Monday Update

Managing Your Mental Health

HR has collected a great set of mental health resources to help you manage the ups and downs of our COVID-19 experience. Our VPFO HR staff is on campus every day for confidential conversations. See below for this week’s HR duty roster.

Articles from Central HR this week:

A few of the courses and resources available to you:

Last week’s updates from UBC

October 5: UBC Broadcast: Federal funding support for research maintenance and ramp-up costs incurred due to COVID-19
October 2: President’s Blog: Weekly Update: October 2, 2020
October 1: UBC Broadcast: Inviting pledges for the United Way campaign
September 30: UBC Broadcast: Protecting UBC’s information security: precautionary phishing measures

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

Department updates

VPFO

Outlook invite to ShakeOut together: Last week everyone in the VPFO received an Outlook invite to ShakeOut with our SRS emergency management team. We’d like you to join, but check with your supervisor as needed.
Your one-stop for all VPFO COVID-19 Safety Plans: It’s easy to find the safety plan for any of our locations, just visit the COVID-19 tab on our VPFO website.

Facilities – Building Operations, Energy & Water, Infrastructure Development

Getting ready for Planon & Workday: As the November 2 go-live date approaches, John Metras speaks about what this transition means for the Facilities teams, and how our teams are getting ready for the implementation of these systems. Read more on John Metras’ Blog.
Planon training: Technician training for Building Operations and Energy & Water Services begins today, Monday, October 5. This training will run for four weeks until the end of the month. For more information on training, visit the EMMS website.
Trades are 100% back on campus: All Trades in Building Operations and Energy & Water Services have now returned to work on the Vancouver campus.

Finance – Comptroller, Finance & Operational Excellence, and Treasury

Overview of Interim Processes: An overview recapping many interim finance processes and related deadlines in advance of go-live on November 2 is now available in the Preparing for Workday section of the UBC Finance website.
Changes to Payroll Processes: In the coming weeks HR and the IRP will be communicating to the UBC community about payroll-related impacts of the Workday system. Basic information about finance-related changes to payroll processes is now available in the Preparing for Workday section of the UBC Finance website, and this information will be continually updated as new details are released by IRP and HR.
Changes to Supplier Set-up: Information about changes to setting up suppliers is now available in the Preparing for Workday section of the UBC Finance website.
Booking Revenues: The Treasury team has been reaching out to UBC’s finance directors to confirm that our distributed finance teams are comfortable booking revenues and associated taxes in Workday. If you have any questions about how your business unit will book revenues and associated sales taxes in Workday, please reach out to Manager of Revenue Accounting Chen Shi as soon as possible.

IRP/AEP/ISC – Integrated Renewal Program, Application Ecosystem Program, Integrated Service Centre

Upcoming call-in sessions: The following IRP call-in sessions are open for registration:
- October 21, 11:00 am: Joint Finance & HR Call-in session: Preparing for Go-Live 2. Register here.
- October 22, 9:00 am: IRP Community Call-in session: Workday Support and the ISC. Register here.
IRP Information Toolkits: A variety of useful toolkits have been shared on the IRP website, including two Audience Toolkits specifically directed at staff and managers. These include helpful links and resources, like one-pagers outlining the Top 5 Impacts for Staff and the Top 5 FAQs for Staff.
Reminder – Key Milestones: Make sure you review the key milestones for HR and Finance that the IRP has shared in advance of cutover to Workday.
Communications about Payroll: The IRP team is working on sharing important updates with the UBC community about upcoming changes to Payroll that are coming due to the transition to Workday. Most changes are minor in nature and will take effect November 2020. Keep an eye out for these important updates over the next few weeks.
UBC Self-Service Portal: After Workday launches, the IT self-service portal will undergo a name change and become UBC’s Self-Service Portal. The name change represents an expansion of services available through the site, including Workday support services (via the Integrated Service Centre), and Okanagan IT services. Expect to see more information in the new few weeks including short videos giving a sneak preview.

Operations & Advising — Communications & Engagement and Human Resources

Updated VPFO, group and department logos: Logos are now available for download from the VPFO Communications & Engagement website.
A new look for our VPFO Monday Update: You’ve likely noticed this email looks a little more stylish than usual. As always, you can find all the past issues on the VPFO website.
VPFO HR on-site support schedule this week:
- October 5: Gregor Macdonald
  October 6: Matt Furgal, Kasia Burza
  October 7: Rachel Lau
  October 8: Arvind Kang, Gregor Macdonald
  October 9: Sonia Lachar, Rachel Lau

SRS Updates

Continuity Service Planning: The Emergency Management team will soon be sharing the draft UBC Continuity Service Plan with crucial services stakeholders on campus along with their recently created departmental continuity plans.
ShakeOut 2020 Zoom backgrounds now available: Download the suite of virtual backgrounds to help promote the virtual drill while you’re in meetings.
Getting started on Engagement & Wellness: The SRS Engagement and Wellness Committee met for the first time to begin their work in promoting and supporting engagement and wellness within the department.

Other notable updates

PRIVACY MATTERS @ UBC SYMPOSIUM 2020

Don’t miss the 3rd Annual Privacy Matters @ UBC Symposium during October. Learn about cybersecurity best-practices and how to stay safe online. There will be Workshops, Tabletop Exercises, Keynote Speakers and an online Scavenger Hunt. Events are open to all staff and faculty. Visit the Symposium homepage for more details.

CAMPUS SECURITY SHOW UP FOR ORANGE SHIRT DAY

On September 30th, members of the Campus Security team showed solidarity with survivors of the residential school system by donning orange shirts and epaulets. Visit security.ubc.ca to learn more.

A BIT MORE ABOUT PHISHING

Last week the university issued a Broadcast message building awareness of an increase in cyberattacks and phishing activity. We are about to implement a new enterprise system, Workday, which is likely to generate targeted phishing campaigns with the aim of tricking unsuspecting faculty and staff into providing their credentials. Please also review this helpful resource from the Privacy Matters team, aimed at helping the UBC community identify fraudulent messages, especially with regards to Workday.

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.

It’s about to get busier than we can anticipate… the Harvard Business Review has some tips on getting through a busy time at work.
With only one month to go until Workday, it might be time for a refresher on surviving radical change. Management Issues has six tips for surviving and thriving.

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