April 30, 2025
UBC Okanagan is making improvements to the billing process for campus telephone services, effective May 2025. This change is part of a broader effort to modernize communications and improve cost management across the university.
Billing changes in May will only affect phone service charges that have been billed for in previous periods, including employees who have transitioned to the new softphone service model, or have requested a new service, move or change in service since April 2025.
What’s Changing?
- Monthly Billing:
Departments will move from quarterly to monthly billing for all campus phone lines. Charges will be based on the number of active phone lines in your department as of the second Wednesday of each month.
- Workday Integration:
Instead of receiving PDF invoices, all phone service charges will now be processed automatically through Workday as an Internal Service Delivery (ISD). Charges will be auto-approved through this system. Each service charge will be itemized as a transaction in the ledger, improving readability and tracking.
- How to Review Charges:
Departments can review their monthly phone charges directly in Workday by running the “Ledger Summary – Distributed” report.
- Navigate to: Expenses → Supplies and Sundries | Internal → Utilities → Telecommunication Charges.
- Click on the month you wish to view, or year-to-date (YTD) for a rollup of all charges.
Why the Change?
- The new billing process is designed to provide more timely and transparent cost information to departments, making it easier to track and manage expenses.
- This update supports the university’s shift toward flexible, hybrid work models and ensures a sustainable approach to communication costs.
What You Need to Do:
- Review your department’s phone lines and consider whether all are still needed. Cancelling unused lines can help reduce costs under the new model.
- Familiarize yourself with the new Workday reporting process to stay on top of your department’s telecommunications spending.
Looking Ahead:
- UBCO IT is working toward transitioning all campus phone lines to a new software-based phone service, Softphone, by mid-2026. More information about this service and how it works will be shared as the migration progresses.
Questions or Support:
- For questions about billing or how to access reports in Workday, please submit a ticket
- For updates on upcoming changes to phone services, stay tuned for future announcements.
Posted in Admin News, Bulletins, UBC IT Okanagan | Tagged phone, phone billing, voice services
February 10, 2025
UBC recently participated in a BCNet competitive process to select a supplier for IT managed desktops, laptops, and computer accessories. UBCO has selected Dell as the preferred supplier for Windows computers (note: a similar process is underway to select a supplier for Apple devices). This includes computers funded centrally through the Computer Replacement Program (CRP), as well as department funded devices supported by UBCO IT.
Previously, departments who needed Dell products which were not centrally funded, (i.e. additional accessories such as docks or monitors not funded by CRP, or computers for non-FTE employees) could purchase these via the Microserve supplier catalogue in Workday. With this change in supplier, Dell products are no longer available in the Microserve catalog and must be purchased directly from Dell.
We are working on setting up a Dell supplier catalog in Workday, however in the interim, please use the following process for any computer purchases (even if they are department funded) to ensure you receive the best value and compatibility:
Non-research related Dell purchases:
- Obtain a quote: Please submit a request in the UBC Self-Service Portal to “Order New Hardware”
Note: UBCO IT will prioritize these requests so purchases can be received before the year-end purchasing deadline.
- Create a purchase requisition: Use the quote provided from IT to Create a Requisition in Workday
- Procurement will finalize the order with Dell on completion of the requisition process. No action is required by the requestor to place the order once the purchase requisition is created.
Research related Dell purchases:
Please continue to contact the Research Computing Team for all research purchases.
Computer Replacement Program:
There is NO change required for requests to provide new FTE employees with a computer or to replace an existing CRP device that is end of life. Please continue to follow the process outlined HERE.
Questions or Concerns? Please contact the UBCO IT support team.
Posted in Admin News, Bulletins, IT Business Services, UBC IT Okanagan, Uncategorized | Tagged catalogue, CRP, dell, laptop, microserve, purchase
January 13, 2025
You can now present/share content wirelessly in UBCO meeting rooms using AirPlay for Mac computers and iPhone/iPads or Miracast for Windows devices.
This removes the need to plug in an HDMI cable (directly or through a dongle) and allows you to wirelessly share your screen to either the in-room display or within a video conference call.
To use this new feature your device will need to be connected to the ubcsecure wireless network in one of the following rooms:
- ADM: 002d, 006a, 013, 013j, 103i, 119
- ARTS: 276
- ASC: 412
- EME: 2124, 3112, 3124, 3284, 4116, 4143, 4218, 4245, 4289
- LIB: 314d
- UNC: 321, 325a, 334
- SCI: 253, 331
- IA1: 115
- OM2: 138
- Landmark 4: 637, 650
In Cisco dual display meeting rooms (those who two display screens), both screens can now be utilized during a meeting or video call. Note: when no content is shared you will see the participants on both screens.
View the full Generic Cisco Usage Guide for more details on sharing content in a meeting room.
Posted in Bulletins, Client Services, UBC IT Okanagan | Tagged airplay, meeting room, present, wireless
March 7, 2025
To better centralize IT knowledge across campuses, UBC IT Okanagan will be migrating its IT Knowledgebase from KnowIT to the UBC Self Service Portal (ServiceNow). This transition aligns Okanagan’s IT resources with UBC Vancouver, creating a single, centralized location for both IT and Workday knowledgebase articles.
Relevant articles have been migrated from the KnowIT knowledgebase application and will be decommissioned on April 1, 2025.
After this date, knowledge base articles will be available exclusively through the UBC Self Service Portal (ServiceNow).
This change will improve access to IT support information and ensure consistency across campuses. If you have any questions or need assistance, please contact UBC IT Okanagan.
To Access IT Knowledge:
Explore our UBCO IT knowledge base to find answers to common questions, how-to articles, user guides, and more.
FIND UBCO IT ARTICLES
Posted in IT Support, UBC IT Okanagan
November 7, 2024
You’re invited to UBC IT Okanagan’s ‘Tis the Season Open House 2024 
Tuesday, December 3
12:30 pm to 2:30 pm
ADM 024
You’re invited to the annual holiday-themed open house hosted by UBC IT Okanagan.
We’re decking the halls of ADM 024 and filling them with festive food and drinks for campus staff and faculty.
Come see behind the scenes and meet the teams who help reset your password, keep the wifi running and make sure the classroom tech supports the teaching and learning needs of our campus.
We will have sweet and savory treats, a hot chocolate bar and more. Challenge your team members to a game of Mario Kart or Duck Hunt, try your hand at flying (and landing?) a plane in the flight simulator or test your cybersecurity know-how.
No RSVP needed, just grab your co-workers and your most festive holiday attired (did we mention there’s a photo booth?) and share some holiday spirit with your fellow UBCO employees. Add it to your calendar from the UBCO Events page HERE.
View UBCO Event Listing
Posted in Bulletins, Exchange, UBC IT Okanagan | Tagged holiday, open house, UBCO IT Holiday Open House
