Glossary of Terms

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.

(A16) - A document that authorizes the delivery of specified merchandise or the rendering of certain services. This form is used by agencies to encumber, liquidate, and authorize payment for such purchase requisition requests.

An entity that provides goods and/or services.

Statewide bond issues whose repayment is guaranteed by the full faith, credit, and taxing power of the state and that are subject to the state’s debt limit. General obligations bonds are the traditional form of government debt financing for major construction projects.

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

The five (5) major business areas that will be supported by the ERP solution (i.e., Finance, Procurement, H/R, Payroll, and Budget).

An alternative contracting method of project delivery subject to provisions in RCW 39.10 in which the agency/institution contracts directly with a single entity that is responsible for both design and construction services for a construction project.

To continue using a computer system/application instead of utilizing Workday functionality. Note: A decision to retain a computer system/application may require extensive conversation and integration work.

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.

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.

Inbound Transaction Interface (AFRS legacy name)

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.

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

"Small business" means an in-state business, including a sole proprietorship, corporation, partnership, or other legal entity, that: (a) Certifies, under penalty of perjury, that it is owned and operated independently from all other businesses and has either: (i) Fifty or fewer employees; or (ii) A gross revenue of less than seven million dollars annually as reported on its federal income tax return or its return filed with the department of revenue over the previous three consecutive years; or (b) Is certified with the office of women and minority business enterprises under chapter 39.19 RCW.

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.

A legacy system is an old method, technology, computer system, or application program of, relating to, or being a previous or outdated computer system yet still in use.

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.

Representational State Transfer (REST) is a software architecture that imposes conditions on how an API should work. REST or RESTful APIs follow secure, reliable, and efficient software communication standards. The REST standards-based architecture uses HTTP protocol to access resources.

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

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

A system of record (SOR) is an information storage and retrieval system that is the authoritative source for a particular data element. To ensure data integrity, there must be one -- and only one -- system of record for a given piece of information.

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.

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.

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.

(A15) - A form used by agencies to request the Department of Enterprise Services, to order materials, supplies, and equipment, or to request an amendment of a previous requisition.

Washington Electronic Business Solutions (WEBS) allows for vendors to register and be notified for bid opportunities by registering the commodity codes that best match the goods and services they provide. The system allows agencies and other political subdivisionsto post solicitations and also allow search within the system for vendor contact information. The system also notifies vendors of apparent successful bidder.

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.