Refrigerant Tracking User Guide 2013

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1 Work Order Network User Guide

Refrigerant Tracking

CorrigoNet User Guide

If your business uses refrigerant, the Environmental Protection Agency (EPA) has established that you:

Must maximize recovery and recycling of ozone-depleting substances during the servicing and

disposal of air-conditioning and refrigeration equipment.

Set certification requirements for refrigerant recycling and recovery equipment, technicians,

and refrigerant vendors.

Restrict the sale of refrigerant to certified technicians.

Require persons servicing or disposing of air-conditioning and refrigeration equipment to

certify to EPA that they have acquired refrigerant recovery and/or recycling equipment and

are complying with the requirements of the rule. Require the repair of substantial leaks in air-conditioning and refrigeration equipment with a

refrigerant charge greater than 50 pounds.

Establish safe disposal requirements to ensure removal of refrigerants from goods that enter

the waste stream with the charge intact.

For a complete list of requirements and regulations,please visit the EPA Site

Process Overview

The process for setting up and using refrigerant tracking is as follows:

(1) Add all of your refrigerant types to the Product Catalog

(2) Set up your refrigerant-using equipment for refrigerant tracking

(3) Set the refrigerant cylinder numbering scheme

(4) Set whether refrigerant check is required during WO completion

(5) Add your refrigerant inventory to the system

(6) Record refrigerant usage transactions as they occur

In order to use refrigerant tracking, you must have the appropriate permissions:

Materials Configuration For adding a new product category and using the Product Catalog

Refrigerant - SettingsFor setting the numbering scheme for refrigerant cylinders

Refrigerant - BasicFor using the basic refrigerant tracking functionality
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Contents

Adding Refrigerant to the Catalog ................................................................................................................ 3

To add the Refrigerant category: .............................................................................................................. 3

To add the refrigerant types: .................................................................................................................... 3

Setting Up Equipment ................................................................................................................................... 3

To set up equipment for refrigerant tracking: .......................................................................................... 3

Setting Up Cylinder Numbering .................................................................................................................... 4

Setting Up a Refrigerant Check Requirement ............................................................................................... 5

To require refrigerant check at work order completion:........................................................................... 5

Cylinder Transactions .................................................................................................................................... 6

Adding Cylinders ....................................................................................................................................... 6

Refilling Cylinders ...................................................................................................................................... 7

Replacing Cylinders ................................................................................................................................... 8

Recording Leakage from a Cylinder .......................................................................................................... 8

Disposing of Cylinders ............................................................................................................................... 8

Recording Miscellaneous Cylinder Transactions ...................................................................................... 9

Assigning Cylinders to Users ..................................................................................................................... 9

Assigning Cylinders to Locations ............................................................................................................. 10

Work Order Equipment Transactions ......................................................................................................... 11

Adding Refrigerant to Equipment ........................................................................................................... 11

Recording Leakage from Equipment ....................................................................................................... 12

Recovering Refrigerant from Equipment ................................................................................................ 13


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Adding Refrigerant to the Catalog

You must add refrigerant to the catalog before you can use the refrigerant tracking system.There are two steps to getting your refrigerant into the system.

a. Add a product category called Refrigerant

b. Add the refrigerant types you use to the Product Catalog

To add the Refrigerant category:(1) Choose Products from the Materials menu. Then choose Categories from the sub-menu. The

Product Category page opens.

(2) Click Add New. The Name page opens.(3) Enter the name (e.g. Refrigerant) in the Name field.(4) Click OK.

To add the refrigerant types:(1) Choose Products from the Materials menu. Then choose Catalog from the sub-menu. The

Product Catalog page opens.

(2) Click Add New. The Product Details page opens.(3) In the Product Code field, enter a refrigerant type (e.g. CFC-11).(4) Enter a Product Name.(5) Choose Refrigerant from the Category pull-down list (or whatever name you used in the above

procedure for adding a refrigerant category).

(6) Fill in the rest of the fields, and click OK.(7) Repeat this procedure for each of the refrigerant types used by your organization

Setting-Up Equipment

To track refrigerant for a piece of equipment, you must set up the equipment properly in the

system. You must follow the procedure for adding refrigerant to the catalog before doing this

procedure. Otherwise there will be no selections in the Refrigerant Type list.

You must have the following information handy to do this procedure:

Refrigerant capacity of the equipment (for computing leak rate)

The date of the last leak The type of refrigerant to be used

The serial number of the piece of equipment

To set up equipment for refrigerant tracking:(1) Choose Asset Builder from the Assets menu. The Asset Details page opens.


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(2) Navigate to the asset that uses refrigerant, and select it (Figure 1 - Asset Tree Asset Details).

Click on the Refrigerant button below the Attributes pane. The Refrigerant Details dialog opens.

Figure 1 - Asset Tree Asset Details

(3) Fill in all the required fields, and click OK.

(4) Click Save.

Setting-Up Cylinder Numbering

Cylinders containing refrigerant are identified by number in the system. The numbering systemconsists of two components:

Major IDthis number might pertain to a region or zone and is set by you.

Minor IDthis number pertains to a specific cylinder in a major ID grouping and is

assigned by the system (beginning with 01).

So a cylinder number "90-07" identifies cylinder number 7 in the region identified by the

number 90. You could potentially have other cylinders with the number 7 in other regions (e.g.

80-07...XX-07). You can control the length of the minor ID. But because technicians will be

entering these numbers on mobile devices, we suggest you keep the number to two digits.

To set the length of the minor ID:

(1) Choose Refrigerant from the Materials menu. Then choose Settings from the sub-menu. The

Refrigerant Settings page opens.

(2) In the Cylinder Minor ID Length field, enter the number of digits you want to allow for the minor

ID (e.g., 2 if you want to use 2-digit IDs).


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Setting Up a Refrigerant Check Requirement

You may require that technicians check refrigerant levels when servicing any equipment set upfor refrigerant tracking. This setting is made for each work zone. If set to Require, the question

HasRefrigerant been added? will appear in the Completion dialog box (Figure 2 - Technician

Refrigerant Acknowledgment Set-Up). If yes is selected from the drop-down menu, the user will

not be able to complete the work order before recording the addition in the Refrigerant

Transactions section of the work order.

Figure 2 - Technician Refrigerant Acknowledgment Set-Up

To require refrigerant check at work order completion:(1) Choose Work Zone Setup from the Asset menu. The Work Zone page opens.

(2) Click Show All Work Zones, or use the Search feature to narrow your search.

(3) Double-click the correct Work Zone from the list. The Work Zone Summary page opens.

(4) Under Work Flow Preferences, click Edit. The Work Zone Workflow Preferences page opens.

(5) For Refrigerant Information (in the Work Order Completion Condition section), select Require

Refrigerant information.(Figure 3 - Work Order Completion Refrigerant )

Figure 3 - Work Order Completion Refrigerant Compliance


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Cylinder Transactions

Adding Cylinders

You add refrigerant cylinders to the system using a purchase transaction. The purchase

transaction is used for adding newly purchased cylinders and also for adding existing cylinders tothe system (e.g. during initial set up).

To add a refrigerant cylinder to the system:

(1) Choose Refrigerant from the Materials menu. Then choose Cylinders from the sub-menu. The

Active Cylinder page opens.

(2) Click Purchase New. The Purchase Cylinder page opens.

(3) Fill in all the required fields. In the Cylinder field, enter the major ID. The minor ID will be

assigned automatically.

(4) Click OK.

To add historical refrigerant transaction data to the system

When deploying a new customer with historical refrigerant transactions, you can upload the

transaction data through the Historical Refrigerant Transactions import link within the

Import/Export Spreadsheets screen. Note that this is intended to be run only during the initial

Corrigo refrigerant deployment, not on an ongoing basis.

Upload Pre-requisites

In order for the upload to work, the following must be true:

A dummy historical cylinder has been created in the system for each refrigerant type

that will be included in the historical transactions upload. The cylinder capacity should

be sufficient to hold the sum of refrigerant used in all of the historical transactions.

All Performed By users exist in the system and are associated with all cylinders in the

upload spreadsheet. Note that the Excel spreadsheet should list the User ID, not thename of the Performed By user: for example, JJones, rather than Jack Jones.

All refrigerant equipment assets must exist in the system prior to the start of the

upload.

The "Leak Fixed" column in the Excel spreadsheet must be populated. This is to allow

the system to calculate and track rolling leak rates for refrigerant in the system. For

more details on this, refer to the "Changes to Leak Rate Calculations" section of this

document.

(1) Choose Import/Export from the Our Company menu. The Import/Export Spreadsheets page

opens.

(2) In the Knowledge Base section, click the Import link in the Historical Refrigerant Transactionsrow.

(3) On the Historical Refrigerant Transactions Upload screen, click the here button to download

an empty spreadsheet.

(4) Open the spreadsheet and fill in all the required fields. In the Cylinder field, enter the major ID.

The minor ID will be assigned automatically.

(5) On the Historical Refrigerant Transactions Upload screen, click Browse to find the new

spreadsheet, then click Select.


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(6) On the import screen, click Import.

Uploading the Excel spreadsheet containing the historical data creates an "Added to Equipment"

refrigerant transaction record in CorrigoNet, which is visible on the Refrigerant Transactions sub

tab of the Service History tab of the corresponding work order. . .

And on the Equipment Refrigerant Usage History screen for each cylinder that was added.

Important Notes about Uploading Historical Data

If the Work Order Number listed in the upload file does not match an existing work order

number, a new one-line request work order is created and assigned to the user or group listed

in the Performed By column in the Excel spreadsheet.

Note that if you are creating new work orders for the transaction history information, rather

than adding it to existing work orders, the Created Date, Task, and Customer columns in the

Excel spreadsheet must be populated, even though they are labeled "optional." In addition, the

Customer column should list the Customer's system number, not the Customer's name: for

example, SE0144, rather than Shell #144 or Shell Downers Grove.

Refilling Cylinders

To record a refrigerant cylinder refill:



(2) Click Show All Cylinders to populate the list, or use the search features to narrow your search.

(3) Double-click the cylinder in the list for which you want to record a refill. The Cylinder Usage

page opens.

(4) Click the New Transaction button, and choose Refill from the pull-down list that appears. TheRefill page opens.

(5) Fill the required fields, and click OK.


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Replacing Cylinders

To record a cylinder as replaced:





page opens.

(4) Click the New Transaction button, and choose Replace from the pull-down list that appears. The

Replace page opens.


Recording Leakage from a Cylinder

To record leakage from a cylinder:(1) Choose Refrigerant from the Materials menu. Then choose Cylinders from the sub-menu. The




page opens.

(4) Click the New Transaction button, and choose Accidental Leakage from the pull-down list that

appears. The Accidental Leakage page opens.


Disposing of Cylinders

To dispose of a refrigerant cylinder:



(2) Click Show All Cylinders to populate the list in the Active Cylinder table, or use the search

features to narrow your search.

(3) Select the cylinder to be disposed of in the list.

(4) Click the Dispose button below the list. The Dispose of Cylinder page opens.

(5) Enter any information you want to record about the disposal in the appropriate fields.

(6) Click OK.


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Recording Miscellaneous Cylinder Transactions

There are several additional transactions, for which date, time, and comments may be recorded

for a cylinder, including:

Certification Test

Leak Test

Audit

Transfer

These transaction types are chosen from the pull-down menu on the Cylinder Usage page.

To record a miscellaneous transaction:




(3) Double-click the cylinder in the list for which you want to record a refill.

(4) Click the New Transaction button, and choose the desired transaction type from the pull-down

list that appears. The appropriate transaction page opens.


Assigning Cylinders to Users

Cylinders can be assigned to one or more specific users to improve tracking capability. If a

technician tries to complete a work order or a cylinder transaction with a cylinder he is not

associated with, a Cylinder Verification warning will appear. The warning may be cancelled ifappropriate. There are two ways to assign cylinders to users.

To assign a cylinder to a user from the Cylinder Usage page:






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(3) Double-click the cylinder to be assigned in the list. The Cylinder Usage page opens.

(4) Click User Scope. The Cylinder User Scope dialog opens (Figure 4 -Cylinder User Scope).

(5) Highlight the Users you want to assign to this cylinder, and then click Assign.

Figure 4 -Cylinder User ScopeTo assign a cylinder to a user from the User Details:

(1) Click the User tab and choose Manage Users from the menu. The User Search page opens.

(2) Click Show All Users, or use the Search feature, to select the desired User from the list. The User

Details page opens (Figure 5 - Cylinder User Details Page).

(3) In the lower Tools section, choose Cylinders from the pull-down menu.

(4) Highlight the cylinder you want to assign in the Available Cylinders box, and then click Assign.

Figure 5 - Cylinder User Details Page

(5) When finished, click Save.

Assigning Cylinders to Locations

To facilitate tracking by area, cylinders may be assigned to locations. The location is listed on the

Cylinder Usage page (Figure 6 - Cylinder Usage Page).


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Figure 6 - Cylinder Usage Page

To assign a cylinder to a location:





(3) Double-click the cylinder to be assigned in the list. The Cylinder Usage page opens.

(4) Click Location Scope. The Cylinder Location Scope dialog opens.

(5) Highlight the Users you want to assign to this cylinder, and then click Assign.

Work Order Equipment Transactions

Adding Refrigerant to Equipment

Before you can record the addition of refrigerant to equipment, you must set up yourequipment in the system for refrigerant tracking. You can record refrigerant additions to

equipment in the Work Order Details page or from the Equipment page.

To record the addition of refrigerant in Work Order Details:

(1) In the Work Order Details page, click the Service History tab, then choose the Refrigerant

Transaction sub tab (Error! Reference source not found.).

Figure 7 Work Order Details Refrigerant Tracking

(2) Click the Add New button, and then choose Added from the pull-down menu.


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(3) Fill in the required fields, and click OK. Note that because the system uses since leaks were lastrepaired as a factor in calculating rolling leak rates, it is very important to accurately specify whetherthe leak has been fixed or not.

To record the addition of refrigerant to equipment from the Equipment page:

(1) Choose Refrigerant from the Materials menu. Then choose Equipment Search from the sub-

menu. The Equipment page opens.

(2) Click Show All Equipment to populate the list, or use the search features to narrow your search.

(3) Select the desired piece of equipment in the list.(4) Click the New Transaction button, and choose Added from the pull-down list. The Added dialog

opens.

(5) Fill in the required fields, including the associated Work Order number, and click OK.

Recording Leakage from Equipment

The system uses the following formula to calculate the Rolling Leak Rate for refrigerants, which

is calculated only when refrigerant, is added to the system.

Before you can record leakage of refrigerant from equipment, you must set up your equipment

in the system for refrigerant tracking. You can record refrigerant leakage from equipment in the

Work Order Details page or from the Equipment page.

To record refrigerant leakage in Work Order Details:


Transactions sub tab.


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(2) Click the Add New button, and then choose Accidental Leak from the pull-down menu. The

Accidental Leak dialog box opens.

(3) Fill in the required fields, and click OK.

To record refrigerant leakage from the Equipment page:

(1) Choose Refrigerant from the Materials menu. Then choose Equipment from the sub-menu. The

Equipment page opens.


(3) Select the desired piece of equipment in the list.

(4) Click the New Transaction button, and choose Accidental Leak from the pull-down list. The

Accidental Leak page opens.


Recovering Refrigerant from Equipment

Before you can record the recovering of refrigerant from equipment, you must set up your

equipment in the system for refrigerant tracking. You can record refrigerant additions to

equipment in the Work Order Details page or from the Equipment page.

To record refrigerant recovery in Work Order Details:


Transactions sub tab.

(2) Click the Add New button, and then choose Recovered from the pull-down menu. The

Recovered dialog box opens.


To record refrigerant recovery from the Equipment page:

(1) Choose Refrigerant from the Materials menu. Then choose Equipment Search from the sub-

menu. The Equipment page opens.


(3) Select the desired piece of equipment in the list.(4) Click the New Transaction button, and choose Recovered from the pull-down list. The Recovered

dialog opens.

(5) Fill in the required fields, including the associated Work Order number, and click OK.

Documents

Refrigerant Tracking User Guide 2013