Du 23 au 26 juin June 23-26 - Charlottetown, PEI/ (Î.P.É) KNOWLEDGE INNOVATION TRANSFORMATION CONNAISSANCE INNOVATION TRANSFORMATION - CAUBO
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KNOWLEDGE • INNOVATION • TRANSFORMATION
CONNAISSANCE • INNOVATION • TRANSFORMATION
June 23-26
Du 23 au 26 juin
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Charlottetown, PEI/ (Î.P.É)
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Editor
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Features
VOLUME 15 • NUMBER 2
Published four times a year on behalf of
the Canadian Association of University
Business Officers (CAUBO) by
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Articles
VOLUME 15 • NUMÉRO 2
l’Association canadienne du personnel
administratif universitaire (ACPAU) par
Third Floor - 2020 Portage Avenue
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Tel: 866-985-9780
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37
19 Going paperless
25 Students online
instead of in line
Canadian Association of University
Business Officers
at U of T Mississauga
Association canadienne du personnel
administratif universitaire
320 – 350 rue Albert Street
37 Welcome/Bienvenue
Ottawa, Ontario K1R 1B1 CAUBO Conference/
Tel./Tél.: (613) 563-3961 ext. 270
Fax/Téléc.: (613) 563-7739 Congrés de l’ACPAU
info@caubo.ca/info@acpau.ca
Charlottetown
Executive Director/Directrice générale
Carole Workman
June 23-26, 2007 KNOWLEDGE • INNOVATION • TRANSFORMATION
Editorial Board/Comité de rédaction Du 23 au 26 juin 2007 CONNAISSANCE • INNOVATION • TRANSFORMATION
Chair/Président: Lawrence Durling,
St. Thomas University
Members/Membres:
Pat Hibbitts,
Simon Fraser University 6 Executive Director’s 15 Working for you
Lucie Mercier-Gauthier,
University of Ottawa
Sharon Cochran,
Departments Message
• Message de la
directrice générale
• À votre service
28 Leadership
University of Northern BC
The views expressed in this publication are the responsibility
Chroniques 9 People Moves
• En mouvement
30 Procurement
32 Risk Management
of the publisher and do not necessarily reflect the views
of the officers or members of the Canadian Association
10 Meet our Volunteers
of University Business Officers. • Rencontrez nos 34 Legally Speaking
Les opinions exorimées dans cette publication sont la bénévoles
responsabilité de l’éditeur et ne reflètent pas nécessairement
celles des dirigeants ou des membres de l’Association
canadienne du personnel administratif universitaire.
The CAUBO web site / Le site internet de l'ACPAU
© 2006 Craig Kelman & Associates Ltd. All rights reserved. The contents
of this publication may not be reproduced by any means, in whole or in
part, without the prior written consent of the publisher.
www.caubo.ca www.acpau.ca
© Craig Kelman & Associates Ltd., 2006. Tous droits réservés. Cette
publication ne peut être reproduite, en tout ou en partie, par quelque
moyen que ce soit, sans autorisation écrite préalable de l’éditeur.
Executive Director's Message Message de la directrice générale
Impressive topics, speakers Sujets et conférenciers impression-
Canadian Association
and fun-filled activities nants, activités divertissantes – voilà
of University Business Officers highlight our 2007 conference ce que réserve le congrès 2007
Association canadienne du
personnel administratif universitaire A Cradle on the Wave is the theme for the Le thème du congrès ACPAU 2007 est Un berceau sur
CAUBO 2007 Conference. Just as Prince les vagues. Tout comme l’Île-du-Prince-Édouard est le
Board of Directors
Conseil d'administration Edward Island is the ‘Cradle of « berceau de la Confédération », les uni-
Sheila Brown Confederation,’ so are universi- versités sont des « berceaux » de connais-
President/Présidente ties cradles of knowledge, inno- sance, d’innovation et de transformation
University of Toronto vation and transformation on qui voguent sur les vagues d’une société
(416) 978-2065 Fax/Téléc. 978-5572
sheila.brown@utoronto.ca the waves of a changing society. en perpétuel changement. Vous convien-
You will likely agree, when you drez aisément, à la lecture du programme
Nancy Walker
review this year’s program, that de cette année, que la brochette de sujets et
Past-President/Présidente sortante
The University of Lethbridge the lineup of topics and speak- de conférenciers est vraiment impression-
(403) 328-2207 Fax/Téléc. 329-2097 ers is truly impressive and well nante et concorde tout à fait avec le thème.
nancy.walker@uleth.ca
aligned with our theme. From Qu’il s’agisse du séminaire précongrès
Gabrielle Morrison pre-conference seminars on sus- sur la durabilité de l’environnement, des
Vice-President/Vice-président tainability, to plenary speakers conférenciers des plénières qui traiteront
Saint Mary’s University
(902) 420-5409 Fax/Téléc. 420-5566 on creative teams and urban Carole Workman
des équipes créatives et de l’aménagement
gabe.morrison@smu.ca development, to track sessions urbain, des séances portant sur l’analyse
on benchmarking, succession planning and comparative, sur la planification de la relève ou sur
André Racette
Secretary-Treasurer/Secrétaire-trésorière research, participants will have the oppor- la recherche, les participants auront l’occasion de se
Université de Montréal tunity to contemplate issues of global sig- pencher sur des dossiers qui ont une portée mondiale
(514) 343-7153 Fax/Téléc. 343-2282
andre.racette@umontreal.ca nificance and of fundamental importance et revêtent une importance fondamentale pour les
to universities and colleges. universités et les collèges.
Carole Workman By their very nature, universities are De par leur nature, les universités sont sou-
Executive Director/Directrice générale
(613) 563-3961, ext. 268 often the first to identify and tackle the most vent les premières à cerner les enjeux sociaux,
Fax/Téléc. 563-7739 difficult social, economic and environmental économiques et environnementaux les plus difficiles
cworkman@caubo.ca/cworkman@acpau.ca
challenges. As higher education adminis- et à s’y attaquer. À titre d’administrateurs du milieu de
Gary Brewer trators, you are called upon to ensure that l’enseignement supérieur, vous êtes appelés à veiller
York University the infrastructure, personnel, funding, and à ce que l’infrastructure, le personnel, le finance-
(416) 736-5160 Fax/Téléc. 736-5421
brewerg@yorku.ca policy framework are in place to demonstrate ment et le cadre des politiques soient en place afin
your institution’s leadership in responding de témoigner du leadership dont votre établisse-
Lawrence Durling to these challenges. The annual CAUBO ment fait preuve pour relever ces défis. Le congrès
St. Thomas University
(506) 452-0533 Fax/Téléc. 452-0546 conference is dedicated to providing you annuel de l’ACPAU a comme but premier de vous
ldurling@stu.ca with the opportunity to gain insight into the donner l’occasion de mieux comprendre les nombreux
many issues and challenges facing higher enjeux et défis auxquels l’enseignement supérieur est
Louis Gendreau
Université du Québec education, to consider leadership and man- confronté, d’étudier des exemples de leadership et
(418) 657-4315 Fax/Téléc. 657-2132 agement responses, and to network with a d’interventions de la direction, ainsi que de réseauter
louis_gendreau@uqss.uquebec.ca
broad representation of higher education avec un vaste éventail d’administrateurs provenant
Patricia Hibbitts administrators from across the country. d’un peu partout au pays.
Simon Fraser University We encourage administrators from every Nous encourageons les administrateurs de tout
(604) 291-3381 Fax/Téléc. 291-4009
pat_hibbitts@sfu.ca facet of the university or college (i.e., admin- secteur d’une université ou d’un collège (p. ex., admin-
istration, student services, teaching and istration, services aux étudiants, enseignement et
Bryan Mason
learning, and research) to attend, as well as apprentissage, recherche) à participer au congrès,
Dalhousie University
(902) 494-3862 Fax/Télec. 494-2022 experienced, new or aspiring managers. No tant les directeurs chevronnés que les nouveaux arri-
bryan.mason@dal.ca other conference will provide you with as vants et les aspirants directeurs. Aucun autre con-
Michael W. McAdam broad an understanding of the environment grès ne vous donnera une perspective aussi large de
University of Calgary in which we work. l’environnement dans lequel nous travaillons.
(403) 220-7231 Fax/Téléc. 289-6800 Of course, the conference is not all work! Bien sûr, on ne fait pas que travailler au congrès!
mcadam@ucalgary.ca
The CAUBO conference is hosted in a differ- Le congrès ACPAU a lieu chaque année dans une
Lucie Mercier-Gauthier ent venue every year to enable participants nouvelle ville afin de permettre aux participants de
University of Ottawa
to experience the richness of Canada’s diver- découvrir la richesse et la diversité de notre pays
(613) 562-5740 Fax/Téléc. 562-5107
luciemg@uottawa.ca sity climate, industry and society. The pro- du point de vue du climat, des industries et de la
gram includes numerous opportunities to société. Le programme prévoit de nombreuses occa-
André Racette
Université de Montréal experience local flavour and culture. Come sions d’apprécier les couleurs et la culture de la région.
(514) 343-7153 Fax/Téléc. 343-2282 and enjoy PEI’s beautiful beaches, great golf, Venez à l’Île-du-Prince-Édouard, pays de magnifiques
andre.racette@umontreal.ca and wonderful seafood… and, of course, plages de sable, de terrains de golf fascinants et, bien
Morty Yalovsky Ann of Green Gables! sûr, d’Anne aux pignons verts!
McGill University
(514) 398-6037 Fax/Téléc. 398-5902
morty.yalovsky@mcgill.ca
People Moves En mouvement
New CAUBO Corporate Member/ Retirements People Moves
Nouveaux membre corporatifs de l’ACPAU Effective January 1, 2007, Eric Harbot- In future issues of University Manager we will be
Investor Economics, Toronto ON – Earl tle, Vice-President, Administration and announcing changes in the administrative
positions of CAUBO members.
Bederman Finance retired from the University of
Windsor. Good luck and enjoy your well Please send information regarding appointments,
retirements, etc. to the CAUBO office.
deserved retirement.
New appointments/Nominations En mouvement
Chantal Beauvais, Vice-Rectrice à l’admi-
Effective December 31, 2006, Bryan Nous annoncerons dans les prochains numéros de
nistration, Université Saint-Paul Gestion Universitaire les changements aux fonc-
Mason, Vice-President, Administration tions administratives des membres de l’ACPAU.
and Finance retired from Dalhousie Uni-
Robert Bourgeois, Vice-Presi- Veuillez faire parvenir toute information sur
versity. Good luck and enjoy your well les nominations, les retraites, etc.
dent, Administration, of Lauren-
deserved retirement. au bureau de l’ACPAU.
tian University
As Vice-President, Administra-
tion, Mr. Bourgeois oversees all adminis-
trative aspects of the university, including
responsibility for four major portfolios:
finances, human resources, physical plant
and space planning, and computer ser-
vices.
Ken Burt, Vice-President,
Finance and Administration,
Dalhousie University
Ken Burt, has been appointed
Vice-President Finance and
Administration at Dalhousie University as
of January 1, 2007. Ken comes to Dalhousie
from Okanagan University College (OUC)
where he was Vice-President, Finance and
Administration.
Stephen Willetts, Vice-
President, Administration and
Finance, University of Wind-
sor
Stephen Willetts comes to the
University of Windsor with a wealth of
over 20 years senior management expe-
rience. Stephen successfully made the
move into the Canadian university sector
as Vice-President Finance and Admin-
istration at the University of Winnipeg,
following several years working for the
Province of Manitoba, including the pro-
vincial Health Department. Stephen and
his family emigrated to Canada in 1997
and prior to emigrating he had worked
as a management consultant focusing on
the health sector and had held several
senior positions within the UK National
Health Service. He holds an accounting
designation.
UNIVERSITY MANAGER • Spring 2007 
Meet our Volunteers
M M
ary Ann Mork first became involved ary Ann Mork s’est d’abord intéressée à
with CAUBO when she attended the l’ACPAU lorsqu’elle a assisté au séminaire
Internal Auditor Pre-Conference Ses- précongrès sur la vérification interne qui a
sion held in Quebec in 2001. The following eu lieu à Québec en 2001. L’année suivante, le tout
year, the newly-formed CAUBO Internal Audit nouveau Comité de vérification interne de l’ACPAU
Committee was looking for regional represen- cherchait des représentants régionaux. « Mon vice-
tation. “My Vice-President, Mike McAdam, recteur, Mike McAdam, m’a encouragée à devenir la
encouraged me to become the western regional représentante régionale de l’Ouest afin de soutenir
representative in order to support CAUBO and l’ACPAU et d’en apprendre davantage au sujet de
learn more about the culture of universities,”
recalls Mary Ann, Director of Audit Services
Mary Ann la culture des universités », se rappelle Mary Ann,
directrice des services de vérification de l’Université
at the University of Manitoba. “Also, because
I was involved with the Winnipeg Chapter of
Mork du Manitoba. « Aussi, parce que j’étais active auprès
de la section de Winnipeg de l’Institut des véri-
the Institute of Internal Auditors, I could bring ficateurs internes, je pouvais apporter au Comité
my knowledge of emerging issues in internal ma connaissance des enjeux nouveaux touchant la
auditing to the committee.” vérification interne. »
At the University of Manitoba, Mary Ann “I brought À l’Université du Manitoba, Mary Ann dirige
leads and directs an audit team that provides une équipe de vérification qui donne au conseil
the Board of Governors and university admin- audit expertise d’administration et à l’administration universitaire
istration with objective assurance that con- rather than une assurance objective en ce qui concerne les con-
trols are adequate and are functioning as they trôles, du fait qu’ils sont adéquats et qu’ils remplis-
should. Before coming to the university, she administration sent leur fonction. Avant son arrivée à l’Université,
was an Audit Principal with the Office of the expertise to elle a été directrice principale responsable de la véri-
Auditor General of Manitoba for more than fication au Bureau du vérificateur général du Mani-
15 years. “I brought audit expertise rather
the position, toba pendant plus de 15 ans. « À mon nouveau poste,
than university administration expertise to and I have j’ai apporté mon expertise en vérification plutôt que
the position,” notes Mary Ann. “And I have dans le domaine de l’administration universitaire »,
been learning
been learning about university administration fait observer Mary Ann. « Et depuis ce temps, j’en
— which I find fascinating — ever since.” about university apprends sans cesse au sujet de l’administration
In June 2005, when the CAUBO Internal administration universitaire, domaine que je trouve fascinant. »
Audit Standing Committee needed a new En juin 2005, lorsque le Comité permanent de
chair, Mary Ann was invited to assume the ever since.” vérification interne de l’ACPAU cherchait un nou-
role. In this capacity, she has led the committee veau président, c’est Mary Ann qui a été invitée à
in the development of a Strategic Plan outlin- jouer ce rôle. À ce titre, elle a dirigé le Comité tout au
ing five short-term and three long-term goals. long de l’élaboration d’un plan stratégique décrivant
“I am very lucky to have other great volunteers cinq objectifs à court terme et trois objectifs à long
on my committee including Mark Britt, Gracy terme. « Je suis très chanceuse de pouvoir compter
Pardillo, Ted Doane and Margaret Sterns,” sur d’autres formidables bénévoles qui sont mem-
says Mary Ann. “I also appreciate the ongoing « À mon nouveau bres de mon comité, notamment Mark Britt, Gracy
support from University of Manitoba senior poste, j’ai apporté Pardillo, Ted Doane et Margaret Sterns », affirme
administration, which allows me to continue Mary Ann. « J’apprécie également l’appui continu
in this volunteer position.” Each year, the mon expertise que je reçois de la haute direction de l’Université
committee works together to prepare CAUBO en vérification du Manitoba, qui me permet de continuer d’occuper
pre-conference and conference sessions and to ce poste de bénévole. » Chaque année, le Comité
build a strategic alliance with the Association plutôt que dans travaille collectivement à préparer les séances du
of College and University Auditors (ACUA), le domaine de séminaire précongrès et du congrès de l’ACPAU
while raising awareness of emerging issues proprement dit ainsi qu’à tisser une alliance straté-
that affect our institutions. l’administration gique avec l’Association of College and University
In past volunteer work, Mary Ann has universitaire, Et Auditors (ACUA), tout en faisant connaître les préoc-
served as Chair and Past Chair of the Winnipeg cupations qui touchent nos établissements.
Chapter of the Institute of Internal Auditors
depuis ce temps, Parmi ses activités de bénévolat passées, Mary
and as a member of the Education Commit- j’en apprends sans Ann a agi comme présidente et présidente sor-
tee of the Institute of Chartered Accountants tante de la section de Winnipeg de l’Institut des
cesse au sujet de
of Manitoba. She has also taught audit and vérificateurs internes et membre du Comité de la
control for five years in Extended Education l’administration formation de l’Institute of Chartered Accountants
at the University of Manitoba. universitaire. » of Manitoba. Elle a également enseigné pendant
cinq ans dans le domaine de la vérification et du
contrôle à l’Université du Manitoba, du côté de la
formation continue.
10 UNIVERSITY MANAGER • Spring 2007Recontrez nos bénévoles
A À
t the University of Toronto (U of T), Pierre l’Université de Toronto, Pierre Piché passé
Piché spends his spare time increasing ses temps libres à accroître ses connais-
his knowledge both of his specific area sances tant dans son domaine de travail
and of the university sector as a whole. At the que dans le domaine universitaire de manière
provincial level, he volunteers as a member générale. Au provincial, il est membre bénévole
of the Financial Reporting Committee of the du Comité sur les rapports financiers du Conseil
Council of Finance Officers – Universities of des chefs des finances rattaché au Conseil des
Ontario. universités de l’Ontario.
Since 2003, Pierre has also been pursuing Depuis 2003, Pierre poursuit une maîtrise en
a Masters of Education in Higher Education
at the Ontario Institute for Studies in Educa-
Pierre éducation avec spécialisation en pédagogie de
l’enseignement supérieur auprès de l’Institut
tion. “It has really helped me round out my
knowledge of higher education,” says U of T’s
Piché d’études pédagogiques de l’Ontario. « Cela m’a
vraiment aidé à enrichir mes connaissances sur
Controller and Director of Financial Services. l’enseignement supérieur », explique le contrôleur
“It has opened my eyes to more of the issues et directeur des services financiers de l’Université
that affect universities. It also helps me deal de Toronto. « Cela m’a ouvert les yeux sur un
with the academic community, as I have a better plus grand nombre d’enjeux qui touchent les
understanding of where they come from.” universités. Cela m’a aussi aidé à interagir avec
Pierre has not always worked in a university les gens de la communauté universitaire, parce
setting. He first became involved with the U of T que je comprends mieux leur milieu. »
in the 1990s when he was an external audit man- Pierre n’a pas toujours travaillé dans une uni-
ager with Ernst & Young. A secondment in 1995 “Besides being versité. Il a eu ses premiers liens avec l’Université
allowed him to assume the role of accounting de Toronto dans les années 1990, quand il était
manager at the institution. He was eventually a great personal vérificateur externe chez Ernst & Young. Une
promoted to Assistant Controller and Associate experience, it is a entente de détachement, en 1995, lui a permis
Director, then to his current position. d’agir comme directeur de la comptabilité dans
Today, as Controller and Director of Finan-
wonderful way to la même université. Plus tard, il a été promu
cial Services, his main responsibilities include affect change.” contrôleur adjoint et directeur associé, puis est
preparing financial reports; providing financial parvenu à son poste actuel.
advice and training to the university commu- Aujourd’hui, en sa qualité de contrôleur et
nity; negotiating short- and long-term capital directeur des services financiers, ses principales
financing; and developing policies and proce- responsabilités englobent la préparation des rap-
dures for the effective financial management ports financiers, l’offre de conseils et de formation
of the university. Among his most interesting sur les finances à la communauté universitaire,
work, he sites the first bond issued by any la négociation du financement à court et à long
Canadian university, a project he worked on terme des immobilisations, ainsi que l’élaboration
with Chief Financial Officer, Sheila Brown. de politiques et de procédures relatives à la ges-
Since 1999, Pierre has also been a volunteer tion efficace des finances de l’Université. Parmi
with CAUBO. As a member of the Financial « En plus d’être ses réalisations les plus intéressantes, il cite la
Reporting Committee, he has taken on a number première émission d’obligations d’une université
of leadership roles in organizing several of
une formidable canadienne, projet auquel il a travaillé avec la chef
the financial sessions held during the annual expérience des finances, Sheila Brown.
conference. He was also a member of the task Depuis 1999, Pierre est également bénévole
personnelle, auprès de l’ACPAU. Membre du Comité sur les
force reviewing CAUBO’s financial reporting
and helped organize CAUBO’s first webinar on c’est un excellent rapports financiers, il a joué un rôle de leader dans
financial instruments and hedges. l’organisation de plusieurs séances sur les finances
moyen de
Says Pierre: “I would like to encourage the dans le cadre du congrès annuel. Il a également été
university community to stay in the loop and contribuer à membre du groupe de travail spécial responsable
volunteer with CAUBO. Besides being a great faire changer les de la révision des rapports financiers de l’ACPAU
personal experience, it is a wonderful way to et a aidé à l’organisation du premier webinaire
affect change.” choses. » de l’ACPAU sur les instruments financiers et la
comptabilité de couverture.
Pierre témoigne : « J’aimerais encourager les
gens de la communauté universitaire à rester au
fait de ce qui se passe dans leur domaine et à faire
du bénévolat auprès de l’ACPAU. En plus d’être
une formidable expérience personnelle, c’est un
excellent moyen de contribuer à faire changer
les choses. »
UNIVERSITY MANAGER • Spring 2007 11Working for you – À votre service
Human Resources Committee Re-development of the
The National Human Resources Committee, chaired by Louise Investment and Treasury Survey
Pagé-Valin, met in Ottawa in January 2007. The committee explored The Investment and Treasury Committee launched its new survey
a number of areas of national interest. At the highest level is the instrument. It is expected that a new and expanded report will be
need for a repository of information and access to important links available in time for the 2007 Conference. Feedback from members
and research on human resources management in higher education. who use the instrument would be much appreciated. The surveys are
As well, the committee considered the challenges they face in the to be completed and returned no later than March 31, 2007.
recruitment of certain professional staff and the need for sharing
information such as salary scales and job descriptions. This is Remaniement de l’enquête
increasingly important given the demographics and the tightening sur les fonds de placement et
of markets for certain professional staff and trades. The need for de l’enquête sur les caisses de retraite
benchmarking human resources operations, and university-wide
Le Comité de trésorerie et de placement a lancé son nouvel outil
issues such as employee wellness or satisfaction was also explored.
d’enquête. Nous nous attendons à ce que de nouveaux rapports plus
Since the data is unlikely to be widely available, any benchmarking
poussés soient prêts à temps pour le congrès 2007. Tout commentaire
exercise would need to be gradual in order to allow universities
de la part des membres qui utilisent cet outil serait grandement
to build the information bases required to respond. Each of the
apprécié. Les questionnaires de l’enquête doivent être remplis et
issues will be considered over the next few months and at the
retournés au plus tard le 31 mars 2007.
pre-conference.
Comité des ressources humaines National Facilities Management Committee
The National Facilities Management Committee met in Ottawa in
Le Comité national des ressources humaines, présidé par Louise
early February. The committee had the opportunity to review the
Pagé-Valin, s’est réuni à Ottawa en janvier 2007. Le comité a
Core Facilities Data Survey results before finalization by APPA. Despite
exploré un certain nombre de sujets d’intérêt national. En tête de
the fact that the APPA survey was moved up by three months to
liste, on trouve la nécessité de disposer d’un entrepôt de données et
September, 35 Canadian universities completed the survey this year.
d’accéder à d’importants liens et recherches portant sur la gestion
The committee spent time reviewing the data elements which are
des ressources humaines dans le secteur de l’enseignement supéri-
particularly problematic for Canadian universities. In addition to
eur. De même, le Comité s’est penché sur les difficultés entourant le
sending out clarifications well ahead of the next survey, the committee
recrutement pour certains postes de professionnels et le besoin de
is exploring the possibility of offering a Canadian version of the APPA
mettre en commun de l’information comme les échelles salariales
web-based seminar. A session on the results of the 2006 survey, data
et les descriptions de postes. Cette préoccupation est particulière-
clarification and data uses is scheduled for the Facilities Management
ment importante compte tenu des tendances démographiques
pre-conference seminar on June 22 in PEI.
et du resserrement des marchés sur lesquels on recrute certains
The methodology for identifying and costing deferred mainte-
professionnels et ouvriers spécialisés. Le besoin de procéder à
nance and replacement values remains a major challenge for universi-
une analyse comparative des activités des ressources humaines et
ties. That notwithstanding, a 2006 Deferred Maintenance Report will be
des difficultés qui touchent un établissement dans son ensemble,
prepared and published in the next few months. Regional or provincial
comme le bien-être ou la satisfaction des employés, a également
differences in methodology will be highlighted in the report.
été exploré. Étant donné qu’il est peu probable que les données
soient largement accessibles, tout exercice de comparaison devra
se faire graduellement afin de permettre aux universités de créer Comité national de gestion des installations
les bases de données nécessaires à une telle démarche. Chacun des Le Comité national de gestion des installations s’est réuni à Ottawa au
sujets présentés sera étudié au cours des prochains mois ainsi qu’à début de février. Le Comité a eu l’occasion de revoir les résultats de
l’occasion du séminaire précongrès. l’enquête sur les données de base relatives aux installations (Core Facili-
UNIVERSITY MANAGER • Spring 2007 15ties Data Survey) avant qu’ils ne soient finalisés par l’APPA. Malgré le employees of member institutions have access to the Tax Guide
fait que l’enquête de l’APPA ait été devancée de trois mois, 35 univer- at www.caubo.knotia.ca. Discussions are underway with Ernst &
sités canadiennes y ont répondu cette année. Le Comité s’est attardé Young (E&Y) and Tracy McHardy at the University of Saskatch-
à étudier les éléments de données qui posent plus de difficultés aux ewan to develop a basic University GST Guide, which will comple-
universités canadiennes. En plus d’envoyer des explications sur le ment E&Y’s GST guide on the CAUBO-KNOTIA web site.
questionnaire de l’enquête longtemps à l’avance, le Comité explore la
possibilité d’offrir une version canadienne du webinaire de l’APPA. Comité sur les taxes et impôts
Au cours du séminaire précongrès sur la gestion des installations, Le Comité sur les taxes et impôts a tenu une réunion en février.
qui aura lieu le 22 juin à l’Île-du-Prince-Édouard, on présentera les Le chapitre sur le statut des employés a été publié sur le site Web
résultats de l’enquête 2006, on donnera des précisions sur les don- de l’ACPAU-KNOTIA en décembre et le chapitre sur les questions
nées ainsi que l’usage qu’on peut en faire. liées aux étudiants y sera versé à la fin de mars. Le reste du Guide
La méthodologie utilisée pour déterminer et chiffrer l’entretien de l’impôt sur le revenu sera terminé d’ici le congrès de juin. Les
différé ainsi que les valeurs de remplacement continuent de poser premiers chapitres ont reçu un accueil extraordinaire auprès des
de réels défis aux universités. Néanmoins, un rapport 2006 sur membres et d’autres intervenants. Tous les employés des établisse-
l’entretien différé sera préparé et publié au cours des prochains mois. ments membres ont accès au Guide et au site www.acpau.knotia.
Les différences régionales ou provinciales liées à la méthodologie ca. Des discussions sont en cours entre Ernst & Young (E&Y) et
seront mises en lumière dans ce rapport. Tracy McHardy, de l’Université de la Saskatchewan, en vue de
la rédaction d’un guide de base sur la TPS pour les universités,
National Procurement Committee qui complèterait le guide de la TPS d’E&Y et serait versé sur le
The National Procurement Committee met in Ottawa in mid- site Web de l’ACPAU-KNOTIA.
February. Its highest priority remains issues relative to imports
and exports. The Chair of the Task Force on Customs reported on Financial Reporting Committee
progress to date and the need for resources to pursue the devel- Financial Reporting Committee members Pierre Piché and Carter
opment of a Customs Guide for universities. The Guide could be Scott were instrumental in bringing to CAUBO members the
developed along similar parameters to those used for the CAUBO highly successful webcast presentation on applying the new CICA
Tax Guide, which is considered highly successful. The plan will be rules relative to financial instruments, in partnership with Valerie
developed further and discussed with the CAUBO Board. Gillis, KPMG. More than 200 people from 58 universities and 18
In the meantime, Livingston has allowed CAUBO to modify community colleges listened to the presentation. The webinar was
and circulate its template for the development of compliance man- a resounding success according to satisfaction surveys completed
uals. A workshop on developing a university compliance manual by the participants.
for imports and exports will be given at the National Procurement
Committee’s pre-conference session on June 22 in PEI.
Comité sur les rapports financiers
Pierre Piché et Carter Scott, tous deux membres du Comité sur les
Comité national des approvisionnements rapports financiers, ont joué un rôle important dans l’organisation
Le comité national des approvisionnements s’est réuni à Ottawa de la présentation Web à l’intention des membres de l’ACPAU
à la mi-février. Sa priorité demeure la question des importations sur l’application des nouvelles règles de l’ICCA relatives aux
et des exportations. Le groupe de travail spécial sur les douanes instruments financiers, en partenariat avec Valerie Gillis, de
a présenté un compte rendu de l’avancement de ses travaux et KPMG. Plus de 200 personnes de 58 universités et 18 collèges
indiqué qu’il faudrait trouver des ressources pour continuer la communautaires ont écouté cette présentation. Selon les sond-
préparation d’un guide de réglementation douanière à l’intention ages de satisfaction remplis par les participants, le webinaire a
des universités. Ce guide pourrait être rédigé selon des paramètres connu un vif succès.
semblables à ceux qui ont servi à la préparation du Guide de l’impôt
sur le revenu de l’ACPAU, qui est très apprécié. Le plan d’un tel guide Pandemic Planning Workshop
sera élaboré davantage et fera l’objet de discussions avec le conseil
CAUBO is hosting a pandemic planning workshop in Toronto
d’administration de l’ACPAU.
on March 22 and 23, 2007. Pandemic planning is a priority at all
Entre-temps, Livingston a permis à l’ACPAU de modifier et de
levels in many universities. Universities have expressed a desire
distribuer son modèle de base servant à la rédaction de manuels de
to benchmark their plans against those of other universities as a
respect de la réglementation. Un atelier sur la préparation d’un guide
means of identifying potential gaps. A very broad multi-functional
de réglementation douanière à l’intention des universités ciblant les
representation from universities is expected at the workshop.
importations et les exportations sera donné par le comité national
des approvisionnements dans le cadre de son séminaire précongrès,
le 22 juin, à l’Île-du-Prince-Édouard.
Atelier sur la
planification en cas de pandémie
Taxes Committee L’ACPAU organise un atelier sur la planification en cas de pandé-
mie, qui aura lieu à Toronto les 22 et 23 mars 2007. La planification
The Taxes Committee met in February. The chapter on employee
en cas de pandémie figure parmi les priorités de plusieurs secteurs
status was published on the CAUBO-KNOTIA web site in Decem-
au sein de nombreuses universités. Les universités ont exprimé le
ber and the chapter on student-related issues will be published
souhait de comparer leur plan à celui d’autres universités dans le
at the end of March. The balance of the Income Tax Guide will be
but de déceler d’éventuelles lacunes. Nous attendons à cet atelier
completed in time for the June Conference. The initial chapters
des représentants issus de multiples secteurs des universités.
have received tremendous response from members and others. All
16 UNIVERSITY MANAGER • Spring 2007Highlights of University Manager reader survey
The following are the highlights of utilizing the top two excellence indicators. 4. Sustainable development 94%
the University Manager reader survey 7) Combining the responses of somewhat 5. Information technology 94%
conducted through a sample group interested, interested and very interested, 6. Management of research 93%
mailing as well as with delegates at the the interest rankings for University 7. Ancillary services 93%
2006 CAUBO national conference. Manager’s regular content are as follows: 8. Developing human resources 92%
1) Almost 80% of those responding 1. Leadership column 96% 9. Treasury 82%
indicate that they either keep 2. Risk Management column 93% 10. Internal audit 80%
University Manager for future reference 3. Human Resources column 92% 11. Procurement 78%
or share it with others in their office or 4. Legal column 89% 9) Here are some of the respondents’
department. 5. News from National Office 88% general comments relative to future
2) While 25% of respondents indicated 6. Quality and Productivity Awards 86% University Manager content:
that both a print and electronic version 7. People Moves 85% 1. Since this is a very diverse group, I
of University Manager are useful to 8. Investment Survey results 84% suggest theming issues by topic area
them, 70% indicated that they prefer 9. Executive Director’s Message 84% and adding depth to the content.
the printed version of the magazine. 10. Highlights of Universities and Colleges 2. A greater focus on departments/
3) 88% of respondents indicated that they Financial Information Report 79% faculties within universities
read 50% or more of every issue. 11. Meet our Volunteers 77% would help broaden and enhance
4) 83% of respondents view University 12. Publication Reviews 77% CAUBO’s membership base.
Manager as an important source of 13. Procurement column 70% 3. Risk management – pandemic
professional information. 8) Combining the responses of somewhat planning, disaster planning, internal
5) In evaluating University Manager’s interested, interested and very interested, audit relative to risk assessment.
content, 89% of respondents rated the the interest rankings for future University 4. More articles for administrators
‘readability’ as just right, while 93% Manager content considerations are as within faculties/schools.
rated the ‘length of articles’ as just right. follows: 5. Budgeting tools.
6) Every element of University Manager’s 1. Financial management 97% 6. Legislation differences across pro-
graphic presentation, from covers and 2. Business partnerships 96% vincial boards, i.e., insurance,
photos to typestyles and design, received 3. Administrators in faculties and Workers’ Compensation Board, etc.
between 75% and 85% approval ratings research institutes 95% 7. Business continuity plans.
Votre
YOUR point
TAKE de vue
As a valued reader of University En votre qualité de lecteur de la revue
Manager magazine, we invite you to Gestion universitaire, nous vous invitons à
participate in its content by sharing contribuer à son contenu en partageant vos
your ideas, experiences, comments idées, vos expériences, vos commentaires
and opinions with your peers. et vos opinions avec vos pairs.
• What challenges are you facing in • Quelles difficultés observez-vous dans votre milieu de travail?
your workplace? • Quelle est votre opinion sur la direction que prend
• What is your opinion of the direction Canada’s higher l’enseignement supérieur au Canada?
education is taking? • Quels sont, d’après vous, les plus grands défis que doivent
• What do you think are the biggest challenges facing affronter les universités et les collèges?
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Veuillez envoyer vos commentaires à VOTRE POINT DE VUE
Please email your comments along with your name, title a/s cworkman@acpau.ca; prière d’indiquer votre nom, votre
and institution to YOUR TAKE c/o cworkman@caubo.ca titre et votre établissement.
cworkman@caubo.ca cworkman@acpau.ca UNIVERSITY MANAGER • Spring 2007 17Going
ith the advent of computers
in the workplace, the future
looked bright for the paperless
office. Instead, the use of paper
increased drastically, costs rose, workloads
increased and the need for storage space
seemed to grow without end. At the Uni-
versity of British Columbia (UBC) supply
management department, the data file
system alone weighed 7,000 pounds. Even
worse, the storage system occupied 2,000
square feet of prime office real estate. Thus,
by finding a way to eliminate paper, UBC
supply management hoped
to decrease staff density and
reclaim valuable space.
They were not alone.
At Ryerson University’s
financial services divi-
sion, a severe space crunch
was also at the source of
renewed interest in finding imag-
ing solutions to a growing paper
storage problem. Meanwhile, at
l’Université de Montreal (U de M),
the escalating cost of printing
and distributing reports from
the human resources, finance
and registrar departments was
also prompting the search for a
paperless solution. The fact that
the university also implemented
a large project to digitize
documents in student files
at the Office of the Registrar
further attests to the U de M’s
confidence in this technological
solution.
While reducing paper and
reclaiming storage space was at
the heart of their efforts, all univer-
sities interviewed for this article indi-
cated they also wanted the change in
process to streamline business pro-
cesses, improve customer service
and increase productivity. In this
regard, none was more adamant than
the University of Toronto (U of T) Missis-
sauga which perceived its project as criti-
cal to improving services for students
and the environment for its employees
UNIVERSITY MANAGER • Spring 2007 19in the Office of the Registrar (OR). At the mentation took less than four months. Pro- Oracle, a staff member sees the image,
same time, the OR at U of T Mississauga duced in PDF format, the 50 reports were which is then automatically attached to
saw the move to electronic documents as initially stored on a client server accessible the transaction record. The images pro-
consistent with the campus Grow Smart, via a client application (Fat Client Win- ceed electronically through the regular
Grow Green philosophy by creating an envi- dows), but are now accessible through a workflows more quickly and efficiently
ronmentally-aware and principled office web portal (Client Web) which is easier than did their paper counterparts via the
where paper use is minimal. to deploy. Once stored, the reports can be manual process. The system also provides
Over the course of five months, per- queried enabling a decentralized consulta- imaged journal backup documentation as
manent and casual staff in the OR used tion. Meanwhile, in finance, PIREL enabled electronic attachments to journal transac-
a RICOH scanner to enter thousands of the replacement of micro-fiche storage with tions. And because of its fax capabilities,
pieces of paper representing current and electronic imaging, again making for easier purchasing and receivables can automati-
past students into an eCabinet software consultation of documents. cally send electronically-stored purchas-
“While reducing paper and reclaiming storage space was at
the heart of their efforts, all universities interviewed indicated
they also wanted the change in process to streamline business
processes, improve customer service and increase productivity.”
solution that integrated with their new Stu- The results have also been very posi- ing and invoicing documents and their
dent Activity Tracking System (SATS). Staff tive for Ryerson’s financial services divi- attachments to suppliers.
now scan to eCabinet daily and there is no sion, which spent a year in 2004 scanning At UBC, on the other hand, the imag-
paper storage system in the office. “In 2003, documents and getting their system up ing solution was developed specifically
we predicted that, if we had remained and running. The goal was as much about for supply management. The university
paper intensive, we would now require automating workflow as about electroni- adopted a Laserfiche electronic records
20 filing cabinets occupying 1.5 nasm [net cally storing financial documents, purchase solution in order to eliminate its on-site
assignable square metres] each, or 30 nasm orders, contracts, invoices and journals. By storage of documents associated with pro-
by 2006-07,” says Diane Crocker, Registrar using an Oracle-based document manage- curement services and to gradually elimi-
and Director of Enrolment Management. ment system with fax and e-mail capa- nate its need for off-site storage. While
“We have created three workstations of 10 bilities, it was possible to automate busi- reclaiming space was important, improv-
nasms each with this space that is occupied ness processes with imaging, computer ing customer service and increasing pro-
by our IT programmers.” to computer workflows, and electronic ductivity were the main objectives of the
But, even more important to the OR approvals. The new system eliminates the four-month project.
was the ability for staff members to call up need for keeping original paper docu- UBC supply management used IKON
and view any document on the computer ments and creating copies. At the same technology to scan existing and incoming
at their work station rather than walking time, it provides secure and easy access to documents into Laserfiche as tif images.
over to a filing cabinet and sifting through original documentation images that are A classification scheme was designed to
files. The electronic document manage- linked to transactional data. “Formerly, sort five types of documents: request for
ment system allows for storing, sorting and users could only see the input screen,” says proposals, request for bids, request for ten-
managing all student-related documents, Peter Gee, Assistant Director of Financial ders, request for quotations, and request for
while SATS manages and processes all Services at Ryerson. “We could not see information. A standardized coversheet was
requests and generates statistical reports. what the invoice sent to the vendor actu- then created for attaching to each document
The ability to view an electronic docu- ally looked like. Now, a rendered version type. Buyers summarize their work on this
ment on individual computers was a huge of an accounts receivable invoice or pur- one-page document so that Laserfiche can
process improvement at the U de M as chase order is available for viewing.” capture it. A recent upgrade has now made
well. Today, recipients no longer have to The imaging and document manage- it possible for any Microsoft document to be
wait on the circulation of a paper report to ment system is very tightly integrated sent straight to Laserfiche. At the touch of
reach them. Besides eliminating the delay into the university’s financial ERP system a button, staff can associate the document
in report availability, the U de M ended and Oracle E-Business Suite (accounts with a previously-scanned contract. Supply
the loss of documents, increased access to payable, internet expenses, accounts management also scans all purchase orders
reports and redeployed staff members who receivable, general ledger and purchas- complete with back-up documentation.
were involved in document distribution ing). In accounts payable, staff now The system captures five different fields
(printing, photocopying, mailing, etc.). work with electronic images of invoices, — including PO number, department and
U de M turned to Pirel’s PIREL EFS expense statements and other payment requester — that make searching, sorting
Server for an electronic document storage documents which are scanned into the and summarizing much easier.
and management solution. Initial imple- system. When entering a transaction into Along with fulfilling the established
20 UNIVERSITY MANAGER • Spring 2007goals of the project, implementation of Trouvé, Adjointe à la directrice the system, followed by ongoing access to
Laserfiche has resulted in some value- Division expertise comptable et formation. technical support via telephone.
added benefits. Error-free electronic label- “For example, researchers can have access The U de M also faced challenges
ling has reduced misfiling. Overall time to their reports without being regular users specific to implementing its particular
savings due to easier access have resulted of the finance system. Finance reports are system. While reports from the registrar
in some redeployment of staff. At the same now decentralized among the administra- and human resources are generally only
time, photocopying and paper distribution tive units, as well as being centralized at circulated within those departments, it
costs have decreased. Security has also the Department of Finance.” was important to expand access to reports
been enhanced, since the system allows Of course, while there are many ben- generated by finance. But, the initial ver-
users to more easily control access both efits to the new document imaging and sion of Pirel adopted by the university
to documents and to annotations made in management systems at each of the uni- was difficult to deploy on individual user
specific areas of the document. versities, implementation inevitably comes workstations because it was based on a
Increased security of the data itself and with certain challenges. A common chal- client-server system. The switch to a web-
of access to data was cited as an additional lenge identified by all four institutions based service resolved this issue.
benefit by all four universities. “These sys- was change management and training. At One issue which the U de M was able
tems are backed up as part of the regular UBC, for instance, purchasing staff was to avoid was the need for its system to
back-up and disaster recovery routine,” initially reluctant to transition to electronic adhere to any Canadian standards of elec-
says Gee at Ryerson. “But, the greatest files. In fact, the shift from printing and tronic reports management. This was not
benefit has been improved access to infor- photocopying can be a significant cultural a concern because the reports are internal
mation. We are able to track the exact status change for everyone. At the U of T Mis- in nature and are only circulated to users
of every outstanding item entered into sissauga, Crocker points out that it was within the university. As such, they are not
the system.” Productivity gains at Ryer- important to have staff buy-in, not only even required to meet the standards of the
son have been estimated over $200,000 inside the OR, but also within the academic university’s own archival system.
per year, with a return on investment of departments. The U de M recommends a At the U of T Mississauga, the OR no
approximately 2.5 years. Gee points to gradual deployment so that users have the longer keeps any paper records. Docu-
other value-added benefits of automa- time to engage in training and to buy into ments are either generated and managed
tion, such as being able electronically or scanned
to monitor the level of and returned to stu-
outstanding work and dents. “All Canadian
processing documents standards for document
and approvals from storage and management
anywhere in the world were considered when
thanks to the web- we selected eCabinet,”
enabled system. says Crocker. “Our UT
Expanding access archival division indi-
was certainly some- cated that eCabinet was
thing that the U de M in compliance.” How-
found to be a value- ever, it is important to
added benefit of its note that the documents
s y s t e m . Wi t h t h e managed by eCabinet
introduction of the are not considered per-
latest version, PIREL manent records. At the
IV, access could be U of T, the Repository
extended to more than of Student Information
1,200 people in charge (ROSI) stores the offi-
of accounts, most of cial student record.
whom are research- The disposition
ers and professors of records related to
who could view electronic imaging has
their account state- become a significant
ments online (more issue for many uni-
than 5,800 active versities which have
accounts). “The adopted electronic
system allows imaging and man-
access to a larger agement of docu-
clientele, since ments in their
learning a new business pro-
technology is cesses. “With
not neces- regard to our
sary,” notes desire to keep
Danielle the images
Savard- and destroy
UNIVERSITY MANAGER • Spring 2007 21Vous pouvez aussi lire
