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CONGRATULATIONS ON SUCCESSFULLY COMPLETING PRIVACY & INFORMATION SECURITY – FUNDAMENTALS PART 1 TRAINING!
Congratulations and thank you to the Building Operations team for successfully completing Privacy & Information Security – Fundamentals Part 1 training! We have achieved 100% completion throughout the department, with a total of 676 staff taking the course.
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 Privacy & Information Security – Fundamentals Part 1 course.
REMINDER THAT ALL STAFF MUST ADHERE TO COVID-19 SAFETY PLANS AND PROCEDURES WHILE ON CAMPUS
Safety Plans:
All staff are also to follow directives outlined within our Building Operations safety plan, including new operational procedures put in place throughout each building. Methods and practices outlined in the safety plan are in accordance with guidelines set by BCCDC to prevent the spread of COVID-19. Your self-compliance with the guidelines set out in the safety plan is of the utmost importance.
The safety plan includes a review of all Building Operations buildings operational activities and directives to ensure effective controls are in place to prevent the infection from COVID-19. These activities include, but are not limited to;
- cleaning and hygiene
- following directional arrows/traffic flow
- maintaining physical distancing in buildings and vehicles
- adhering to entrance/exit signage
- compliance with maximum occupancy limits for meeting rooms, office spaces, kitchens and washrooms.
Non-compliance with our safety plan and any other relevant COVID-19 related policies or updated building procedures may result in loss of access to a particular space and could lead to discipline.
If you have not already done so, please review the safety plan for your building on the Staff tab of the Building Operations website https://buildingoperations.ubc.ca/staff/
Self-Monitoring and Hygiene:
All staff must always comply with the latest guidelines and the hygiene rules. The health and safety of all of our staff will continue to be our number one priority.
- Before you come to work, monitor your health status. If you feel ill please follow our standard procedure and contact your supervisor. Do not come into work if you are feeling ill or have COVID-19 related symptoms. According to the WHO, the common symptoms of COVID-19 are:
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- Fever
- Dry Cough
- Tiredness
- Loss of sense of taste/smell
- Sore throat
If you are experiencing any of these symptoms, complete the BC COVID-19 Symptom Self- Assessment Tool, and call 8-1-1. If you feel you have COVID-19 or have been diagnosed with COVID-19, you must not come to work and must self-isolate for 14 days.
All staff are responsible for exercising good hygiene including:
- Wash your hands frequently for at least 20 seconds using soap and water
- If a sink is not available, 60-90% alcohol-based hand rubs (hand sanitizer) can be used to clean hands if they are not visibly soiled. If they are visibly soiled, you can use an alcohol-based disposable hand wipe to remove the dirt and then use an alcohol-based hand rub.
- Do not touch your eyes/nose/mouth with unwashed hands.
- When you sneeze or cough, cover your mouth and nose with a disposable tissue or the crease of your elbow, and then wash your hands.
- Stay home when you are ill to avoid spreading the illness to others
- Avoid close contact with people who are sick with an infection
- Stay 2m away from people
- Use proper PPE when required to be working within 2m of another person
REMINDER: TIME ENTRY IS IN PLANON & ABSENCES ARE IN WORKDAY
Great first week! Just as a reminder, overtime is never entered directly into Workday by staff.
PLANON AND WORKDAY APPLICATIONS
PMFS APP:
- Accessible as an app on a mobile device
- Accept and complete work orders
- Order materials required for a specific work order
- Attach an existing asset to a work order
Planon Web Client (back end):
- Accessible via URL on a desktop, laptop or mobile device
- Adjust and submit daily time cards (including noting OT worked)
- Order consumables
- Reserve tools and equipment to complete work order
Workday:
- Accessible via an app on a mobile device or a URL on a desktop or laptop
- Enter all time off requests (vacation, sick, medical appointments, jury duty, etc.).
- Manage all personal information including
PLANON JOB AIDS: PROCUREMENT
Planon job aids to clarify procedures for Procurement and entering purchase requisitions into Planon have now been added to the S Drive Must Read folder here: S:\MustRead\PlanonWorkDay\Procurement Job Aids
These job aids include direction for:
- how to enter requisitions to charge a cost center versus adding a requisition to a work order
- adding requisition lines to a work order
MAKE LOGGING INTO A WEB BROWSER FASTER – SELECT “REMEMBER ME FOR 30 DAYS” WHEN USING DUO
*Please note – this only works when you are using a web browser. Selecting “remember me for 30 days” does not work when using a mobile app
To make logging into Workday and Planon Web Client faster, you can select “Remember me for 30 days” when multi-factor authenticating, see snip below:
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
UPCOMING THRIVE FOR MENTAL HEALTH WORKSHOPS
IBPOC perspectives on Mental health and wellbeing | November 20, 2020, | 11:30 AM – 1:00 PM.
This session will focus on IBPOC specific experiences as related to wellbeing, the challenges we face and explore opportunities to engage with and to maintain a wholistic sense of wellbeing and Thrive in the face of change. Details to follow here
POSITIVE COPING STRATEGIES │ NOVEMBER 16 & 23, 2020 │ 9:00 AM – 9:45 PM
We all have go-to habits that we turn to in times of high stress or challenge, but are these habits working for you or against you? In this session, you will have the opportunity to learn about concepts like resilience and coping while testing out coping practices that have been shown to support mental health and wellbeing. Learn more and register here.
STRESS RELAXATION TECHNIQUES │ NOVEMBER 19, 2020 │ 12:00 PM – 1:00 PM
Our minds and bodies need rest and recovery breaks to allow us to relax and reduce the effects of stress. While everyone has days that are hectic and unfocused, consistently feeling stressed out, rushed, or on the go can have a detrimental impact on a person, increasing their risk of experiencing a serious physical concern, such as heart disease or stroke. This seminar will show participants how to make time to calm down and reduce stress, using both proactive and reactive relaxation techniques. Learn more and register here.
IBPOC perspectives on Mental health and wellbeing | November 20, 2020, | 11:30 AM – 1:00 PM.
This session will focus on IBPOC specific experiences as related to wellbeing, the challenges we face and explore opportunities to engage with and to maintain a wholistic sense of wellbeing and Thrive in the face of change. Details to follow here
THE WORKING MIND: WORKPLACE MENTAL HEALTH TRAINING FOR EMPLOYEES │ NOVEMBER 20, 2020 (1:00 PM – 4:00 PM) & NOVEMBER 30, 2020 (1:00 PM – 2:45 PM)
Established by the Mental Health Commission of Canada, the Working Mind is an evidence-based training program designed to address and promote mental health and to reduce stigma in a workplace setting. It includes scenario-based practical applications, videos of people with lived experience of mental illness, participant reference guides, and related handouts. The program is available in two versions: one for employees and one for managers. We are offering an employee workshop in November. A manager version is being planned for January 2021. Learn more and register here.
GETTING RESTFUL SLEEP │ NOVEMBER 27, 2020 │ 12:00 PM – 1:00 PM
Sleep is critical to ensure maximum productivity. It increases your ability to concentrate and focus, allows you to approach challenges with a more positive attitude, and can have positive effects on your memory and health. Participants will learn about circadian rhythms and the impact that disrupting these key biological processes can have on their day-to-day activities and work. This seminar will also describe sleep’s vital role in maintaining health along with valuable and practical tips and strategies that participants can apply to get quality, restful sleep and stay alert. Learn more and register here.
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.
AMPEL- LAB 241 WATER INTRUSION
It all began at 7:05am Friday morning when the Project Services coordinator called the Facilities Manager to report water ingress from the second floor onto busbars and into the electrical cable trays in the basement of the Ampel building.
All the required Trade heads were contacted and Custodial dispatched 4 workers from their team to deal with the cleanup and provide dehumidifiers and blowers after the leak was identified and water shut off.
The cause of the water intrusion was a faulty air vent attached to heating water line that fed the reheat coil within the lab. Due to the rapid response time and efficiency of the crews, we did not need to shut down power to the building and our building infrastructure was not compromised.
Kudos goes out to all involved. Good work team!!
WEEKLY EMERGENCY TIP: EARTHQUAKE INSURANCE…DO YOU HAVE ANY?
Earthquake insurance accounts for 5% to 50% of insurance premiums depending on where you live. This may explain why no more than 65% of British Columbians who live in high-risk areas have this added protection. Because insurance is available for this type of event, earthquake damage is not eligible for Disaster Financial Assistance.
For more information on the matter, visit the following websites at:
