Glossary of Terms

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

Amounts expended for or on account of the project that, in accordance with the terms of the appropriate agreement, are to be reimbursed by the agency/institution such as telephone charges and travel expenses in accordance with state guidelines.

To help assist agencies with getting outbound information, a new process has been created to give agencies within the SGN access to Statewide Titles and Agency Descriptor tables. Agencies will be able to query data and then create their own unique outbound interfaces using this new server. Agencies who plan to create automated processes will need to refer to OFM Planned Server maintenances to help reduce potential outages.  See Production Schedule here:  Server Patching Schedule. Once agencies create their new AFRS Outbound interface jobs we will request removal of current jobs in AFRS or Enterprise Reporting that agencies are using to gather this data. AFRS Outbound Interface Server

The establishment of budgets and the continuous comparison between actual and budgeted results.

A fund type established to account for the accumulation of resources for, and the payment of, general long-term obligation principal and interest.

An appropriation made available to the Governor for unforeseen expenditure requirements in state agencies.

An abbreviated set of specification requirements normally included early in the design process.

The phase of the A/E's services in which the architect consults with the agency/institution to ascertain the requirements of the project and prepares schematic design studies consisting of drawings and other documents illustrating the scale and relationships of the project components for approval by the agency/institution. The A/E also submits a preliminary estimate of construction cost based on current area, volume or other unit costs.

A fiscal and accounting entity with a self-balancing set of general ledger codes in which cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, are recorded and segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. For reporting purposes, the state identifies major accounts, and administratively combines all remaining accounts into roll-up funds. Most accounts are set up in state law to isolate specific activities.

Cash receipts are any moneys (e.g., checks, cash, warrants, credit or debit card amounts, or EFTs) received by the state during a period regardless of when the moneys are earned.

An ESCO is an energy service company that contracts with a facility owner or a utility to acquire, design, install, maintain and/or finance energy conservation, cogeneration or renewable energy projects. ESCO’s primarily develop, own and operate energy projects with no technical or financial risk to the facility owner or utility. The ESCO can guarantee the energy savings, utility payments, and overall cost of the project.

A fund type used to report activities that provide goods or services to other funds, departments, or agencies of the state on a cost reimbursement basis. Internal service funds are used where the state is the predominate participant in the activity.

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.

A long-term comprehensive plan that represents an integrated set of decisions and actions designed to ensure that the intended goals and objectives of an agency are met. The plan should answer: Where are we today? Where do we want to be? How do we intend to close the gap between where we are and where we want to be?

Refers to an agency’s capacity (availability of time and resources) and capability to support and adopt the upcoming transformation. People, process, and technology are the core elements used to assess and measure agency readiness over time. Agency Readiness is a component of OCM.

This is the State of Washington including all agencies, higher education and other entities. The Company Code has one tax ID number.

Builds off of the Foundation Data Model (FDM) Blueprint deliverable to provide the high-level mappings of Workday FDM dimensions to legacy systems (including examples of proposed FDM dimension naming conventions and initial draft on how to transition to Workday FDM from the state’s current AFRS COA).

A projected expenditure level representing the estimated cost of providing currently authorized services in the ensuing biennium. It is calculated using current appropriations, the bow wave of legislative intentions assumed in existing appropriations (costs or savings), and adjustments for trends in entitlement caseload/enrollment and other mandatory expenses. This number establishes a theoretical base from which changes are made to create a new budget.

Method of how an owner plans to contract a project, i.e., design/bid/ build, design/build, GC/CM, etc.

Inbound Transaction Interface (AFRS legacy name)

Expenditure authority not specifically scheduled for expenditure but expected to be allotted at a later time.

This is a phase within the contract life cycle. Activities include; the Competitive Solicitation procurement process; negotiating (where permissible) with successful bidders; and contract execution.

An account in the general ledger in which the aggregate of all debit and credit postings to a number of related accounts (called the subsidiary accounts) are recorded. For example, the Accounts Receivable account is a control account supported by the aggregate of the individual customer subsidiary accounts.

A term that generally refers to moneys or resources.

A list of Vendors used by Purchasers to communicate with Vendors in the context of a Procurement.

The system modifications necessary to make an agency’s computer system/application compatible with Workday using its associated FDM model, worktags, and values.

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.

Accounts that are subject to the appropriation and/or allotment process.

Accounts set up by law to receive revenue from a specific source and to be spent for a specific purpose.

Awards of financial assistance, including cooperative agreements, in the form of money or property in lieu of money to an eligible grantee. Capital grants are restricted for the acquisition, constructions, or renovation of capital assets associated with a specific program. Operating grants support all or a portion of current operating expenses within a certain program.