Monday Update

• October 26: Broadcast Email: One week to go until the launch of Workday
• October 26: Inviting members to join the Disability Affinity Group, launching Oct. 26
• October 23: President’s Blog: Weekly Update

Updates on UBC’s response to COVID-19 are at covid19.ubc.ca.

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Operations updates

Facilities

Building Operations, Energy & Water and Infrastructure Development

• Planon 101 courses: We are one week away from Planon Go-Live on Nov 2. Please review Planon 101 courses for web clients and technicians working in the field.
• Planon Training: If you missed any of your Planon training sessions or require a refresher on any processes, please review the Planon Training Recordings on the Workplace Learning website.
• Planon Buddy Central help desks: Post Nov 2, two Buddy Central help desks are available in the University Services Building from 7:30 a.m. – 3:30 p.m. for support. Building Operations’ Facilities Managers and Managers will be on-site to support with questions and time card entries.
• Reminder – Electrical maintenance/upgrade freeze: UBC IT’s Workday team has asked the Facilities group to refrain from scheduling any electrical shutdowns, load bank and generator testing for the period of Friday, Oct 30 to Monday, Nov 2 (four days), to provide stability to the campus-wide electrical system during the transition to Workday that weekend.

Finance

Comptroller, Finance & Operational Excellence and Treasury

• Invoices can now be sent to ubc.invoices@ubc.ca: This account should only be used for new invoices that will be processed in Workday post-Nov 2. For more information on invoice receipt and triage, review the Changes to Buying and Paying for Goods and Services page.
• Communicating to suppliers about Workday: Next week the Financial Operations team will be reaching out to a targeted list of UBC’s key suppliers of goods and services, with information about the above changes impacting invoice submission.
• Changes to Customer Accounts, Accounts Receivable, and other notes from Treasury relating to the impact of Workday are now available in the Preparing for Workday section of the UBC Finance website.
• The Digitization Framework for Workday Expenses and Purchases is now available.
• Financial Statements for the UBC Foundation and the American Foundation: Finalized and approved by the Board.
• Data Conversion: The Comptroller’s team is working on the final detailed sub-ledger data conversion for Workday with the support of KPMG.

IRP/AEP/ISC

Integrated Renewal Program, Application Ecosystem Program and the Integrated Service Centre

• Payroll hypercare: Information about Workday support, including what hypercare support looks like for Payroll, is available on the Toolkits page of the IRP website. Specific details about payroll hypercare are included in this one-page resource.
• Reminder — key changes to Payroll: Important changes to UBC’s payroll due to the transition to Workday were shared through a UBC Broadcast message. As a reminder, a helpful summary of changes for hourly staff is available here.
• ISC website is now live! As the university prepares for go-live on Nov 2, the Integrated Service Centre is getting ready to support the UBC community with the Workday system. Visit the new ISC website to learn more.
• Dispelling myths: The IRP team has prepared a news item tackling common misconceptions around the Workday transition.
• Workday readiness checklists: A helpful checklist for managers to review before go-live has been posted in the Managers’ Toolkit on the IRP website.
• Workday go-live Nov 2: We are now only one week away from Workday go-live. Another Broadcast Email will be sent on November 2 around 9:30 am, letting the UBC community know when the system is live. In the meantime, review the Resources for Workday go-live page on the IRP website to make sure you’re ready.

Operations & Advising

Communications & Engagement, Human Resources, and Safety & Risk Services

• VPFO HR on-site support schedule this week:
  • October 26: Gregor Macdonald, Kasia Burza
  • October 27: Matt Furgal
  • October 28: Rachel Lau
  • October 29: Arvind Kang, Rachel Lau
  • October 30: Arvind Kang, Gregor Macdonald

• Collaborating with RCMP: Last week members of the SRS leadership team met with Professor Santa Ono and Lesley Cormack, Deputy Vice-Chancellor and Principal, UBC Okanagan, the leadership team from Okanagan Campus Operations & Risk Management and senior members of the RCMP. The meeting was to discuss learning opportunities between Campus Security and the RCMP, and information sharing best practice.
• Campus Security Stakeholder Meeting: To keep stakeholders informed and engaged, Campus Security hold a monthly meeting to provide updates about recent team activity and important security issues. The next one is taking place on November 18th at 10:00 a.m. If you would like to attend, please contact Nick Sagliocco for the Zoom details.

 

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Other notable updates

Getting your annual flu shot

It’s flu season and time for your annual flu shot! Wherever you work or live, you can use our list of resources to help you find a flu clinic near you. If you do not qualify for a free flu shot, you might be eligible for vaccine coverage through the UBC Extended Health Plan. Visit HR’s getting your annual flu shot page to get more information. NOTE: the regular Vancouver campus clinics will not be taking place. For information on flu vaccinations on the Okanagan campus visit Health, Safety and Environment website.

 

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Helpful news

Some interesting news articles people have found informative or helpful at work. These are provided for information and entertainment only. Unless noted, UBC doesn’t specifically endorse or supply this content.

• Time management isn’t just about work… The Harvard Business Review has some time management advice to help you get the most out of a day off. And isn’t that something we all need right now?

Have an article for your peers? Email communications@vpfo.ubc.ca.