Glossary of Terms

Mainly for large/medium agencies, these are individuals within each agency that support the Agency POC with OCM-specific activities (e.g., provide feedback on communications, facilitate and manage training, etc.).

The National Institute of Governmental Purchasing (NIGP) commodity code is a coding taxonomy used primarily to classify products and services procured by state and local governments in North America are a universal taxonomy for identifying commodities and services in procurement systems. It is available as a 3-digit class code, a 5-digit class-item code, a 7-digit class-item-group code, and a detailed 11-digit code. Vendors can register for the commodity codes that best fit the goods or services they provide. Customers can search and procure for goods or services by looking up specific commodity codes.

The ESC is an element of the One Washington Governance body that is led by the Executive Director of the One Washington Program and includes leadership from highly impacted agencies as well as the governor’s office. Their function is to provide strategic direction as the decision-making body of the project in charge of overseeing and facilitating project collaboration.

Lease purchase and lease development agreements are forms of financing contracts that enable a building to be built or substantially remodeled to state specifications by a private developer. In both cases, the developer finances the project and recovers the cost through least payments. By the end of the lease period, the state may exercise the option to purchase at a predetermined price. There is no tax exemption for the developer, and market interest rates prevail. Any funds required to pay the cost of leasedevelopment proposals should be requested through the operating budget. For reference, see RCW 39.94, Financing Contracts.

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.

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 

Allows for identifying and reporting on financial activity and balances for which the individual is responsible. Defaults from another element such as the Grant (referred to below).

Entire lifecycle from conception to end life of a contract. Includes development, tracking, monitoring and updating contracts throughout their lifecycle to proactively manage supplier and user adherence to negotiated terms and conditions.

A 12-month fiscal period used for budget and accounting purposes. The Washington State fiscal year extends from July 1 through the next June 30 and is named for the calendar year in which it ends (e.g., July 1, 2014 - June 30, 2015 is state Fiscal Year 2015). The federal fiscal year runs October 1 through September 30. The city/county fiscal year runs January 1 through December 31.

The basis of accounting under which expenditures, whether paid or unpaid, are formally recognized when the liability is incurred against the account, but revenues are recognized only when they become both measurable and available to finance expenditures of the current accounting period. All governmental funds use the modified accrual basis of accounting.

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 legislative fiscal staff publication that summarizes the budget passed by the state Legislature. This publication is usually distributed a few months after the end of the legislative session. Budget notes provide guidance but are not legally binding.

Washington State’s legal restriction (RCW 39.42.132) on the amount that can be paid for debt service on bonds, notes, or other borrowed money. The Washington State Constitution (Article 8, Section 1(b)) mandates that payments of principal and interest in any fiscal year cannot exceed 9 percent of the arithmetic mean of general state revenues for the three preceding fiscal years. This debt limit of 9 percent of revenues is to be reduced in downward steps to 8 percent by July 1, 2034.

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.

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.

Cash disbursements are any moneys (e.g., checks, cash, warrants, credit or debit card amounts, or Electronic Fund Transfers (EFTs)) paid by the state during a period regardless of when the related obligations are incurred.

Economic life in the context of cost/benefit analysis refers to the span of years necessary to compare similar costs of operating and maintaining alternative solutions. It may not equate to the time required to fully depreciate the structure. The economic life span should be the same for each alternative for a project. The period of time, extending from the date of installation to the date of retirement for the intended service, over which a prudent owner expects to retain the property in order to obtain a minimum cost.

The planning and management process for information technology resources and investments overseen by the Office of the Chief Information Officer.

A schedule breakdown on a month-to-month basis by the contractor to show the intended percentage of completed work by the construction trades. The schedule of values is the basis for the amount of the request for payment by the contractor.

The functional team is planning for five (5) rounds of FDM mappings with agencies starting in July and ending in November. Throughout this process, agencies will have the opportunity to make updates and adjustments to their agency workbooks.

A group of people who share a professional interest or common desire to learn more about a particular subject area or develop a certain skillset; in the context of One Washington, these mainly exist for OCM and the five core process areas, and can exist within or across agencies.

Permission for agencies to disburse moneys or accrue liabilities during specific fiscal periods, up to specified amounts, from specific accounts. Authority is provided by the Legislature, through appropriations or inclusion of nonappropriated account moneys in the legislative budget, and by the executive through allocations, approval of unanticipated receipts, or across-the-board spending reductions.

Asset, liability, equity, revenue and expense accounts. Balance sheet accounts are entered directly on transactions and revenue and expense accounts default from the Spend/Revenue Categories of the Pay Component.

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.

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   

Electronic payments commonly referred to as direct deposit and automatic debit. ACH is a low cost, safe and green payment method utilized by most state agencies to take advantage of economies of scale by processing transactions in batches rather than sending each payment separately.