Access Control

• Ask Moyra for access to the system
• ICICS Access Control Management System
• ACMS Orientations

Building Operations (Plant Op)

• Work Request
  • You will receive a copy of your request in your email after submitting
  • Please print a record for filing purpose
  • Update the 'Work Request' worksheet after submitting each request: O:\Techadmin\Financial\Financial Status 1213.xlsm
  • Each work request has an unique ID, please use that ID to check the status with our FM: Canlas, Joel <joel.canlas@ubc.ca>

• Annual Shredding - Record Management Guideline

  • June – Put in a work request for annual confidential shredding, please also ask Plant Op to deliver 50 boxes to the Supplies Room (210) for packing

  • July - A notice needs to be sent out to the department, notifying them of the annual shredding.

  • The boxes of shredding need to be collected from the various offices, and placed into room 062 so that Waste Management has one location to pick up from.

• Furniture Purchasing
• Plant Op Contact

  • All non emergency problems related to the Computer Science building such as water leaks, broken doors or key cylinders, light bulb outages or damage of any kind should be reported to UBC Trouble Calls.

    Trouble Call <tc.plantops@ubc.ca> 

  • If the situation is hazardous or needs to be attend to immediately, please call UBC Trouble Calls directly at 822-2173.

  • If it is after building hours or building security is at risk, please call UBC Campus Security at 822-2222
• Temperature Measurement
  • The meter is located inside the cabinet towards the window
  • Press the yellow button, hold the meter toward aire intake
  • Record the temperature display on the screen

Committees

Computing

• Webpage
• every 1st Tuesday of the month from 10:30am-12pm in room 104 (From Jan-June 2013)
• Please consult with Committee head for new meeting date/time for Sept 2013 term
• Minutes send to Moyra Ditchfield <ditchfld@cs.ubc.ca> for approval within 1 week after the meeting
• Send final version to committee head at least 1 week before the meeting
• .doc copy save to O:\Committees\Computing Committee\Minutes
• Convert to .pdf and upload to https://www.cs.ubc.ca/our-department/administration/committees/computing/minutes-agendas

Operations Working Group

• Webpage
• every 3rd Tuesday of the month in room 202 at 10:30am
• Please consult with Moyra for new meeting date/time for Sept 2013 term
• Minutes send to a designated member of the committee for approval within 1 week after the meeting
• Send final version to group at least 1 week before the meeting
• .doc copy save toO:\Committees\Operations Working Group\Minutes
• Convert to .pdf and upload to https://www.cs.ubc.ca/our-department/administration/committees/operations-working-group/minutes-agendas

Space:

• Webpage
• every 2nd Wednesday of the month from 3-4:30pm in room 104
• Please consult with Committee head for new meeting date/time for Sept 2013 term
• Minutes send to Moyra Ditchfield <ditchfld@cs.ubc.ca> for approval within 1 week after the meeting
• Minutes on Wiki from previous month save to O:\Committees\Space Committee\Minutes
• Agenda on Wiki from current month save to O:\Committees\Space Committee\Agenda
• Convert both file to .pdf and upload to https://www.cs.ubc.ca/our-department/administration/committees/space-safety/minutes-agendas
• Clear previous agenda.  Please leave the misc items on agenda:
  • Call for additional agenda items [standard item; 5 min; HH]
  • Acceptance of minutes from last meeting (see DraftMinutes) [standard item; 5 min; HH]
  • Health and safety items [5 min; MD]
  • Adjourn meeting [standard item; 1 min; HH]
• Update the approval minutes on Wiki

Teaching and Learning Support (TLS)

• Webpage
• every 4th Tuesday of the month starting Jan 22, 2013.  It will be from 12:30pm-2pm in room 238
• Please consult with Committee head for new meeting date/time for Sept 2013 term
• Minutes send to Moyra Ditchfield <ditchfld@cs.ubc.ca> and Anthony Winstanley <winstan@cs.ubc.ca> for approval within 1 week after the meeting
• Send final version to committee head at least 1 week before the meeting
• .doc copy save to O:\Committees\Technical Staff Support\Minutes
• Convert to .pdf and upload to https://www.cs.ubc.ca/our-department/administration/committees/teaching-learning-support/minutes-agendas

CUPE 2950

• Register to MOST workshop: http://www.hr.ubc.ca/learning-development/most-workshops/
• Suggested course: https://webapps.hr.ubc.ca/hrcatalog/catalog_coursesessions.action?subcategory=MOST&coursecode=WPM&scope=CURRENT

Finance

• Journal Voucher (JV)
  • JV generator
  • Check with Ming to ensure you have the access to the system
  • Scan signed JV and send a copy to Michelle Lin <mtlin@cs.ubc.ca>, Antony Manning <anthony.manning@ubc.ca> and Ben Pong <ben.pong@ubc.ca>
  • Keep original copy for filing

• Supply Management
  • Purchase Requisiton Form
  • Scan signed form and send to Purchase Requisition <purchase.requisitions@ubc.ca> and Michelle Lin <mtlin@cs.ubc.ca>
  • Keep original copy for filing
  • When received invoice, obstain signature from requester (usually Ming, Mike, Glen and Sean)
  • Make sure they sign the invoice and put "Received in good condition by MM/DD/YYYY"
  • Scan and send the signed invoice to Accounts Payable <poinvoice@finance.ubc.ca> and Michelle Lin <mtlin@cs.ubc.ca>
  • Keep original invoice together with the Purchase Requisition Form

• Q-req
• Smart form training: http://finance.ubc.ca/node/212
• Please ask Sandra to grant you access to FMS
• Obtain signature from authroizated person.  1 copy for filing, pass the original and 1 copy to finance clerk
• Update after each transcation. 
  • Financial Record: O:\Techadmin\Financial\Financial Status 1213.xlsm
  • Type: Pcard, JV, Q-req, travel and Supply
  • ID: Unique ID from the forms
  • Date
  • SC = Speedchart
  • Acct = Account
  • Code = Program Code
  • Amount
  • Remarks = Description
  • PG, DEPT, FUND and Committee field are automatic fields
  • Every month, you will receive some reports from finance clerk, please reconcile them with the financial record and update the transaction as Reconciled and highlight them in green
  • Please also update all committee budget and spending by using the Marcos from each committe page
  • All committee spending need to be submitted by March 31st
  • All committee budget need to be updated by April, please consult with Moyra for Space and TLS buget, Mike for Computing Budget and Ming for Ming's own budget

• Plant Maintenance
  • Speedchart: HJRS, Account: 664000, Program Code: OPR01
  • Obtain signature from Moyra.  1 copy for filing, pass the original and 1 copy to finance clerk

• Internet Claim
  • Twice per year: Feb (must be submitted before March 31st to claim as current fiscal year) and Sept
  • Speedchart: CNFC, Account: 764003, Program Code: OPR04
  • Obtain signature from Department Head.  1 copy for filing, original and 1 copy to finance clerk

Grad Release Form

• Check if the student has any oustand key https://www.keydesk.ubc.ca/
• Confirmed if he/she has returned all of the keys for pedestal, filing cabinet, drawers ... etc
• Sign-off

Health and Safety

• Webpage:  Updated First Aid Attendant and Floor Wardens list
• Register for 1st aid course: http://riskmanagement.ubc.ca/emergency-mgt/first-aid/training-course
• Register for Floor Warden training: http://riskmanagement.ubc.ca/emergency-mgt/floor-warden-training
• Register for Office Ergonomics course: http://www.hr.ubc.ca/health/ergonomics/office-ergonomics-representatives/
• All safety related documents are located in O:\Committees\Space Committee/Safety folder

Key Request

• For Faculty moving offices and New Visitors
• Sub-master key and master key need to be approved by Moyra

Moyra's Calendar

• For meeting schedule with Moyra

Phone Request

• For existing phones that are experiencing problems, the person can either call 611 or email telephone trouble calls at telephone-repairs@itservices.ubc.ca.
  • Note the telephone number, set type, department, location, your name, and a description of the problem

Space Issue

• Office Relocation
• Visitor Seating Request
• Master spreadsheeting O:\Committees\Space Committee\Resources\Master List

Tech Admin

• Wiki - to record non CS unit support when tech staffs do work for ICICS, MSS, Magic or the Reading Room
• Internet Reimbursement
  • Complain Q-req for every tech staff
  • All internet claims should be charged to CNFC, 764003, OPR04
• Meeting Minutes - updated every Friday around 3pm
• Leave Record
  • Should be done on a monthly basis
  • Update the Leave Record spreadsheet in O:\Techadmin\Vacation based on the info from https://apps.cs.ubc.ca/tech-calendar

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