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Refrigerant Tracking - Set up, Work Flow and Reporting (Web)

Erol Ogunc
  • Updated

Enhances equipment management by allowing users to capture liquid top-off values for refrigerant equipment, directly on work orders, preventive maintenance tasks and equipment based inspection tasks. This functionality enables precise monitoring and reporting of refrigerant leakage across equipment, helping organizations maintain compliance with environmental regulations and identify potential concerns or inefficiencies. Click here for the mobile experience.

To review the videos associated with this web experience, please see the videos:

Article Overview:

  • Configuration:
    • Steps to Indicate Equipment as Refrigerant: Describes how to designate HVAC equipment as refrigerant-specific by entering the total charge and refrigerant type in the HVAC Fields tab.
  • Workflow for Applying Top-Off:
    • Steps to Apply Top-Off on Work Order: Details the process for capturing top-off data when completing a work order with refrigerant-specific equipment.
    • Steps to Apply Top-Off on PM Task: Explains how top-off values are applied during the completion of preventive maintenance tasks associated with refrigerant equipment.
    • Steps to Apply Top-Off on Equipment-Based Inspection Task: Outlines the distinct process for capturing top-off data during equipment-based inspection tasks.
  • Refrigerant Information and Reporting:
    • View Refrigerant Information on Equipment Grid: Highlights the new columns added to the equipment grid for refrigerant-related data, along with new filtering options.
    • View and Edit Refrigerant Top-Offs on Equipment Record: Describes how to view and edit captured top-off values within an equipment record.
    • Refrigerant Management Report: Introduces the new report that allows users to analyze refrigerant usage at both the property and equipment levels, providing insights into potential issues.
  • Permission Requirements
    • This is a Admin enabled feature and a paid add on to the equipment module
    • If a PMO account has the Refrigerant Tracking feature enabled, they will see a new permission option:
    • “Can Access Refrigerant Tracking” - available for all permission groups. Allow a user to enter in the top off amount for a work order, preventive task and/or inspection task.
      • Note: if an assignee tries to complete a work order or task with refrigerant specific equipment tied to it and they do not have the can access refrigerant permission, they will be met with this error, which will block them from completing the task and require a user with permission to refrigerant tracking to enter in the top off and complete it.

 

To get there:

  • My Equipment: HVAC specific equipment, HVAC Fields tab>enter in total charge in the Refrigerant field and name of refrigerant coolant in the Refrigerant Type field
  • Work Order: completing a work order with a refrigerant specific piece of equipment tied to it
  • PM Task: completing a pm task with refrigerant specific equipment tied to it
  • Inspection Task: going through an equipment-based inspection task with refrigerant equipment tied to it
  • Refrigerant Management Report: My Reporting module

 

Steps to indicate equipment as refrigerant 

Note: only HVAC categorized equipment will have the option to enter the Refrigerant Charge field, therefore considering it as refrigerant specific equipment. More information is available within the attached video.

 

  1. Within My Equipment, either create or view equipment with the Category of HVAC
    1. New Equipment
    2. Existing Equipment
  2. Within the HVAC equipment record, navigate to the HVAC Fields tab at the bottom of the page and enter in the max capacity of liquid for the equipment within the Refrigerant Charge field. (required for refrigerant workflow). Within the Refrigerant field, enter in the refrigerant type. Save.

Steps to apply top off on work order

  1. Within a work order, navigate to the bottom of the work order and select the Equipment tab
  2. Add the piece of refrigerant specific equipment (has a category of HVAC and the Refrigerant Charge is filled out)
  3. Move the work order to the Completed status
  4. Notice, the refrigerant tracking top off modal appears
    1. Depending on the results of the equipment against the work order, either select:
      1. No = no liquid needed to be topped off for the equipment (equals to 0)
      2. Yes = assignee needed to add liquid to the equipment to get to max capacity, indicating a leak.
        1. Enter in the amount of liquid used in pounds
  5. Once the result is captured, click on Complete Work Order, to move the status. If the the user wants to go back to the open work order before completing, click on Cancel.
  6. Once the top off is captured, the results will appear in the history of the work order.

Steps to Apply top off on PM task

  1. Unlike the work order workflow for refrigerant, pm tasks have an automatic association to equipment, based on the schedule settings. If there is refrigerant specific equipment tied to the schedule, the task will fire out and automatically tie the refrigerant tracking workflow to the task. The workflow is as follows:
  2. Move the task to the Completed status, with either the status dropdown or Complete This Task button at the bottom of the page
    1. Notice, the refrigerant tracking top off modal appears
    2. Depending on the results of the equipment against the preventive task, either select:
      1. No = no liquid needed to be topped off for the equipment (equals to 0)
      2. Yes = assignee needed to add liquid to the equipment to get to max capacity, indicating a leak.
        1. Enter in the amount of liquid used in pounds
  3. Once the result is captured, click on Complete Preventive Task, to move the status. If the user want to go back to the open PM task before completing, click on Cancel.
  4. Once the top off is captured, the results will appear in the history of the work order.

Steps to Apply top off on Equipment-Based Inspection task (*different than WO/PM*)

  1. Unlike the work order workflow for refrigerant, equipment-based inspection tasks have an automatic association to equipment, based on the schedule settings. If there is refrigerant specific equipment tied to the schedule, you can see that there will be an additional top off question within the Equipment grid on a schedule to inform the inspection creator.
  2. When the task fires out, go through the Serdy form questions, like any other inspection task. There will be new sections automatically applied to the task that pertain to top off captures against the refrigerant specific equipment tied to the task. If there is more than one piece of refrigerant specific equipment on the task, it will show more than one refrigerant top off section, with the section labeled as the equipment name.
  3. Enter in the top off amount or select No (equals to 0)
  4. Once you fill out the mandatory top off fields, you can Complete the inspection task. From there, the data capture will be visible within the history of the inspection task.

View refrigerant information on Equipment grid

  1. Go to My Equipment
  2. Within the grid you will now see the following columns that pertain to refrigerant: Last Top Off Amount, Last Top Off Date, Refrigerant Type, Total Charge
  3. New filters for refrigerant are:
  5. When you export the equipment grid the following columns will be included:
  7. No import option for refrigerant

 

View and edit refrigerant top offs on Equipment record

Within an HVAC equipment record with Refrigerant tied to it, you can view a list of top offs captured for the equipment, where they were captured from and edit the value if needed. Edits will be captured in the history of the task record and equipment record for auditing purposes.

Refrigerant Management Report

Go to My Reporting>Refrigerant Management Report

There are 2 views for this report, By Property and By Equipment (toggle located above bar graph). This allows the user to view their refrigerant results at the property portfolio level and drill down into the equipment that may need further review, on the By Equipment view.

Top section represents:

  • Total pieces of refrigerant equipment that represent the results in the grid and graph
  • Number of properties represented in the graph and grid
  • Total Charge: max capacity of liquid allowed for all represented pieces of equipment (info available within individual equipment records under Refrigerant field)
  • Total Refrigerant Added represents the total amount of top off added for the equipment represented
  • Amount Last Added: totaled last amount of top off added for each piece of equipment represented
  • % of total refrigerant amount represents the above total amount in a percentage against the total charge total. This shows the customer how much liquid is being added against the total allotment

Bar Graph: represents the total top off amount for the date range selected in the filters. Note: 0-3% is considered optimal or an expected amount of leakage, 3-4% is warning that the equipment may be leaking more than expected, and 6^% is critical and the equipment is leaking far more than it should be. From there the PMO should assess the equipment and consider next steps to reduce that emission.

Grid: Grid represents all relevant information available within the bar graph and additional information against the pieces of equipment. This report and raw data is exportable.

 

 

 

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