Building Operations Weekly

August 18, 2020

Top Stories

CONGRATULATIONS ON SUCCESSFULLY COMPLETING PREVENTING COVID-19 INFECTION IN THE WORKPLACE TRAINING!

Congratulations and thank you to the Building Operations team for successfully completing COVID-19 training! Less a few employees that are on vacation or LOA, we have achieved nearly 100% completion throughout the department.

Thank you to all of the Managers, Heads and Sub-Heads that supported their teams with completing training and to all of the staff for navigating their way through Canvas and the COVID course. 

WORKDAY HR 101 COURSES ARE NOW AVAILABLE ON CANVAS

On November 2nd 2020, UBC goes live with Workday. Everyone at Building Operations will be using Workday for everyday tasks such as; requesting vacation and other absences, checking vacation and sick time balances, checking paystubs, submitting expenses, updating personal information and benefits information

In preparation for Workday go-live, we strongly encourage you to familiarize yourself with the new Workday processes coming our way by taking the Workday HR 101 course, now available on Canvas. Workday HR 101 includes the following learning outcomes:

  • Get Started Using Workday: An overview of Workday for salaried or hourly staff and identifies some of the key changes coming with Workday
  • Managing Personal Information: Viewing and changing personal information, updating emergency contacts and other details, view pay slips, T4s & PD fund balances, viewing and updating tax elections, payment elections
  • Entering Absences:  Requesting time off (short term absence, vacations, sick leave), requesting a leave of absence (long term), viewing  absence balance, viewing team absence
  • Understanding Benefits in Workday:  Viewing and changing benefits, viewing and changing your dependents and beneficiaries
  • Practicing in the Sandbox: Hands-on experience in Workday and trying out the features learned abou

*Note – there are two courses available. One is for salaried employees and the other is for hourly employees, please be sure to take the correct course that is applicable to you

PLANON: CUSTOMER COMMUNICATIONS

Today, communications were sent to Building Administrators by the Facilities Managers to provide them with the information they need regarding changes to submitting Service Requests via Planon, beginning November 2, 2020.

 Administrators will follow a very similar process in Planon to request the services of Building Ops, EWS, and the Locksmiths.

All service requestors with a CWL will be able to submit service requests in one of two ways: accessing Planon via a web browser, or using the Planon Service Requestor mobile application (app). 

Requestors will:

  1. Select a standard (core) service request or customer-funded type from a graphical list (sample) below:
  2. Respond to a series of questions specific to their service request, to route the request to the appropriate team for action. 
  3. In the case of a customer-funded request, customer billing information (cost centre), property and space information will be auto-populated from Workday. Customers will be able to edit fields if they’re submitting a request on behalf of someone else, at a different location or for a different cost centre. 
  4.  Customers will be able to view the status of all service requests submitted by them and/or for their building location, by accessing “My Requests”.  

 

ELECTRICAL BUSINESS UNIT MEETS PLANON MILESTONE FOR ASSET UPLOAD

As we prep for Planon go-live in November, the Electrical and Administrative teams have been continuously working to add, and edit, our electrical asset data into Planon. We are extremely proud that we are in a position to have virtually all of our major electrical assets (approximately 42,000) in Planon come go-live, including: 

  • Fire Alarm- 24,000
  • Emergency Lighting- 11,000
  • Electrical Equipment- 7,000
  • Elevators- 300 

This is an amazing accomplishment and none of this would have been possible without the buy-in, hard work and commitment of our Electrical shop, the Clerical pool, and some of our former staff. A big thank you also goes out to those behind the scenes, who have supported the vision and our strategic end goal which is, to operate, proactively maintain and improve UBC’s assets and spaces in a sustainable manner to ensure they are safe, efficient and effective.

There is more work to be done, but this is truly a milestone event.

Thank you to all of you who helped make this happen!

SELF-GUIDED WELL BEING IN THE WORKPLACE WEBINAR

Click here to enroll: https://wpl.ubc.ca/browse/wellbeing/wellness/courses/wpl-wb-witw

About this workshop

Now more than ever, wellbeing is playing a crucial role in both our work lives and personal lives.  In order to work well, we have to be well and understanding the importance of wellbeing within the context of  the workplace is a great place to start.  

Date: Open enrollment
Time: Self-pace
Location: Canvas Course

Who is this for?

All staff and faculty at the University of British Columbia campuses

Participants in this course will:

  • Learn how wellbeing is valued and championed at UBC
  • Be able to identify elements of the stress response cycle and how to support the self and others
  • Learn a variety of self-care strategies that support wellbeing
  • Feel confident in how to find, use and share UBC resources or services that support individual and workplace wellbeing
  • Learn tools and skills to support wellbeing while working within changing environments (remote work, work from home, virtual work etc.)

CANADIAN MENTAL HEALTH ASSOCIATION: STRESS LESS CHECK-IN

Stress is an unavoidable part of life, but not all stress is bad stress. Some stress helps keep us motivated and performing well – but we all have a point where stress can become overwhelming. The good news is that we can learn stress management skills and build our resilience to adapt and recover from whatever life throws at us. 

The Canadian Mental Health Association’s Stress Less Quiz is a great tool to find out where your perceived level of stress is and help you understand what causes you stress and how you can deal with it. Check it out below as you might be surprised at what you find.

1.In the last month, how often you have been upset because of something that happened unexpectedly?

o Never (0 pts)                       o Fairly Often (3)
o Almost never (1)                  o Very Often (4)
o Sometimes (2)

2. In the last month, how often have you felt that you were unable to control the important things in your life?

o Never (0 pts)                       o Fairly Often (3)
o Almost never (1)                  o Very Often (4)
o Sometimes (2)

3. In the last month, how often have you felt nervous and “stressed”?

o Never (0 pts)                       o Fairly Often (3)
o Almost never (1)                  o Very Often (4)
o Sometimes (2)

4. In the last month, how often have you felt confident about your ability to handle your personal problems?

o Never (4 pts)                       o Fairly Often (1)
o Almost never (3)                  o Very Often (0)
o Sometimes (2)

5. In the last month, how often have you felt that things were going your way?

o Never (4 pts)                       o Fairly Often (1)
o Almost never (3)                  o Very Often (0)
o Sometimes (2)

6. In the last month, how often have you found you could not cope with all the things that you had to do?

o Never (0 pts)                       o Fairly Often (3)
o Almost never (1)                  o Very Often (4)
o Sometimes (2)

7. In the last month, how often have you been able to control irritations in your life?

o Never (4 pts)                       o Fairly Often (1)
o Almost never (3)                  o Very Often (0)
o Sometimes (2))

8. In the last month, how often have you felt that you were on top of things?

o Never (4 pts)                       o Fairly Often (1)
o Almost never (3)                  o Very Often (0)
o Sometimes (2)

9. In the last month, how often have you been angered because of things that were outside of your control?

o Never (0 pts)                       o Fairly Often (3)
o Almost never (1)                  o Very Often (4)
o Sometimes (2)

10. In the last month, how often have you felt difficulties were piling up so high that you could not overcome them?

o Never (0 pts)                       o Fairly Often (3)
o Almost never (1)                  o Very Often (4)
o Sometimes (2)

Scoring

Add the scores from each questions above

Score Response
0-6 Your stress level might be very low. Days like this are great for thinking how to build your own resilience. Check out a quick video on resilience on your Not Myself Today online portal at notmyseldtoday.ca/stress
7-13 Your stress level might be low. Don’t forget to take time to de-stress if your day gets tense!
14-20 Your stress level might be moderate. Looks like you might need a break! Why don’t you take a few minutes to learn more about hot to manage stress?
21-26 Your stress level might be high. Make de-stressing a priority today!
27+ Your stress level might be very high. It’s a good idea to find someone you trust to talk today. Remember, you’re not alone!

 

UBC WESBROOK MALL PHASE 2 RE-CONSTRUCTION UPDATE WEEK OF AUGUST 4TH – 14TH

There will be Gas Line work being done at the Thunderbird/ Wesbrook Mall Intersection this weekend. Please watch for Signage and flaggers

West Side of Wesbrook, Southbound Traffic including Agronomy Intersection

  • All new streetlights have been installed and powered up
  • Bike lane prep is almost complete (paving took place on Aug 17th) 
  • Final prep is being done to the southbound median lane (paving took place Aug 14th)  
  • Final lift of Asphalt on the entire Southbound Lane from University Blvd to Thunderbird Blvd will take place on Tuesday Aug 18th includes Agronomy. Watch for Flaggers at all intersections!
  • Installation of the Median curb will be from Aug 19th to 21st 
  • Line Painting will be the following week

East Side of Wesbrook, Northbound Traffic 

  • Line Painting 90% complete, final bits will be done with the Southbound Line Painting
  • Signage  week of 24th 
  • Remaining lights on East Side of Wesbrook to be installed Thursday Aug 20th 

Landscaping will take place once all paving and roadwork is completed, we will be shutting down 1 lane north or south bound to accommodate this work watch for signage and flaggers

2021 NOISE WINDOWS FOR LIFE SCIENCES AND PHARMACEUTICAL SCIENCES BUILDINGS

Please note that the 2021 dates for the noise windows in the Life Sciences Centre and the Pharmaceutical Sciences buildings will be the following:

Winter

  • February 13 (Saturday) – February 28 (Sunday)

 Summer 

  • June 26 (Saturday) – July 11 (Sunday)

Please plan any noisy or high vibration activities that need to occur in or around those buildings during those date periods.

PARKING FEES ARE BACK STARTING SEPTEMBER 1ST

Effective September 1, 2020, all permit holder parking fees, including those for students, faculty and staff are being reinstated. Reinstating parking fees will now enable us to support a level of demand that is in line with our parking capacity.  

We recognize that many students, faculty and staff will continue to learn and work remotely. To this effect, UBC Parking has different options for permit holders:

Retaining permit: If you wish to keep your permit, no action is needed. Payroll deductions for parking will recommence, starting September 30.

Cancel permit: If you do not require a parking permit from September, you can cancel it by sending an email to parking.support@ubc.ca with ?Cancel Permit? in the subject line before August 22, 2020.

Daily parking options: If you will be parking intermittently at UBC, please review https://parking.ubc.ca/map to find the best option for you.

Lastly, UBC Parking has made the decision to not implement its annually planned increase in parking fees this year. As a result, parking fees will remain the same throughout fiscal 2020-2021. 

If you require additional information, or please contact UBC Parking at parking.support@ubc.ca.

TALK TO YOUR KIDS ABOUT EMERGENCY PREPAREDNESS

Are your kids curious about why you are putting together emergency supplies? Include them in the planning and preparation, and discuss the various emergencies your family may encounter. By getting the conversation going now, you could reduce their stress and anxiety during a disaster. 

For more information on how to involve your kids in emergency preparedness, visit Government of Canada’s Get Prepared website at https://www.getprepared.gc.ca/cnt/plns/mrgncychldrn-en.aspx.