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How to Manage Service Interruptions and Area Closures at Western University: A Comprehensive Guide

Service interruptions and area closures are necessary for maintaining and improving facilities at Western University. However, they can cause disruptions to daily operations if not managed effectively. This guide provides a detailed overview of how to handle such interruptions, focusing on the recent example of the PAB Loading Dock closure from August 19 to August 23, 2024. By following the steps outlined in this guide, you can minimize the impact on your department and ensure a smooth continuation of operations.

Step-by-Step Instructions:

Step 1: Understand the Scope of the Interruption

Before any action can be taken, it’s crucial to understand the full scope of the service interruption or area closure. In the case of the PAB Loading Dock closure, the interruption is due to drainage, concrete, and asphalt repairs. This closure affects the Physics & Astronomy Building (PAB) from August 19 at 7:00 AM to August 23 at 4:30 PM, with work being continuous Monday through Friday.

Step 2: Communicate with the Department Coordinator

Effective communication is key to managing service interruptions. Although the Department Coordinator was not contacted in the PAB example, it is generally recommended to inform the relevant coordinator well in advance. You can find the contact details for department coordinators in the Service Interruptions Department Building Coordinators Contact List available on Western University’s internal platform.

Step 3: Identify the Affected Areas and Alternate Routes

Clearly identify which areas or rooms will be affected by the interruption. In this case, the PAB Loading Dock is the specific area affected. Ensure that everyone in the affected department is aware of the closure and any alternative routes or services that will be available during this period.

Step 4: Notify Relevant Parties

Once the details of the interruption are clear, it’s time to notify all relevant parties. This includes not only the affected department but also any contractors involved. In this case, Earthbin is the contractor handling the repairs, with Mario Moreira as the site contact. His contact number is 289-700-6494. Make sure all parties are aware of their roles and the timeline of the project.

Step 5: Ensure Safety and Compliance

Although no safety hazards were identified in the PAB Loading Dock project, it’s essential to always assess potential safety risks during any service interruption. If any hazards are identified, take immediate action to mitigate them and ensure compliance with university and legal safety standards.

Step 6: Document and Review the Process

Documentation is a critical part of managing service interruptions. Ensure that all relevant forms, such as the Service Interruption Request Form, are completed and submitted according to the university’s Biweekly/Monthly Payroll Schedule. Additionally, review the process with all stakeholders after the project is completed to identify any areas for improvement in future interruptions.

Troubleshooting Tips:

• Incomplete Forms: Double-check that all fields on the Service Interruption Request Form are filled out accurately. Missing information can delay the approval process.
• Lack of Communication: Ensure that all relevant parties, including contractors and department coordinators, are kept in the loop from the beginning to the end of the project.
• Unexpected Delays: If the project encounters delays, notify all affected parties immediately and provide updated timelines.

FAQ Section:

Q1: What should I do if I didn’t receive notification about a service interruption in my area? Check the Service Interruptions Department Building Coordinators Contact List and reach out to your department coordinator for updates. It’s possible that the notification was sent but not received due to an oversight.

Q2: How can I request a service interruption for necessary maintenance in my department? Fill out the Service Interruption Request Form and submit it to Human Resource Services in accordance with the Biweekly/Monthly Payroll Schedule. Be sure to include all necessary details to avoid delays in processing.

Q3: What safety measures should I take during a service interruption? Always assess the area for potential hazards before the interruption begins. Ensure that all safety protocols are followed, and notify the appropriate safety officer if any risks are identified.

Q4: Who is responsible for communicating with contractors during a service interruption? Typically, the department initiating the service interruption is responsible for coordinating with contractors. Ensure that all contact details and project timelines are communicated clearly.

Q5: What should I do if the service interruption causes significant disruption to my department? Contact your department coordinator immediately to discuss alternative solutions. They may be able to assist in mitigating the impact or finding alternative arrangements.