Glossary of Terms

Assets held in a trustee or agent capacity for outside parties, including individuals, private organizations and other governments. The three types of fiduciary funds are: Expendable Trust funds, Nonexpendable Trust funds, Pension Trust funds and Agency funds.

This system enables agencies to develop allotment packets online. It supports allotment development, management, review, reporting and monitoring needs for state agencies, OFM and the Legislature.

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.

A cost that the owner stipulates to the design consultant before design begins. The cost is the owner’s budget for the construction cost of the project and serves as the parameter in which the design consultant agrees that the construction cost of the design will not exceed.

Capital budget appropriation that reauthorizes the unexpended portion of previously appropriated funds. Because capital projects often overlap fiscal periods, it is necessary to reauthorize some expenditure authority to ensure project completion.

Individuals who provide functional expertise in the five core process areas, lead their respective One Washington advisory committees, and lead communities of practice amongst employees in their process area.

A fund established to account for all financial resources and transactions except those required by law to be accounted for in specific dedicated accounts.

The phase of the A/E's services in which the consultant prepares the design development documents, from the approved schematic design studies, for submission to the agency/institution for approval.

Certification of business enterprises. The office shall be the sole authority to perform certification of minority business enterprises, socially and economically disadvantaged business enterprises, and women's business enterprises throughout the state of Washington. Certification by the state office will allow these firms to participate in programs for these enterprises administered by the state of Washington, any city, town, county, special purpose district, public corporation created by the state, municipal corporation, or quasimunicipal corporation within the state of Washington. This statewide certification process will prevent duplication of effort, achieve efficiency, and permit local jurisdictions to further develop, implement, and/or enhance comprehensive systems of monitoring and compliance for contracts issued by their agencies.

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).

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.

An application used to track requests for director review of job classification assignment to a position.

The Revised Code of Washington is the compilation of all permanent state laws now in effect. It is a collection of session laws (enacted by the Legislature and signed by the Governor or enacted via the initiative process), arranged by topic, with amendments added and repealed laws removed. It does not include temporary laws, such as appropriation acts.

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.

Any budget development approach that focuses on incremental changes to a previous spending level or other defined expenditure base.

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.

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.

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.

A service or grant that, under state or federal law, must be provided to all eligible applicants.

The major part of a project manual, but excluding the bidding documented, contract agreement, and the conditions of the contract; the written descriptions of items of work that complement the construction drawings.

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

Lean is a systematic approach to improving value to customers by eliminating waste. The focus is on the customer and the work steps (or "value stream") that create products or services for customers. Lean thinking, tools, and techniques offer an opportunity to streamline business processes to save time, effort and money that can be better used on what customers value most.

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

An entity who submits a bid in response to a solicitation issued for goods or services by an agency of Washington state government

(A17) - A document used by agencies to order, encumber, liquidate, and authorize payment for local purchases. This form is used when an agency has general or specific authority to make the purchase or when the item being purchased falls within the statewide contracts

A process in accounts payable where the invoice from the vendor is matched against the purchase order and shipping documents 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.

To import files into staging database, which will be mapped to Workday values and perform calculations in support cost allocations.

"Microbusiness" means any business entity, including a sole proprietorship, corporation, partnership, or other legal entity, that: (a) Is owned and operated independently from all other businesses; and (b) has a gross revenue of less than one million dollars annually as reported on its federal tax return or on its return filed with the department of revenue.

Unless otherwise qualified, cash received during a fiscal year irrespective of when the monies are earned.

The high-level categoried that describe major business workflows that were included on the Readiness Spreadsheet (e.g., Accounts Receivable (A/R), Accounts Payable (A/P), Contracting, Recruiting, etc.).