Building Operations Weekly

November 3, 2020

PLANON IS LIVE!

Congratulations on a successful first couple of days in Planon, following go live on Monday, November 2. 

To access Planon:

Web client users: https://ubc-prod.planoncloud.com

Mobile users: https://ubc-prod.planoncloud.com/bp * see note below before logging in

 

An important note for all technicians using mobile: you need to refresh the PMFS app before logging into Planon for the first time. Instructions are clearly outlined in the technician job aids. Please ask your manager for a job aid or visit Buddy Central at the USB north atrium for help. 

Planon Live Support

The EMMS Team is available to support you. For Planon Web Client users, to access live support, go to your Outlook calendar, look for the invitation from Deb Capps, and click on the link for Planon Live Support. For technician support, visit Buddy Central in the USB north atrium. 

In the Planon Live Support Zoom on Monday November 2nd, the EMMS team supported:

  • 70 calls to Planon Live Support 
  • 17 “JIRA” IT tickets were raised 
  • 12 tickets were resolved
  • 5 outstanding tickets remained that require follow-up to resolve

Questions about Planon? Be sure to review Job Aids on Canvas where you will find step-by-step instructions for work you need to do in Planon. You can enrol in Job Aids here.

Happy Planon-ing!

WORKDAY IS NOW LIVE!

Workday is now live and ready for you to login here https://myworkday.ubc.ca 

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

If you have not done so already, we strongly encourage you to familiarize yourself with the new Workday processes by taking the Workday HR 101 course, now available at  the links below. Workday job aids that outline how to complete common processes can also be found here: https://blogs.ubc.ca/ubcworkdayjobaids/ 

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

ANNUAL RESPIRATORY FIT TESTING

As per previous years, annual respirator fit testing will be taking place in December. 

This year, registration will be different as it will require the employees to sign-up themselves and complete the educational component online through Canvas.

Reminder, in order for an employee to use a tight-fitting respirator (e.g. full-facepiece, half-facepiece (ex. reusa­­­­ble elastomeric styles, N95, etc.), they must complete a fit test prior to their first use and annually thereafter.

To register for a fit test, employees will need to:

If you have questions, contact Lori Takenaka at lori.takenaka@ubc.ca.

SUBMIT YOUR NOMINATIONS FOR OUR 2020 STAFF EXCELLENCE AWARDS

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/ 

All nominations must be received no later than November 27th 2020

UNITED WAY BUILDING OPERATIONS CAMPAIGN: DONATE TO WIN!

It goes without saying that 2020 has been an incredibly challenging year for all of us – our lives have been impacted in ways we could have never predicted. The impact of COVID-19 has been especially challenging for individuals and families who are lonely and isolated and who suddenly find themselves underemployed, socially isolated, and hungry. As members of the UBC community, we can make a difference for our local communities by supporting the United Way.

There are two ways you can donate to win this year!

1) Donate at the link below – either one time donation or payroll deduction – and you will be entered into a draw to win a $250 gift card. The winner will be announced Friday December 4th. 

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

2) The United Way will be hosting a campus wide 50/50 draw that you can purchase tickets for – more details to come once dates have been confirmed

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.

BE ON THE LOOKOUT FOR PHISHING E-MAILS

As UBC moves to the enterprise application Workday to manage many of our logistical processes, it is highly likely that cyber criminals will attempt to take advantage of the high volume of communication associated with this change.

Please be on the lookout and forward any potentially fraudulent looking messages from non-UBC accounts to security@ubc.ca 

I’m new to Workday, how can you identify whether a Workday message is fraudulent or not?

Some common characteristics to watch out for include a sense of urgency and time constraint conveyed within the body of the message, poor grammar and spelling, and links that don’t quite look right (e.g. @workday.svc.u-bc.ca instead of @workday.svc.ubc.ca).

What should I do if I have any concerns about an email that I receive?

Don’t open the message or click on any links, instead forward the message as an attachment to security@ubc.ca.

If you have further questions about this initiative please direct your inquiry to privacy.matters@ubc.ca.

We appreciate your support on this extremely important matter. Together we can protect ourselves and the University from being involved in a security breach.

THRIVE: EXPLORE YOUR PATH TO MENTAL HEALTH

Thrive is November 1-30 and it is a time when we come together as a UBC community to learn about, talk about, and explore ways to support our mental health. Promoting mental health literacy, reducing stigma, reflecting on diverse perspectives and experiences, creating a supportive campus culture, and ensuring that we all have the resources to help understand mental health issues, and improve coping skills, are key to building mental health and to living, learning, and working well – this is what Thrive is all about! 

Because fostering and maintaining mental health is a year-round pursuit, and we recognize that it plays a crucial role in the ability to live, work, and learn well – whether on campus or at home, we will have a series of resources and activities that you can be a part of throughout the year. Depending on what your pathway to mental health may be, we invite you to learn about it, talk about it, and explore it during Thrive. Here are some options that will be available in the coming days…

Climate Anxiety Session | November 5, 2020, |3:00 pm – 4:30 pm Join us for UBC Reads Sustainability featuring ‘A Field Guide to Climate Anxiety’ with discussion by author Sarah Jaquette Ray. Register online 

QPR SUICIDE INTERVENTION TRAINING │ NOVEMBER 9, 2020│10:00 AM – 12:00 PM

This training is an internationally recognized suicide intervention program designed to help you question, persuade and refer. These free sessions are open to UBC students, faculty and staff, and are aimed at helping them recognize warning signs, approach someone who may be at risk, persuade the person to seek appropriate health services, and connect the person to resources that will help resolve crises. QPR is designed to act as an emergency mental health intervention in crisis situations. Learn more and register here.

Thrive 5+ Scavify Challenge:  Explore the Thrive 5+ (wherever you are), and win great prizes! 

THRIVE MEDITATION WITH AISHA | 10 MINUTES FOR 10 DAYS ONLINE MINDFULNESS CHALLENGE | FALL COHORT STARTS: NOVEMBER 16, 2020 | 8:30 AM
Start off your morning with 10 minutes of mindfulness for 10 work days! These free and live sessions are open to all UBC staff and faculty looking to incorporate mindfulness into their morning routines to improve focus, manage stress, and increase feelings of connection towards others. Classes will be facilitator-led via zoom. Learn more and register for the challenge now. 

NOT MYSELF TODAY INITIATIVE

Since 2015, UBC has been an active participant of the Canadian Mental Health Association’s Not Myself Today (NMT) initiative. Every year, 1 in 5 people will have a mental health problem or illness. But 5 in 5 of use have mental health and we need to take care of it, just like we do our physical health. We spend so much of our time at work, so it’s a great place to support our own mental health, and to support those who are facing mental health issues. We all have a role to play when it comes to understanding mental health and mental illness, reducing stigma and fostering a safe and supportive work culture. Keep a look out for various Not Myself Today resources, activities and toolkits to help you and your colleagues support your mental health and those around you. 

https://notmyselftoday.ca/app/video?l=Qz3GayyYbp4

KUDOS TO CUSTODIAL SERVICES TEAM

Thank you to the Custodial team for their quick efforts in reporting suspicious behaviour to Campus Security which resulted in the arrest of a suspect that attempted to break into a UBC building. Please see note of thanks received from Campus Security below: 

Good Morning,

I would like to bring to your attention the great work and quick action and response from your custodial staff who witnessed a suspect break in to the building last night via a ground floor window in room # 27. The subject fled after building after he observed custodial staff who happened to be working in the area. 

Their quick actions to contact Campus Security to report the incident resulted in an arrest of a suspect with the assistance of the UBC RCMP. The Custodial staff members provided witness statements to the RCMP about their observations. Please extend Campus Security’s sincere appreciation to them for their quick actions which resulted in the capture of this suspect. 

KIDS TO WORK DAY: NOVEMBER 4TH 2020

Given the proximity to Planon and Workday go-live, as well as the constraints put upon us by COVID-19 and social distancing, we unfortunately will not be having kids join their parents on campus for Kids to Work Day this year.

Our goal is to be able to have any students that missed out on the opportunity this year join Kids to Work Day on campus next year, subject to our ability to accommodate the number of registrants we receive.

If you are interested, the Learning Partnership is offering a virtual Kids to Work Day including;

  • New, dynamic and engaging experiences delivered virtually
  • Pre-recorded and live content focused on important real-world skills and competencies to prepare students for the ever-changing future
  • Students will be introduced to more workplaces and meet more professionals across a range of sectors

More information can be found here

THANK YOU TO EVERYONE THAT CARVED A PUMPKIN!

Thank you to everyone who took the time to carve a pumpkin and helped bring the festive spirit of Halloween to USB this year.   

  

WEEKLY EMERGENCY TIP: BEWARE OF AFTERSHOCKS

After an earthquake, expect hundreds if not thousands of smaller earthquakes called aftershocks. They can continue for weeks, if not months after the initial event.  

Remember to Drop, Cover and Hold on for each aftershock you experience.

For more information, visit the Government of BC’s website at: https://news.gov.bc.ca/factsheets/earthquake-damage-and-aftershocks