THE UNIVERSITY OF BRITISH COLUMBIA
SEPTEMBER 2004 / ISSUE 5
“I think that there is a world market for maybe five computers”
- Thomas Watson, Chairman of IBM, 1949
Thomas Watson was slightly off in his prediction and
computer hardware and software play a critical role in
Finance business processes. With the successful
upgrade of PeopleSoft FMS to the web-based version
8.4 we are now in a position to take advantage of
some of the many benefits that this platform offers. In
response to requests from the UBC Community for
increased on-line FMS update access, as well as a
few other factors, we are examining ways to do this.
We are proposing a Finance Certification model as a
systematic and rational way to increase access. Under
this model faculties, ancillaries and departments would
apply for on-line FMS update access, undergo
INSIDE intensive training, meet established standards and
then be provided with FMS update access. Finance
Staff News 2 would be responsible for providing the training,
assisting with policy and procedure documentation,
Congratulations! 3 conducting spot audits and acting as a support
resource. Applying for on-line FMS update access
Farewells 4 would be at the option of the faculty, ancillary,
department and would not apply to all transactions (all
Fun in the Sun! 5 purchase orders and blanket order invoices would still
be done by Finance). We will provide further updates
Area Updates 6 on the development of this exciting initiative.
Department News 7 Neil Kelly
Director, Financial Services
Finance’s Latest Additions…
Endowment Accounting Welcomes Ellen Ratzlaff
Early this month Ellen Ratzlaff joined our Endowment
Accounting Section on September 2nd, replacing Denise Field
who retired at the end of August. Ellen comes to Finance
from the Faculty of Education where she was highly regarded
by her supervisors and coworkers. In her position at Finance
she will be responsible for approving requisitions of the (E)
ndowment fund, for maintaining chartfields and speedcharts
of all funds except R & S, and for collecting Hampton Place
levies. We welcome Ellen to Finance!
The Finance Admin Group Welcomes
The Finance Admin Group welcomes Gloria Saesura, who
became our Secretary D, effective September 13th. Gloria
comes to us having recently worked at the UBC School of
Nursing. Prior to this, she worked at Staff Finders, gaining
experience in several departments on campus. Her
background is broad and includes time in Australia and
Gloriia Saesura Toronto, working in research and administration, film and
broadcast media. We are confident she will be a great
addition to our team!
The Analyst Group Welcomes Kathleen Campbell
and Michelle Hunt
Finance has two new individuals working with our analyst
group. Kathleen Campbell, from Robert Half, is replacing
Mark Freeman on the UBC Okanagan project. Michelle
Hunt, who comes to UBC from ICBC, is joining Finance as a
part-time Senior Analyst. We welcome you both!
Payroll Announcements Effective September 9th
Wade Noseworthy has accepted the position of the Faculty Payroll Representative covering Faculty
members from P to Z. For the past two years, Wade has maintained Portfolio 4, Arts, Continuing
Studies, Library. We congratulate Wade on his new role!
Jody Barker has accepted the position in Portfolio 4. For the past five years, Jody has
maintained Portfolio 7, Agricultural Sciences, Financial Services, Housing & Conferences. We
congratulate Jody on her new role!
Geanina Vacariu has accepted the position of Portfolio 7. Previously Geanina held the position of
Front Counter Staff. She has completed level two of the Canadian Payroll Association and is
currently working on her Payroll Supervisor designation. Congratulations Geanina!
Good News for RTA!
Finance congratulates Moses Lo on successfully completing his CGA designation.
Leisa Rattray was the successful candidate for the Clerk H position on the Tri-Council team, effective
September 7th. Leisa has most recently been a Clerk F on the General Grants team reporting to
Derek, overseeing the S fund portfolio and other research administration tasks. She will be a
welcome addition to the Tri-Council team. We congratulate Leisa on her promotion!
Travel Welcomes Susan Jackson
The Accounts Payable section welcomes Susan Jackson to Travel Requisitions, effective September
1st. Previously Susan worked as a floater in the Finance Admin section, assisting the Requisition
Processing section with the backlog. We congratulate Susan and wish her the best in her new role!
Congratulations to Kent Matthewson
We congratulate Kent Matthewson in his new role as Payroll Technical Analyst, effective August 16th.
This position is responsible for providing technical support, understanding and resolving HRMS
system issues, and investigating potential technology solutions that will enable the payroll division to
increase business process efficiency and effectiveness as well as maintaining the payroll website.
Kudos also go to Wentworth and Carol whose efforts were recently recognized with a customer’s
Timbit treat – let this be proof that customer service does pay off!
Melanie Pronk – September 3rd
Denise Field – August 31st
Julie Cheng – August 25th
Andrew Davidson – August 20th
Bernard ter Stege – August 20th
Jason Chappel – August 13th
Kavita Srivastava – September 29th
Above: Jason Chappel’s Going Away
Above: Andrew Davidson and
Bernard ter Stege’s Farewell
Left: Denise Field’s
FUN IN THE SUN!
Above: Jason DesRoches,
Tomomi Marsden, Fe Lubigan
FS Fun Summer
Barbeque – August
No pictures for Raul!
The Finance Soccer Team in Action!
Accounts Payable Systems
Accounts Payable has started the BPR project The new Web-based Human Resource
at Requisition processing. Key team members Systems (HRMS) went live 90 days ago and
have been identified and the project is has been stable with no outstanding issues.
underway. The significantly more complex Web-based
Financial Management System (FMS) went
FIA reporting – The Accounts Payable section live 60 days ago, and the support team is
is completed and submitted to the reporting working through post implementation issues to
group. ensure the system is stable.
Requisition processing section has reduced An alternate login page is being offered to
the backlog to a reasonable level. Our next users to eliminate MyUBC login problems:
target is to reduce AP’s backlog. http://login.msp.ubc.ca. If you have any concerns
or questions, please send an email to
Canada Savings Bond Campaign – The A special dinner to celebrate a successful
completion of both HRMS and FMS projects took
Payroll Savings Program application forms
place on September 17th, at the University Centre.
must be completed and received by Pat
Dollard at UBC Payroll, no later than Friday,
October 22, 2004. Once completed, automatic
deductions will start with your first pay in Revenue Accounting
January. The Banking and General Accounting sections
combined into a new section called Revenue
Research & Trust Accounting Accounting (RA) on July 15, 2004. RA is now
responsible for the accounts receivable, stop
RTA has been busy in the last few weeks
payment, PST and withholding taxes
getting ready for the Tri-council audit that is
remittances, tuition revenue, credit card and
bank accounts reconciliation. The RA group
consists of Carmela Gargiulo, Joy Oke, Jean
RTA is continuing to work with Revenue Forward, Julie Cheng, Edmund Gin, Michele
accounting on the A/R transition process.
Benitez and Michael Chan.
A recent grant administration training course
HSBC Bank Canada will be changing the
that was presented to the Arts Faculty was hours of operation of its branch at 10th &
very well received. We will be providing more Sasamat effective November 1, 2004 as
sessions of this kind in the future, in addition to
the current MOST course offering.
Tuesday – Thursday 9:30 am - 4:30 pm
RTA was also part of a group that presented at
Friday 10:00 am - 6:00 pm
the latest Researcher Orientation Day held in Saturday 9:30 am - 3:00 pm
August. The presentation was well received by Sunday CLOSED
the >100 new faculty and research staff who
attended. The next Researcher Orientation
Day is planned for February. We are creating
binders to help faculty understand the UBC
processes. If you would like any information to
be included in these binders, please notify
Customer Service Award
Every quarter Financial Services awards the Customer Service Award to a staff
member whose actions best exemplify excellent customer service!
We know that there are several of you are deserving of such an award, but we need
your stories and we need your nominations. Please take time to nominate a co-
worker who you think should win the next Customer Service Award. Please forward
all nominations to Janet Ferraro at firstname.lastname@example.org
Meeting UBC Faculties
Over the past few months, staff from Financial Services have been meeting with administrative
staff from various faculties. The visits are an opportunity to meet contacts and discuss key
Our next scheduled visit is with the Faculty of Science on September 23rd.
Thank you for reading this issue of The Grapevine. If you have any
suggestions or ideas of what to include in future newsletters please
contact Janet Ferraro – email@example.com