Glossary of Terms

See Time Period Schedule.

Construction in which design and production more or less overlap, thus shortening project time; usually practiced in construction management projects. See: Fast Track.

RETIRED TERM – Previously POCs were the primary liaisons between One Washington and agencies helping to manage agency requests and promote vertical communication within the agency. POCs have now been replaced by Agency Support Team (AST) Leads.

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.

Local governments, including counties, cities, special districts, and public benefit non-profit 501(c)3 organizations.

An annual budget for planned compensation for a position. Spend and projected spend for the position can be tracked against the budget.

One of the three staffing models available to use in your organization. It provides the tightest control over hiring, as you can specify different staffing rules and restrictions for each position.

Used in job requisitions to define rules and conditions for holding positions in a supervisory organization using position management as its staffing model. Position requirements enable you to: • Limit staffing to specific job families and job profiles. • Restrict the business sites where a position can be filled. • Define the required qualifications, experience, and skill levels of workers hired into a position. • Limit staffing for a position to a specific worker type (employees or contingent workers). • Limit staffing for a position to a specific time type (full or part-time workers).

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.

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.

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.

A commitment of budgeted funds that is typically recorded when processing a purchase requisition for goods and services. A preencumbrance can be converted into an encumbrance once a purchase order has been generated from the requisition.

Workers are assigned to the predefined security groups through a business process. These groups cannot be changed except by reversing the business process or executing a new business process, such as applying for a position, or being hired. Examples include: Employee, Contingent Worker, and Applicant.

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 refinement to preventive maintenance that integrates scheduled maintenance with system monitoring and analysis (e.g., vibration analysis, thermal/energy analysis) to identify inefficient operation or imminent breakdown. Predictive maintenance ideally reduces the cost of maintaining components that are working adequately.

Optional live or zero-dollar entries that are sent through the Automated Clearing House (ACH) to a financial institution to verify account and related information before sending or receiving actual direct deposits. If the prenote amount is not zero, cash is transferred to the account.

Projects that maintain and preserve existing state facilities and assets, and do not significantly change the program use of a facility. Examples would include roof replacement and exterior renovation, utility system upgrade, and repairing streets and parking lots.

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.

Supplier pricing hosted on DES website—master contract portal pages for ordering, in absence of a full catalog.

When defining a report, the primary business object is the business object returned by the data source.

As used in defining a project type, the identification of the dominant driver behind the project; the area where the impact of not correcting the deficiency is most acute.

Washington’s adaptation of the "Price of Government" budget approach first developed by Peter Hutchinson and David Osborne. This form of budgeting focuses on statewide results and strategies as the criteria for purchasing decisions.

One Washington’s core operations that will be modernized in the transformation (Budget, HR, Payroll, Procurement, Finance).

A process is more mature if it is standardized, automated, and rarely experiences problems. Mature processes are typically easier to migrate than immature ones.

The process of obtaining or buying goods and services consistent with RCW 39.26 with the intent to Purchase.

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.

Any of the major activities of an agency expressed as a primary function or organizational unit. Agencies may not alter their program structure without the explicit approval of the Legislature and OFM.

General indicators of volume of work performed, services provided or attainment of agency objectives.

Projects that are intended to accomplish a program goal such as changing or improving the use of existing space or creating a new facility or asset through construction or purchase. These projects may have a major impact on future operating budgets - such as the construction of a new prison or university branch campus.

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.