The 2014-15 UBC budget has been approved by the Board of Governors also provides an annual update on the financial context and outlook of the University. View the Letter to the Community / Budget Pack (PDF).
Green Research Workshop
2014 Lunch & Learn – Scale down and you’ll reduce waste.
Do you want to reduce the environmental impact of your lab?
Not sure where to start? Worried about the costs?
Your experiments may be eligible for Green Research Funding!
Come to the Green Research Lunch & Learn: Small Scale Experimentation
The purpose of the Lunch and Learn is to overview the EIS program and show others how the EIS has led to small scaling of experimentation in an engineering lab. Further, the small scaling has resulted in a successful application to the Green Research Fund as the experiment was downsized a second time. These changes have resulted in a reduction in chemical cost and hazardous waste production while having a positive impact on environmental impact.
Date
Friday, June 20th, 12-1 pm
Location
Art 218
Speakers
Tim Abbott – Graduate student
* Small scaling of experimentation
Cherie Michels – Advisor, Safety & Environment
* Introduction & Overview of green research funding
* Environmental Impact Statements (EIS) and Conclusion
Please bring your lunch – fruit and veggie platter, coffee, and dessert will be supplied.
We will cover general information on Greening your research, including past projects and available funding, and we will highlight a lab on campus that has reduced their hazardous waste production by 75%.
Questions – Please contact Cherie Michels in Risk Management Services (Cherie.michels@ubc.ca) or 250-807-8656.
Announcing Finance and Operations changes
The following update outlines several significant changes in the AVP Finance and Operations portfolio on the Okanagan campus, involving Finance, Risk Management Services, Campus Security, and the creation of a new department overseeing all ancillary business units on campus.
Two new Finance directors
Last summer I announced a major restructuring of finance operations on the Okanagan campus. The resulting changes led to the creation of:
- The Budget and Strategic Decision Support team responsible for the overall campus budget, 10-year financial outlook and high-level financial and operational support for the campus executive
- The integrated and distributed model with a team of Finance Managers embedded within the faculties and administrative departments they support that is connected to a central Finance organization.
- The Payment and Procurement Services team responsible for the transactional elements of Accounts Payable, Payroll and Purchasing
In reviewing the delivery of Finance services over the past year, it has become apparent that there are two distinct leadership roles that require dedicated Directors: Finance Strategies (item 1 above) and Finance Operations (items 2 and 3 above).
As a result, I am pleased to announce the appointment of Curtis Morcom as Director, Finance Strategies, and Carri Lawrence as Director, Finance Operations.
Both Curtis and Carri emerged as the clear winners of a highly competitive search process and I would like to thank them for serving in interim leadership roles during the reorganization of the Finance department.
Business Operations
Changes in the Student Services portfolio, announced yesterday, include the move of the following ancillary services to the Finance and Operations portfolio:
- Student Housing
- Conferences and Accommodations
- Food Services
This created an opportunity to reassess how the Finance and Operations portfolio is structured, and that has driven a variety of changes. These include creation of a new Business Operations team and merging of Risk Management Services and Security to become one unit.
I am pleased to announce that Shannon Dunn has been appointed Director, Business Operations. Since mid-2013, Shannon has been seconded to serve as Director, Capital Planning, and was formerly Director, Student Housing and Hospitality Services. In her new role, she will oversee all ancillary services (student housing, conferences and accommodations, food services, parking and the Bookstore) on the Okanagan campus.
In recognition of the significant role of student housing, Conferences and Accommodations, and Food Service operations, Shannon will have a dual report to Andrew Parr, Managing Director of Student Housing and Hospitality Services in Vancouver, as well as to myself.
View Finance and Operations organizational chart
In addition to the reporting structure outlined above, a strategic governance committee will be established to provide overall direction for the Business Operations team. Recognizing the commitment to the student experience on the Okanagan campus and the operational responsibility of the Bookstore from the Vancouver campus, the committee will consist of:
- Shannon Dunn, Director, Business Operations
- Michael Shakespeare, AVP, Finance and Operations
- Andrew Parr, Managing Director, Student Housing and Hospitality Services
- Ian Cull, AVP Students
- Debbie Harvie, Managing Director, University Community Services
Risk Management Services and Security become one unit
Campus Security is being merged with Risk Management Services (formerly Health, Safety and Environment) with a new Associate Director position being created to manage all security and risk management services on the Okanagan campus. This position will report to Shelley Kayfish, Director, Campus Operations and Risk Management.
As a result of the changes to the Parking and Security portfolios, the position of Associate Director, Parking and Security, currently held by Garry Appleton, has been eliminated. I’d like to thank Garry for his years of service developing an outstanding and efficient system of parking and security services for the Okanagan campus and wish him well in his future endeavours.
I am confident the changes announced today will provide new leadership focus and organizational alignment to deliver highly-effective services that best meet the needs of today’s students, faculty, staff, and UBC as a whole. Please join me in congratulating Curtis, Carri and Shannon on their new positions.
Sincerely,
Michael Shakespeare
Associate Vice-President, Finance and Operations
Heater Swap-Out Program update
Ryan Hirowatari, manager of the UBC Bookstore, shows off an energy efficient radiant heater.
The Heater Swap-Out Program continues to help employees learn more about the difference between ceramic and radiant heaters, including a series of personal demonstrations at Ugly Sweater Day last month.
Attendees of the Ugly Sweater Day lunch hour event on February 28 got first-hand demos of the benefits of using an energy efficient radiant heater in the office.
Since the program was launched in December 2013, 21 ceramic heaters have been swapped out for radiant heaters. By swapping these out, UBC is expected to save at least 31,147 kWh per year and $2,015 in reduced energy costs.
Employees who have a ceramic heater are encouraged to sign up to learn more about the comfort and benefits of switching from ceramic to radiant heat.
The Heater Swap-Out Program is organized by Facilities Management in partnership with the Okanagan Sustainability Office.
To find out more, visit: facilities.ok.ubc.ca/heaterprogram
IT Helpdesk – New Workflow Entry Forms
On Monday, February 24th, we launched the first two streamlined IT-related staff onboarding and offboarding workflow forms in the IT Helpdesk system. The purpose of the new workflow forms is to provide a streamlined process for provisioning/deprovisioning services and equipment for onboarding and offboarding staff.
The first two forms to launch were the New to UBC and Leaving UBC forms. When you complete either of the new workflow forms, a single ticket is created, off of which we will create multiple work orders to provision or deprovision equipment and services as requested. This means you can now follow the entire process, end-to-end, on a single ticket. In addition, you will be notified by the system as each step in the process is completed, and its associated work order is closed.
The Leaving UBC form also takes advantage of the recorded information we have in our system to advise the requestor of what IT services and roles were associated with the exiting employee. This will enable the requestor to make informed decisions on what items need to be transferred or discontinued.
We’ve put forth a high degree of effort to make the forms easy to use and self-explanatory. Documentation is always important, though, so the following FAQ articles are also available:
- New to UBC – www.ubc.ca/okanagan/itservices/service-catalogue/admin-systems/helpdesk/newtoubc.html
- Leaving UBC – www.ubc.ca/okanagan/itservices/service-catalogue/admin-systems/helpdesk/leavingubc.html
The new workflow-based forms are accessible via our new streamlined main interface page, which launched at the same time as the new forms:
What’s Next?
We are currently working on the third form in this group, Transferring In/Out [final name to be determined]. This form will provide a workflow-based approach to reporting that an employee is transferring into, or out of, a department. As with the Leaving UBC form, the Transferring In/Out form takes additional advantage of the recorded information we have in our system to assist in the smooth transition of services as an employee moves between departments, while incurring little-to-no service downtime for the employee.
Feedback
No system is ever perfect, and we really do love to get feedback. I encourage you to send us your feedback about these new forms, or any other aspect of our system, by using the Feedback link from the Main Menu of the system.
New websites for Finance and Payment & Procurement Services
New websites have been launched to assist in understanding the recent restructuring of Finance and Payment and Procurement Services.
The Finance site (finance.ok.ubc.ca) focuses on Budget and Reporting, Strategic Decision Support, Research and Trust Accounting, and Finance Training/Registration.
The Payment and Procurement Services site (pps.ok.ubc.ca) focuses on Payables, Payroll, Revenue Accounting, Strategic Sourcing, Systems and Securing, Travel and Expense, and Finance Training/Registration.
The two sites are linked to one another for easy access, and both provide detailed information that will assist you in being successful with your financial task at hand. The teams look forward to helping with any financial questions you have and finding solutions that meet your needs.
Finance (finance.ok.ubc.ca)
Areas of focus:
- Budget & Reporting
- Strategic Decision Support
- Research & Trust Accounting
- Finance Training/Registration
Payment and Procurement Services (pps.ok.ubc.ca)
Areas of focus:
- Payables
- Payroll
- Revenue Accounting
- Strategic Sourcing
- Systems & Securing
- Travel & Expense (T&E)
- Finance Training/Registration
First Aid room moves to Security Office
The First Aid room for UBC’s Okanagan campus has moved from the Arts building to the Security Office in the Library Building LIB 016B(next to the loading bay on the east side of the Library).
First Aid is available to staff, faculty and students 24 hours a day, 365 days per year by calling Campus Security dispatch any time at 250-807-9236 / local 79236 or by visiting the First Aid Room during regular working hours.
Staff and faculty are encouraged to use the 79236 number for First Aid services; however, in an emergency situation, calling 911 is always appropriate. If calling 911, it is recommended that you also call 78111, if possible, to allow for interim treatment while waiting for emergency services.
For more information about the First Aid program visit http://www.ubc.ca/okanagan/hse/safety/firstaid.html
Security tips to prevent thefts during the holidays
Campus Security reminds everyone to safeguard both UBC and personal effects this holiday season. Thefts of this type are crimes of opportunity and offices, study areas, and computer labs that are left unattended tend to be prime targets.
Campus Security also has the following tips for members of the campus community :
- Never leave personal effects unattended for any period of time. Always secure office doors and windows when leaving the area even for a short moment.
- Close and secure all windows. An unlocked window can provide easy access to the rest of the building.
- Staff members are encouraged to display UBC identification at all times when working. Campus Security takes a proactive approach to off-hours use of the institution, and carrying proper identification aids both yourself and Campus Security when verifying individuals in locked buildings after regular business hours.
- Office lights and electronic equipment should be turned off including personal heaters. Lights left on can create increased visibility into the room from the outside.
- All blinds or curtains should be closed, especially when computer equipment is visible from ground-level windows.
- All valuable or personal items should be taken home or securely locked away.
- All portable equipment, tools, laptops and external data devices should be securely locked away.
- Do not leave building or office keys/Salto at work. If stolen, this puts the campus community at greater risk.
- All valuable personal items should be taken home or stored in a locked cabinet.
- Personnel working during the holidays should be aware of their personal safety. Let someone know where you are and when you expect to return.
Make sure to report all suspicious activity to Campus Security at 250-807-9236 (local 79236). For crimes in progress, notify the RCMP by dialing 9-1-1.
For other crime prevention initiatives, contact the Security Coordinator’s office at 250-807-9173 (local 79173).
Have a ceramic heater in your office? Participate in the Heater Swap-Out Program
Space heating and cooling has a significant impact on campus energy consumption, and on greenhouse gas emissions in particular. In the cooler months, many personal space heaters found on campus are ceramic heaters rated at 1,500 watts.
The new Facilities Management Heater Swap-Out Program encourages alternative space heating behaviours such as and more energy efficient heating options such as:
- dressing appropriately for the season
- using a sweater and/or lap blanket in the office
- closing doors and windows to retain heat to retain space heat
- closing office window blinds at night or on cold days to retain space heat
For areas where supplemental heat may be required, an energy efficient radiant heater with a 170 watt rating is recommended.
To find out more, visit the Heater Swap-Out website.
Several Okanagan admin units reorganized to focus on campus operations & planning
Further to the recent Heads Up email to supervisors announcing a number of exciting reorganizations on the Vancouver and Okanagan campuses, the following communication provides additional context of those changes relevant to the Okanagan community.
As of January 2, 2014, the following changes will be in place:
A new name
The renaming of the Administration and Finance portfolio, which will become Okanagan Finance and Operations, a title better aligned with the priorities and true nature of the portfolio.
View the new organizational chart (PDF)
Campus Operations and Risk Management
This unit, to be led by Shelley Kayfish as Director, Campus Operations and Risk Management, will focus on providing great campus experiences while ensuring a healthy and safe campus environment. Reporting to Shelley will be:
- Facilities Management (Roger Bizzotto)
- Parking & Security (Garry Appleton)
- Risk Management Services (a new unit which will formally include Enterprise Risk Management and Continuity Planning)
- Campus Mail (maintaining a dual report with Campus Mail in Vancouver)
Campus Planning and Development
This unit will report jointly to the AVP Finance and Operations and the AVP Campus and Community Planning in Vancouver, and will be responsible for long-range planning (for example, the Okanagan Campus Master Plan), capital planning, space planning, project management and operational sustainability.
A search will begin for a Director to lead this unit and oversee various future-oriented campus planning and infrastructure development functions already taking place within the AVP Finance and Operations portfolio and to closely work with local internal and external stakeholders including the City of Kelowna. Reporting to the Director will be:
- Sustainability Operations (Leanne Bilodeau)
- Project Management (Justin Allaire)
- Space Coordination (Laural Friesen)
- Campus Planner (new position)
Other changes
- The Okanagan Ceremonies and Events unit led by Alanna Vernon will report to University Relations.
- Sue Belton, Curator of the Okanagan Public Art Collection, will report to the Chief Librarian.
- Lisa Colby has been appointed Managing Director, Housing and Relocation Services and will jointly report to the VP Human Resources and to the Vice-Provost, Academic Affairs. Lisa will continue to remain Acting AVP, Campus and Community Planning, until a new leader is appointed in the New Year.
- Gabrielle Armstrong is now Senior Manager, Consultation, and will provide system-wide consultation support for Campus Planning using processes tailored to the unique nature of each consultation exercise, while still meeting procedural requirements of applicable legislation and regulations. The unit will provide reports to the Board on major land-use decisions, both at the summary and at the detail level.
- An integrated Communication unit is being created for Vancouver’s Finance, Resources and Operations portfolio, in line with the communication strategy suggested in the President’s letter to the community this fall.
Please join me in congratulating the existing and newly appointed leaders and in wishing them well in their exciting mandates.
Michael Shakespeare
Associate Vice-President, Finance and Operations
Okanagan Campus