Building Operations Weekly

October 13, 2020

PLANON TRAINING TAKING PLACE THIS WEEK: OCTOBER 13 – 16

Planon training continues this week! Don’t forget training recordings are on Canvas. You can link to the course by visiting emms.ubc.ca in the Training tab.

Technician Training. Planon technician training continues his week! Missed your session? If you are a technician, and you miss an in-person training session in October, talk to your head to get scheduled into a makeup session that same week. For a recording of the week’s session, get the course link at emms.ubc.ca in the Training tab.

Non-Technician Training.  If you miss your scheduled zoom Planon training session, please review a recording before your next scheduled training session. You can also review these recordings if you want to revisit a concept or simply re-watch the demo. All recordings are posted on Canvas. Get the course link at emms.ubc.ca in the Training tab. 

Looking for Job Aids? Job Aids are step-by -step guides for processes you’ll complete in Planon. Visit the Training Tab at emms.ubc.ca to get the link to Job Aids in Canvas.

CORE MECHANICAL ASSETS CAPTURED IN PLANON

As we approach Planon go-live on November 2,  the Trades team are working to add asset detail to the Planon system.  To ensure we have the right information at the right time the team will continue to update this data right up to go-live and beyond, and together with new asset replacement procedures and new system functionality, management and reliability of our assets will be greatly enhanced.

As of today, over 6000 core mechanical assets have been accounted for and ready for upload to Planon, which is scheduled to take place mid-October in preparation for go-live.

The graphic below represents a snapshot of over 3000 of those assets and the approximate percentage of additional assets to be added to the database.  We continue to work daily and beyond go-live to add additional data to the mechanical asset structure, notably those assets that will include comprehensive PM programs and a regulatory oversight requirement.

  

HOURLY STAFF – PAY SCHEDULE CHANGE

What is happening? UBC is implementing a new human resources and finance system called Workday. Workday will go-live November 2, 2020. This will mean some changes for hourly staff. 

Building Operations Hourly Staff include:

  • Custodial weekend employees
  • Custodial auxiliary employees 
  • Seasonal  employees

Overview:

  • Beginning in November, hourly employees will be paid on the 15th and last day of each month instead of the 8th and 23rd.
  • There will be no change to their pay rate or interruption in pay as there will be three paydays in November for hourly employees to account for the transition: November 6, 13, and 30

Calls to action: 

  • Hourly employees should enter their time following the current process by noon on October 26th (including forecasted hours for October 26-31)
  • After November 2, enter their time in the new system – Workday. The first time entry deadline is November 6th for the November 13th payday.

  

Pay Schedule Change + Reminders_Hourly Staff

INTERIM PURCHASING PROCEDURE

What is changing?

Purchasing and paying for goods and services

Review the summary of activities, deadlines, and actions for purchasing and paying for goods and services on the Changes to Purchasing and Paying for Goods and Services page.

  • As communicated previously the deadline for all  PO requests or change orders  has passed and non-PO based transactions need to be submitted by Oct 14. 
  • For PO requests and after Oct 14 for non PO transactions  we kindly ask all requests be held until after the launch of Workday and Planon, and initiated in the relevant module by the appropriate role.
  • In the event an urgent purchase is required prior to Nov 2, please contact the Procurement team:
  • In the event an urgent transaction needs to be processed prior to Nov 2, please contact your Buyer. This includes:
    • The supplier does not accept credit cards
    • Work has not started and will not start until payment is received
    • The health of a person or safety of a building is at risk
    • Outside of these cases, we kindly request all transactions be held until after the launch of Workday.  

Purchasing questions:

  1. What is consider an urgent purchase? How do I get approval to submit an urgent request?
    • An Urgent request includes, but is not limited to:
      • The supplier does not accept credit cards
      • Work has not started and will not start until payment is received
      • The health of a person or safety of a building is at risk
    • Your Manager will be required to approve the urgent request.
  2. Is there a form that I need to complete between October 10th and November 2nd?
    • Please complete the Urgent Purchase Request Form, ensure the budget approval has signed off and email to  purchasing.buildingops@ubc.ca
    • PeopleSoft will be decommissioned and the Buyers will be manually tracking all urgent requisitions.
  3. Will I be able to order routine equipment, materials and services after October 9, 2020? 
    • Please check with Stores to see if materials and equipment are available.
    • Urgent purchases will be processed only.
    • Otherwise, non-urgent purchases will need to wait until after November 2, 2020 
  4. What is the credit card transaction limit for each of the buyers? 
    • The Buyers will have a transaction limit of $50,000 and requests for urgent purchases will have to be approved by the cost centre manager. 
    • For purchases above $50,000, the Buyers will work with the Procurement Team to process emergency payments – please contact purchasing.buildingops@ubc.ca
  5. What if my supplier or consultant does not accept credit card payments? 
    • Where possible, invoices should be held until the Workday and Planon go-live date on November 2, 2020. 
    • UBC has a net 30 payment term as standard with vendors so a 2-week freeze should not impact most vendor relationships.
  6. When do I need to get three quotes? 
    • Three quotes is recommended for any purchases over $3,500.
    • If we are ordering from our contracted MRO suppliers, quotes are not required.

For questions or concerns, please contact purchasing.buildingops@ubc.ca 

Urgent Purchase Request Form

FLU SEASON IS COMING – GET IMMUNIZED!

The Pharmacists Clinic at the UBC Faculty of Pharmaceutical Sciences is a participant in the Provincial Influenza Campaign, which provides influenza vaccination (flu shots) free of charge to eligible BC residents.

Vaccination against measles mumps and rubella (MMR), tetanus  and pneumococcal pneumonia will also be available in limited quantities.

Faculty, staff, students, and others on and around  campus (who are age 5 and older) are welcome. 

 

ADVANCED REGISTRATION REQUIRED (NO WALK-INS PERMITTED)

COVID-19 PRECAUTIONS IN EFFECT

WEDNESDAY, OCTOBER 28th from 8:30am – 12:30pm

THURSDAY, OCTOBER 29th from 1pm – 5pm

MONDAY, NOVEMBER 2nd from 1pm – 5pm

WEDNESDAY, NOVEMBER 4th from 8:30am – 12:30pm

Pharmaceutical Sciences Building
The Atrium (open space on the first floor)
2405 Wesbrook Mall, Vancouver, BC

Click Here for Location Map 

REGISTER ONLINE AT https://pharmsci.ubc.ca/flu

(Chrome or Safari Browser Preferred)

SIGN UP FOR THE UBC VIRTUAL SHAKE OUT DRILL OCTOBER 15TH AT 10AM

Is your home ready for an earthquake? 

We’re all spending more time at home at the moment, which makes it all the more important to prepare your home for the unexpected.

Each year thousands of people across BC take part in the ShakeOut earthquake drill to get ready for seismic activity, and this year is no different.

Join UBC’s virtual ShakeOut drill on October 15th between 10:00 am and 10:20 am to learn how to get your home ready, and what you should do during an earthquake.

Zoom link – https://ubc.zoom.us/j/61527492011?pwd=YnZDblgwT2MyeTdzZ0RnOE1ZVkVDUT09 

Password – 59473

NOMINATIONS FOR THE 2020 STAFF EXCELLENCE AWARDS ARE NOW OPEN!

Through the Staff Excellence Award Program, Building Operations provides recognition and rewards our staff who have consistently demonstrated excellence in the performance of their work and service to the University.

We understand that it is has been a challenging year, so all the more important to recognize the great contributions from your team and celebrate all of the great work that we have accomplished together as a team. 

All staff are invited to nominate one (or more!) of their colleagues who, in their view, have achieved excellence in one of the following Award categories, inspired by our Strategic Plan:

  • Employee Engagement (Health and Safety Nominations Included Here)
  • Leadership Development
  • Asset Stewardship
  • Innovation
  • Customer Experience
  • The Kim Nulty Award (Inspiration)

Nominations can be completed at https://buildingoperations.ubc.ca/staff/staff-recognition/ 

JOIN THE UNITED WAY VIRTUAL CAMPAIGN KICK-OFF: OCTOBER 15TH

Come launch UBC’s 2020 United Way campaign by attending the first ever virtual UBC United Way Kickoff event on October 15th at 12PM-12:30PM 

Learn more and register at:

https://unitedway.ubc.ca/events/event/2020-ubc-united-way-campaign-kickoff/

More details about United Way:

  • United Way is a non-profit organization that serves the needs of our local community and ignites the desire in everyone to improve this place we call home.  
  • United Way has been supporting vulnerable seniors, families and children for over 90 years across the Lower Mainland and Fraser Valley.  
  • United Way’s impact is 100% local meaning every donation stays right here in the Lower Mainland and their vision is to create a healthy, caring, and inclusive community
  • UBC is the one of the top contributors to the United Way of the Lower Mainland, having raised over $575,000 last year in support of United Way initiatives. 
  • This year President Santa J. Ono is the cabinet co-chair of the United Way of the Lower Mainland campaign 
  • Last year, we had over 900 donors to the campaign. This year the UBC United Way campaign goal is to inspire 1000 donors to support this great cause.

More information on the Building Operations United Way campaign to come shortly! 

https://unitedway.ubc.ca/howtogive/?login 

FAMILY REUNIFICATION AFTER AN EARTHQUAKE: HAVE A PLAN FOR CHECKING IN WITH FAMILY

  • After an earthquake, your first reaction will be to make sure your family is OK. Whether you leave campus to check on your family, or if you decide to stay, please make sure to let your supervisor know. 
  • Keep in mind that bridges and roads may be damaged, making it difficult to get home.
  • Make sure to have a family plan in place and emergency supplies both at home and at work

After hours:

Employees should make every effort to come into work if they are scheduled to do so.  The University will use “ubc.ca” and mainstream media channels to communicate to our staff if we are requesting they take actions other than a normal working schedule.