VPFO Monday Update

April 6, 2020

Last week’s updates from UBC

General updates about UBC and its response to COVID-19 continue to be updated at covid19.ubc.ca.

Department updates

VPFO

  • VPFO Executive are now meeting with an extended group of direct reports, twice per week (Monday & Thursday). Agenda items can be raised through your AVP.

Facilities – Building Operations, Energy & Water Services, Infrastructure Development

  • Building Access: Enhanced security measures are in place. Please ensure to have your UBC ID ready when entering your building. If you are unsure if your UBC card has been activated for access to your building, please check with your Department/Building Administrator.
  • Active Construction: The province lists construction as an essential service on campus. Construction sites with external contractors remain active at this time, and Project Services and UBC Properties Trust maintain oversight over these projects. Work sites are taking all necessary precautions as advised by Vancouver Coastal Health (VCH) and Provincial Health Officials. Visit the Infrastructure Development Website for more information on construction at UBC.
  • Emergency Operations Centre (EOC), Academic Working Group: Members of Facilities, Safety & Risk Services, Campus Security, Research, IT, and, Athletics meet daily at 8:00 a.m. to discuss Academic and Facilities needs/issues which are brought back to the larger EOC group to respond and share across the university.

Finance – Comptroller, Finance & Operational Excellence, Treasury

  • Hourly Payroll Process: In order to ensure the timely processing of UBC’s hourly payroll, given the impact of COVID-19, the Payroll team has established a new payroll process to eliminate the need for paper timesheets. Congratulations to Payroll for standing up this new process so quickly and facilitating successful salary and hourly payroll runs.
  • Financial Operations Front Desk Hours: Financial operations has changed their front desk operating hours to 8:30 am to 11:00 am, Monday to Friday. Visitors are encouraged to only come to the physical office if absolutely necessary, and to call 604-822-2187 prior to visiting to arrange a time.
  • Year End – Schedule Change: UBC’s fiscal year end process is currently ongoing, but because of the disruptions we faced this cycle the schedule has been adjusted to add in space wherever possible. View the updated Year End Timelines and Procedures Memo on the UBC Finance website. Congratulations to the central Accounts Payable, the Financial Reporting team, and the distributed finance teams from across UBC for all of the hard work they have put in through year end thus far.
  • COVID-19 Financial Impact Analysis: The Financial Planning team has been working hard to build a picture of the financial impact of COVID-19. Working groups have been established for this initiative, and a Steering Committee with representation from across UBC will hold its first meeting this week.
  • COVID-19 Cost Tracking: Guidelines have been provided to UBC’s Finance Officers regarding COVID-19 costs, and a new cost center has been set up to track these.
  • Financial Systems Critical Support: The Financial Systems team has been working through the night to bring UBC’s financial tools back online after some critical issues. Thank you for your patience and understanding during these periods, and thank you to the Systems team for their dedication.
  • Regular Finance Meetings: Treasury leadership meets each Tuesday, and Financial Operations and Operational Excellence are currently holding a meeting with leadership, managers, and team leads each Thursday. The Comptroller’s team is also holding a weekly Thursday meeting, and the full Treasury group will be connecting on April 15th.

Operations & Advising – Communications & Engagement and Human Resources

  • Updating Workday HR security roles for April 6 deadline
  • Working on online processes for Recruitment and Onboarding

Safety & Risk Services

  • Safe Working Consultations: Safety & Risk services are offering Safe Working Consultations for all departments currently operating on campus. These face-to-face or online sessions provide advice on how employees can continue their operational duties while minimizing the risk of COVID-19 infection. They also provide an opportunity to ask any COVID-19 related questions you might have. To arrange a session for your team, please email ready.ubc@ubc.ca.
  • Personal Protective Equipment: There is currently a global shortage in Personal Protective Equipment (PPE), e.g. protective masks and gloves, due to the impact the COVID-19 situation is having on supply chains. If you are aware of any PPE supplies at UBC that are currently not being used and could be recirculated around campus please email critical.supply@ubc.ca . Vist the SRS website for more information and updates on PPE best-practices.
  • If you encounter an area or situation that appears to have an elevated risk of contact with COVID-19, leave the area immediately and contact your supervisor for assistance. If your staff member reports an elevated risk to you, please contact ready.ubc@ubc.ca for next steps.
  • Visit the SRS website for a list of Health & Safety Training and resources.

Other notable updates

UBC to waive short-term parking and parking permit fees until April 30, 2020

UBC Parking is waiving short-term parking and parking permit fees on both campuses until April 30, 2020. Staff and Faculty do not need to contact UBC Parking to request a suspension of payroll deductions as this will be addressed automatically. Permit holders who have prepaid for parking permits will be contacted once parking fees are reinstated for a refund or credit and do not need to contact UBC Parking. Please note that due to the large volume, refunds may take time to process.

Zoom video accounts are available to help your distributed teams work together

UBC officially has access to Zoom. IT has all the information you need on getting an account and using the service. We also have access to Skype for Business, if your team prefers.

UBC emergency operations centre (EOC) basics

During an emergency event, the university will activate the EOC and bring together a team of people from the university with a variety of skill sets to effectively command, control, and coordinate response as needed. EOC team members meet every Monday, Wednesday, and Friday and play a critical role in the university’s operations, planning, logistics, finance, administration, and communications. For more information on the EOC structure, visit the ready.ubc.ca website.

The VPFO’s Representatives in the Emergency Operations Centre:

  • Facilities: John Metras (Facilities), Greg Scott (Building Operations), Jennifer Sanguinetti (Infrastructure Development), Dave Woodson (Energy & Water Services).
  • Finance: Shelly Morrison.
  • SRS: RaeAnn Aldridge, Danny Smutylo, and Hailey Maxwell.

Want more activity in your day? Join an exercise challenge

UBC’s central HR team has arranged a partnership with LifeWorks and Lift Session to offer an online month-long fitness challenge to everyone at UBC. Sign up before April 10 to join the challenge, which starts April 15. If you have questions email Halina Deptuck, Health and Wellbeing Associate, at efap.info@ubc.ca.

Visit the VPFO website for more health and wellbeing resources.

Helpful news

People have been suggesting news articles that they have found informative or helpful at work. These are provided for information and entertainment only. Unless noted, UBC doesn’t specifically endorse or supply editorial to this content.

Sharing an article that may be helpful to your peers? Send it to communications@vpfo.ubc.ca at any time.

Be Part of the VPFO Monday Update

Each Monday we capture a snapshot of important university updates, the work across our departments, and other resources relevant to the VPFO team. This will be reposted, along with all past issues, at vpfo.ubc.ca/news.

Additions or questions can be sent to communications@vpfo.ubc.ca at any time.