature failure of facilities, systems, and equipment, and continue efficient operations. Actual inspection and maintenance is performed on pre-specified schedules established by manufacturer or facility manager.

The need for cost contingency is generated by a lack of information, at a particular point in time, for the task being estimated. Appropriate contingency amounts are dependent on the degree of risk present and the extent of the technical challenge surrounding the task. The design contingency legitimately covers uncertainties in a project and should be reduced through each phase of the design. Construction contingencies should be limited to 5 percent on new construction and 10 percent on remodeling work. Contingencies should not be considered as opportunities for extra work or to change original budget decisions

A refined breakdown of object of expenditures relating to particular items or item categories.

A process in accounts payable where the invoice from the vendor is matched against the purchase order, the shipping documents, and the quantity and price tolerance defined, 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.

Agency SMEs support One Washington activities like reviewing and providing input for project documentation on a routine basis. They are also available as a resource of information to One Washington.

Accounts related to the state General Fund as defined in RCW 43.88.055; includes the Washington Opportunity Pathways Account and Education Legacy Trust Account.

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.

A 501(c)3 nonprofit corporation that receives state or federal public funds, organized for charitable purposes.

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 estimate of the total time that an asset is usable and in service.

Uniform minimum standards for financial accounting and reporting. They govern the form and content of the financial statements of an entity. GAAP encompass the conventions, rules, and procedures necessary to define accepted accounting practice at a particular time. They include not only broad guidelines of general application but also detailed practices and procedures.

Creation of a biennial plan for the revenues and expenditures necessary to support the administrative and service functions of state government.

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

The portion of expenditure authority not expected to be used because of circumstances such as the Governor’s across-the-board allotment reductions, technical corrections, or proviso compliance.

A measure that shows the relationship between inputs (dollars or FTEs) to output or outcome.

The same as "first cost" or the cost to provide the service or product in today’s dollars for a project. Different from life cycle costs, or future costs.

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

Granular view of payroll earnings and deductions.

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.

The City of Seattle recognizes firms who self certify as minority owned or women owned.

The three-character code assigned by OFM to identify each legislative or executive authorization to incur expenditures. Agencies are to use only those expenditure authority codes that have been authorized in writing by OFM. The assigned codes are valid only for the biennium for which they are established.

The definition of the Legacy System Disposition Maintain  includes the following components:

• Sustain:  Continue with agency system as-is or minor modifications and use One Washington integration services.
• Retrain:  Train users on available core functionalities and features of the agency system (agency system functionality not fully utilized).