Glossary of Terms

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.

A chart of accounts (COA) is a financial organizational tool that provides a complete listing of every account in an accounting system. An account is a unique record for each type of asset, liability, equity, revenue and expense.

What is the ‘APPLE’ team and what does APPLE stand for? 

A team of subject matter experts solely focused on making enterprise decisions to resolve outstanding design questions. This team was formed in the spring of 2022 to assess and propose needed adjustments to plans to complete functional baseline design. 

A - Accounting 

P – Procurement  

P – Personnel  

L – Legislative Budget 

E – Enterprise & System 

This is a phase within the contract life cycle. Typically, the Agency is working with stakeholders to develop the requirements and initiate a solicitation. Activities include; defining the scope, product, or service, vendor, market review, budget, procurement documents and drafting the contract.

Stakeholder engagement is the systematic identification, analysis, planning and implementation of actions designed to influence individuals who may be affected by decisions or who can influence the implementation of decisions.

The EIB is a standard Workday template developed by the One Washington team that will enable agencies to prepare a bulk data upload for simple inbound integrations. The EIB replaces the current ‘Financial Toolbox’ and the TALS import template.

Key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets.

Proposals that cover a wide range of financial contracts that call for the development or use of space by state agencies through a contractual arrangement with a developer or financing entity. The sale of debt obligations, Certificates of Participation (COPs) through the State Treasurer may be involved, or financing may be offered by a private developer. Title to the property involved may transfer to the state either upon exercise of an option or at the termination of the contract.

The soliciting agency’s written response to a Complaint.

The work necessary to define the scope of a project, conduct master planning for future work, or delineate the existing conditions. This work may require field measurements or building systems testing and surveys.

Creation of a biennial plan for the revenues and expenditures necessary to support the administrative and service functions of (state) transportation agencies including (operations, safety) and the long-term financing and expenditure plan of capital assets.

A fee is a charge, fixed by law, for the benefit of a service or to cover the cost of a regulatory program or the costs of administering a program for which the fee payer benefits. For example, professional license fees which cover the cost of administering and regulating that category of professions are fees. Other charges that are categorized as fees include tolls and tuition. Fees must be authorized in statute. The Legislature may set the rates in statute or authorize a state agency to set rates using administrative procedures

A lease project for any facility over 20,000 square feet.

A two-year fiscal period. The Washington state biennium runs from July 1 of an odd-numbered year to June 30 of the next oddnumbered year

Identifies financial responsibility & management for business units. It typically includes a multiple level hierarchy to an agency wide view.

The revised drawings that truly reflect what was constructed including field verification.

The general contractor is a contractor whose business operations require the use of more than two unrelated building trades or crafts whose work the contractor shall superintend or do in whole or in part. A general contractor does not include an individual who does all work personally without employees or other specialty contractors as defined in this glossary. The terms general contractor and builder are synonymous.

Measurable targets that describe specific results a service or program is expected to accomplish within a given time period.

The BTB is an element of the One Washington Governance body that consists of agency subject matter experts who share the goal of informing program decision-making with their business and operational expertise.

The cost for design document plan check that is performed by the International Conference of Building Officials (ICBO) only when required by local code officials. This requirement should be identified in the permit review process.

An application used by general government agencies to estimates the costs of salaries and benefits for budgetary control and allotments. Also used by general government agencies to prepare data for the Compensation Impact Model.

Supplier catalogs hosted on DES website—master contract portal pages.

See: Purchase

This type of project includes the acquisition of land, structures, and buildings. These are fixed assets that have no relationship to the addition or improvement to, or the repair or replacement of, existing fixed assets. Examples of an acquisition are purchase of a tract of land or purchase of a building.

An application used by OFM State HR to manage salary schedule and job class specifications. Interfaces with HRMS and facilitates backend transfer of salary schedule & job class data to other systems (SPS & CIM).

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   

A report and process completed at the beginning of a project that clearly and accurately defines the need/problem to be addressed. The predesign study provides an analysis of alternatives and describes the selected alternative in detail with cost estimates. This study is the basis for large stand-alone capital projects.

A data store with both general government and higher education HR & payroll data. Used to augment data for the Compensation Impact Model, provide data for mandatory federal reporting (new hires, Affordable Care Act, and unemployment eligible/ineligible earnings, as well as business intelligence/data analytics for higher education and general government data.

Enterprise resource planning (ERP) is the integrated management of common business practices across the enterprise and the technology that supports them. A complete ERP system combines data on an organization's main resources and provides decision makers with real time, enterprise information.

LEED™ is a green building certification program that recognizes best-in-class building strategies and practices. RCW 39.35D states that all new construction of state-owned buildings over 5,000 square feet and renovations to state-owned buildings when the cost is greater than 50 percent of the assessed value of the building shall be designed and built to a minimum LEED™ Silver Standard.