Facilities & Services UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN

Transcription

1 Facilities & Services UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN Compliance Suite Overview Last Updated: 11/18/

2 Change log Date Changes Author 11/17/2010 Initial Draft T Reid - 2 -

3 Table of Contents Refrigerant Compliance Management Software Daily Use... 4 Adding an Appliance Open the Appliance screen Click the 'New Record' icon Maintaining a Refrigerant Inventory... 9 Stockpile Refrigerant Inventory Tracking... 9 Adding Refrigerant to the Inventory Adding Refrigerant Containers Refrigerant Screen Folders Transferring Refrigerant between Cylinders Adding a Refrigerant Transfer Removing a Refrigerant Transfer Adding Refrigerant to the Inventory Adding Refrigerant Containers Refrigerant Screen Folders Auditing Refrigerant Quantities Entering an Audit Initial Audit When the Cylinder Record Is Created Performing a Corrective Audit Purchasing and Disposing Refrigerant Adding Purchases or Disposals Purchase and Disposal Screen Folders Transferring Refrigerant between Cylinders Adding a Refrigerant Transfer Removing a Refrigerant Transfer Entering Service Records Adding Service Records Service Records Screen Folders Documenting Refrigerant Leaks How the Annualized Leak Rate is Calculated Annualized Calculation: Annualized Formula: Annualized Leak Rate Calculation Using Leak Manager To use the Leak Manager: Using the Leak Rate Calculator Accessing the Calculator: Tracking Refrigerant Use Refrigerant Added Refrigerant Recovered Generating Waste Adding Used Oil Drums to the Inventory Used Oil Drums Screen Folders

4 Refrigerant Compliance Management Software Daily Use Accurate inventory tracking is an integral part of the implementation of EPA's Section 608 regulations. You will be adding service records, which is the primary screen for documenting refrigerant transactions, on an ongoing basis. When navigating through service records, remember the value of the Master List for finding and grouping data and the convenience of other Compliance Suite features for data entry. This section will outline the details of documenting a service or maintenance event. 1. Adding an Appliance 2. Maintaining a Refrigerant Inventory 3. Adding Refrigerant to the Inventory 4. Auditing Refrigerant Quantities 5. Purchasing and Disposing Refrigerant 6. Transferring Refrigerant Between Cylinders 7. Entering Service Records 8. Documenting Refrigerant Leaks 9. How the Leak Rate is Calculated 10. Using Leak Manager 11. Using Leak Rate Calculator 12. Tracking Refrigerant Use 13. Generating Waste - 4 -

5 Adding an Appliance The Appliance screen allows you to build a list of refrigerant-containing appliances for a facility. You can add Custom Fields which further enhance query capabilities. Data from the Appliance screen provides a pull-down menu in the Service Records screen. To add an Appliance, proceed as follows: 1. Open the Appliance screen. 2. Click the 'New Record' icon

6 Enter the information required by the window. The 'Facility' and 'Refrigerant' fields can be populated from convenient pull-down menus. The 'Appliance #' will automatically populate if you have set up the Numbering Systems folder in the Facility screen. Click 'OK', and the information will transfer to the header of the screen. The 'Company' and 'Division' fields are automatically populated in the header based on the 'Facility' selection and cannot be modified in this screen. To complete the header, enter the charge for the appliance, which represents the total charge capacity defined by the manufacturer's performance data or verified by testing. Complete the general and specific location fields using the pull-down menus provided. To add additional appliances, click the 'New Record' button again and repeat the steps. To see a list of all the Appliances you have entered, click the 'Master List. Appliance Screen Folders Once data are added to the header fields, you can complete the information in the following folders: Detail Unit identification information and technical specifications for the unit are entered in fields in the Detail folder. Pull-down menus are available for many of the fields for easy data entry. These menus are pre-loaded but can be customized to meet your particular needs in the Reference screen

7 For users with multiple refrigerants in one circuit, you can enable the 'Multiple Refrigerant Types' function by checking the 'Enable' box provided. You can select the additional refrigerants from the pull-down menus in the grid in the pop-up window that appears. Status Installation and disposal date information for the specified appliance is recorded in the fields provided in this folder. If you select unit disposal as an option in the Service Records-Description folder, you will also be transferred this screen to complete the documentation of the disposal. Upgrades Appliance upgrades can be documented in a large text field provided in this folder. Components A major appliance component is entered in this field when it is added or removed. To add a component, click on the "+" sign in the upper left corner of the folder and complete the fields provided in the Add window. The information will transfer to the grid. To delete a component, select the record that you wish to remove by clicking on the row header of that item. You can select multiple entries by holding the control key as you click on the row header of the items that you wish to remove. Click on the "-" sign and select 'yes' when asked if you want to delete the selected item(s). Click 'OK'. The information will transfer to the grid. History The History folder provides a listing of all the service records associated with the Appliance in view. The existing information is automatically populated for you and cannot be modified here. Click the lightning bolt to the left of the Service ID # column to access the source record and make modifications. You can also create a new service record for the Appliance in view from the History folder by clicking on the 'Add a Service Record for this Appliance' button. Images Images folders appear in most screens of the Compliance Suite and allow you to import images related to the record in view. For more information, see the topic on Images Folders in the Compliance Suite Features section of this documentation. Documents Documents folders appear in most screens of the Compliance Suite and allow you to attach documents related to the record in view. For more information, see the topic on Documents Folders in the Compliance Suite Features section of this documentation. Notes - 7 -

8 Notes folders appear in most screens in the program and allow you to write unlimited notes regarding the record you have in view. Notes folders function consistently throughout the Compliance Suite. For more information, see the topic on Notes Fields/Folders in the Common Features section of this documentation

9 Maintaining a Refrigerant Inventory Refrigerant quantities are tracked in Refrigerant Compliance Management software (RCMS) using the cylinder inventory method. Cylinder tracking requires that each container of refrigerant be uniquely identified with its own cylinder number. By this method, the refrigerant levels in each cylinder are tracked independently of other cylinders. You can assign the refrigerant to a location, technician, vehicle, or vendor. Each service record or purchase/disposal record with a refrigerant use or other transaction of refrigerants will require this cylinder identification number. Cylinder inventories are automatically adjusted when refrigerant transactions are recorded in RCMS. The benefit of cylinder tracking is that a detailed refrigerant inventory can be maintained in RCMS. However, if a client chooses to use stockpile tracking, you can follow the steps below to achieve an effective tracking and reporting method. Stockpile Refrigerant Inventory Tracking Refrigerant Compliance Management software views a stockpile as a large cylinder. You will enter the total amount of refrigerant you are stockpiling as a "Stockpile Cylinder". We recommend the following when you add refrigerant that is to be assigned to a "stockpile": Open the Refrigerant screen

10 Click the 'New Record' icon. Select 'Facility' and 'Refrigerant' using the pull-down menus provided. Name the new Cylinder ID "Stockpile X", "Stockpile X-R-xx", or other user-defined nomenclature that identifies the stockpile cylinder

11 Hint! You may not assign the same ID to more than one cylinder. If you have multiple refrigerant types in your stockpile, please be sure to list each refrigerant type as a new entry to the same stockpile number. Example (each ID below is entered as a new cylinder ID) Stockpile 01 R-22 Stockpile 01 R-12 Stockpile 01 R-11 Enter the total refrigerant quantity you would like to stockpile. The stockpile quantity will be adjusted as refrigerant is expended from the inventory during service and maintenance events. Complete the remaining fields in this refrigerant record. Press the OK button to add record Adding Refrigerant to the Inventory The Refrigerant screen allows you to maintain an inventory of refrigerant containers and their contents. Refrigerant Compliance Management Software is designed such that the refrigerant is added to the inventory in this screen, then its purchase is recorded in the Purchase and Disposal screen. Data from the Refrigerant screen provides pull-down menus in the following screens: Service Records Purchase and Disposal Adding Refrigerant Containers To add Refrigerant to the inventory, proceed as follows: Open the Refrigerant screen. Click the 'New Record icon

12 Select the 'Facility' for which the entry is being made from the pull-down menu. The Cylinder ID number will automatically populate if you have set up the Numbering Systems folder in the Facility screen. Select the 'Refrigerant' type from the pull-down menu provided. Enter the quantity of refrigerant that is being added to the inventory in the appropriate field. Click 'OK'. The information will transfer to the header of the screen. Next you can complete the information in the remaining header fields. The 'Company', 'Division', and 'Current Quantity' fields are automatically populated in the header and cannot be modified in this screen. Select the 'Cylinder Size' and 'Condition' from the pull-down menus provided

13 Enter the tare weight and the bar code for the cylinder in the fields provided. To add additional refrigerant containers to the inventory, click the 'New Record' button again and repeat the steps. To see a list of all the Refrigerant containers you have entered, click the 'Master List'. NOTE: If you elect to maintain your refrigerant inventory in stockpiles instead of tracking individual cylinders, refer to Maintaining a Refrigerant Inventory. Refrigerant Screen Folders Once you have added a Refrigerant record to the inventory, you will define specific information about the refrigerant. The following yellow file folders are available in the Refrigerant screen: Detail The following fields are used to further describe the refrigerant: Cylinder Type: Select whether the cylinder type is 'recovery', 'disposable', and/or 'returnable' using the appropriate checkbox(es) provided. MSDS: If you are also an MSDS Management Software user, you can create or delete a link to an MSDS database for the cylinder contents. To add or delete a link to an MSDS, click on the appropriate "+" or "-" button in this folder and complete the fields. The MSDS # field will automatically populate from the MSDS software. You can also enter a part # in the field provided. Other fields are provided in the Detail folder to document the cylinder's active or inactive status, its certification date, and the entity to which it is assigned. Audits Refer to "Auditing Refrigerant Quantities" for a detailed discussion of auditing refrigerant quantities. Transfers Please refer to 'Transferring Refrigerant Between Cylinders' for a discussion of this functionality. History The History folder provides a listing of all the service, purchase and disposal, and assignment records associated with the Refrigerant record in view. This information is automatically populated and cannot be modified here. Click the lightning bolt to the right of the row header to access the source record and make modifications. Images

14 Images folders appear in most screens of the Compliance Suite and allow you to import images related to the record in view. For more information, see the topic on Images Folders in the Compliance Suite Features section of this documentation. Documents Documents folders appear in most screens of the Compliance Suite and allow you to attach documents related to the record in view. For more information, see the topic on Documents Folders in the Compliance Suite Features section of this documentation. Notes Notes folders appear in most screens in the program and allow you to write unlimited notes regarding the record you have in view. Notes folders function consistently throughout the Compliance Suite. For more information, see the topic on Notes Fields/Folders in the Common Features section of this documentation. Transferring Refrigerant between Cylinders The Transfers folder in the Refrigerant screen allows you to add or delete a record documenting the transfer of refrigerant between cylinders. These cylinder transfer records are particularly important for refrigerant inventory tracking. Adding a Refrigerant Transfer To add a transfer record, proceed as follows: Open the Transfer folder in the Refrigerant screen

15 Click on the "Add a Transfer" button. Enter the transfer date from the pull-down calendar, then click 'OK'

16 Click the "From" radio button if you are transferring from the current cylinder. Click the "To" radio button if you are transferring to the current cylinder. Then select the other cylinder involved in the transfer from the pull-down menu. Enter the amount transferred in the appropriate measurement unit. Select the name of the technician performing the transfer from the pull-down menu. Click 'OK'. The information will transfer to the grid. To add additional transfers, click the 'Add a Transfer' button again and repeat the steps. Removing a Refrigerant Transfer To remove a transfer record, proceed as follows: Open the Transfer folder in the Refrigerant screen. Select the record that you wish to remove by clicking on the row header of that item. You can select multiple entries by holding the control key as you click on the row header of the items that you wish to remove. Click on the "Delete a Transfer" button. Select 'yes' when asked if you want to delete the selected item(s). Click 'OK'. The information will transfer to the grid

17 Adding Refrigerant to the Inventory The Refrigerant screen allows you to maintain an inventory of refrigerant containers and their contents. Refrigerant Compliance Management Software is designed such that the refrigerant is added to the inventory in this screen, then its purchase is recorded in the Purchase and Disposal screen. Data from the Refrigerant screen provides pull-down menus in the following screens: Service Records Purchase and Disposal Adding Refrigerant Containers To add Refrigerant to the inventory, proceed as follows: Open the Refrigerant screen. Click the 'New Record' icon. Select the 'Facility' for which the entry is being made from the pull-down menu. The Cylinder ID number will automatically populate if you have set up the Numbering Systems folder in the Facility screen. Select the 'Refrigerant' type from the pull-down menu provided. Enter the quantity of refrigerant that is being added to the inventory in the appropriate field. Click 'OK'. The information will transfer to the header of the screen. Next you can complete the information in the remaining header fields. The 'Company', 'Division', and 'Current Quantity' fields are automatically populated in the header and cannot be modified in this screen. Select the 'Cylinder Size' and 'Condition' from the pull-down menus provided. Enter the tare weight and the bar code for the cylinder in the fields provided. To add additional refrigerant containers to the inventory, click the 'New Record' button again and repeat the steps. To see a list of all the Refrigerant containers you have entered, click the 'Master List'. NOTE: If you elect to maintain your refrigerant inventory in stockpiles instead of tracking individual cylinders, refer to Maintaining a Refrigerant Inventory. Refrigerant Screen Folders Once you have added a Refrigerant record to the inventory, you will define specific information about the refrigerant. The following yellow file folders are available in the Refrigerant screen: Detail The following fields are used to further describe the refrigerant: Cylinder Type: Select whether the cylinder type is 'recovery', 'disposable', and/or 'returnable' using the appropriate checkbox(es) provided

18 MSDS: If you are also an MSDS Management Software user, you can create or delete a link to an MSDS database for the cylinder contents. To add or delete a link to an MSDS, click on the appropriate "+" or "-" button in this folder and complete the fields. The MSDS # field will automatically populate from the MSDS software. You can also enter a part # in the field provided. Other fields are provided in the Detail folder to document the cylinder's active or inactive status, its certification date, and the entity to which it is assigned. Audits Refer to "Auditing Refrigerant Quantities" for a detailed discussion of auditing refrigerant quantities. Transfers Please refer to 'Transferring Refrigerant Between Cylinders' for a discussion of this functionality. History The History folder provides a listing of all the service, purchase and disposal, and assignment records associated with the Refrigerant record in view. This information is automatically populated and cannot be modified here. Click the lightning bolt to the right of the row header to access the source record and make modifications. Images Images folders appear in most screens of the Compliance Suite and allow you to import images related to the record in view. For more information, see the topic on Images Folders in the Compliance Suite Features section of the Help Text. Documents Documents folders appear in most screens of the Compliance Suite and allow you to attach documents related to the record in view. For more information, see the topic on Documents Folders in the Compliance Suite Features section of the Help Text. Notes Notes folders appear in most screens in the program and allow you to write unlimited notes regarding the record you have in view. Notes folders function consistently throughout the Compliance Suite. For more information, see the topic on Notes Fields/Folders in the Common Features section of this documentation. Auditing Refrigerant Quantities The Audits folder in the Refrigerant screen allows you to verify refrigerant quantities for a particular cylinder. As a routine procedure, you may audit a cylinder when you initially add a cylinder to the

19 inventory, empty it, change its status, or need to double-check the quantity against service records and transfer data, among other things. Refrigerant Compliance Management Software adjusts the total refrigerant quantity in a cylinder or stockpile based on the following actions: an audit of the cylinder contents transfer of refrigerant between cylinders a service record involving the addition or recovery of refrigerant a leak test that uses the cylinder as a trace gas Entering an Audit The Audit folder allows you to add or delete an audit of the cylinder's current charge. To add an Audit, proceed as follows: Click on the "+" sign in the upper left corner of the folder and complete the fields provided in the Add window. Note that you can add an in-house or contract technician from this window also, if necessary. To delete an Audit, select the record that you wish to remove by clicking on the row header of that item. You can select multiple entries by holding the control key as you click on the row header of the items that you wish to remove. Alternately, for consecutive selections, drag your mouse over the row header of the selections and they will highlight. Click on the "-" sign and select 'yes' when asked if you want to delete the selected item(s). Click 'OK'. The information will transfer to the grid. The two scenarios in which audited quantities are used to automatically populate the current cylinder quantity are described below. Initial Audit When the Cylinder Record Is Created When you add a new cylinder to the refrigerant inventory, an initial audit entry is created in the Audits folder for that cylinder. In the Notes column of the grid in the Audits folder, a notation of "New Cylinder, Initial Quantity" will automatically appear for the initial audit. Thereafter, the program will adjust the refrigerant quantity based on any transfers and service records involving the referenced refrigerant cylinder. The program will use the initial audit to deduct from or add to the initial quantity appropriately. Performing a Corrective Audit This program considers a "corrective audit" as one that is intended to adjust or verify a refrigerant quantity in a cylinder after service records or transfers are performed. Because an audit, by nature, is presumed to be a proactive management tool, it supercedes the transfer and service records when those events occur on the same day. Therefore, if you want to create, use, and audit a cylinder on the same date, proceed as follows: Open the Refrigerant screen and add a new cylinder. An initial audit will automatically be created at the same time

20 Use that cylinder to perform a transfer to or from; and/or use that cylinder in a Service Record. If you have multiple transfers or service records for this date, perform all of them at this stage, prior to moving on to the next step. Perform an audit. If more than one audit or other quantity-adjusting activity is performed and entered into the software on a given date, you should use the time stamp provided in the appropriate Add window. In this sequence of events, the amount entered in the final audit becomes the current quantity. Purchasing and Disposing Refrigerant The Purchase and Disposal screen allows you to record the purchase and disposal of refrigerant that is used for service and maintenance. Note that you can add refrigerant to the inventory from the Detail folder of the Purchase and Disposal screen. If you add a new refrigerant cylinder in the Purchase and Disposal screen, that information will appear as the last record added in the Refrigerant screen, from which you can add more detailed information about the new cylinder. Adding Purchases or Disposals To add a Purchase or Disposal record, proceed as follows: Open the Purchase and Disposal screen. Click the 'New Record' icon. Select 'Purchase' or 'Disposal' from the radio button options in the 'Add' window. Select the 'Facility' and 'Date' for which the purchase or disposal was made. The Order # in the 'Add' window will automatically populate if you have set up the Numbering Systems folder in the Facility screen. Click 'OK', and the information will transfer to the header of the screen. Once you have added a new Purchase or Disposal, you can enter the Invoice # and select the vendor from the pull-down menu in the header of the screen. To add other purchases or disposals, click the 'New Record' button again and repeat the steps. To see a list of all the purchases and disposals you have entered, click the 'Master List'. Purchase and Disposal Screen Folders After completing the header information, you can provide details of the purchase or disposal in the following yellow file folders that are available in the screen: Detail Identify whether the purchase or disposal was made by in-house personnel or a contractor by selecting the appropriate radio button. Then select the technician name from the pull-down menu in the field provided. Use the "+" button to 'Add a Line Item' for this purchase/disposal and complete the fields provided

21 To 'Delete a Line Item' for this purchase/disposal, highlight the row you wish to delete by clicking on the row header when a horizontal arrow appears. Then click on the "-" button and select 'yes' if you wish to delete the item. Images Images folders appear in most screens of the Compliance Suite and allow you to import images related to the record in view. For more information, see the topic on Images Folders in the Compliance Suite Features section of this documentation. Documents Documents folders appear in most screens of the Compliance Suite and allow you to attach documents related to the record in view. For more information, see the topic on Documents Folders in the Compliance Suite Features section of this documentation. Notes Notes folders appear in most screens in the program and allow you to write unlimited notes regarding the record you have in view. Notes folders function consistently throughout the Compliance Suite. For more information, see the topic on Notes Fields/Folders in the Common Features section of this documentation. Transferring Refrigerant between Cylinders The Transfers folder in the Refrigerant screen allows you to add or delete a record documenting the transfer of refrigerant between cylinders. These cylinder transfer records are particularly important for refrigerant inventory tracking. Adding a Refrigerant Transfer To add a transfer record, proceed as follows: Open the Transfer folder in the Refrigerant screen. Click on the "+" sign. Enter the transfer date from the pull-down calendar, then click 'OK'. Click the "From" radio button if you are transferring from the current cylinder. Click the "To" radio button if you are transferring to the current cylinder. Then select the other cylinder involved in the transfer from the pull-down menu. Enter the amount transferred in the appropriate measurement unit. Select the name of the technician performing the transfer from the pull-down menu. Click 'OK'. The information will transfer to the grid. To add additional transfers, click the '+' button again and repeat the steps

22 Removing a Refrigerant Transfer To remove a transfer record, proceed as follows: Open the Transfer folder in the Refrigerant screen. Select the record that you wish to remove by clicking on the row header of that item. You can select multiple entries by holding the control key as you click on the row header of the items that you wish to remove. Click on the "-" sign. Select 'yes' when asked if you want to delete the selected item(s). Click 'OK'. The information will transfer to the grid. Entering Service Records The Service Records screen is the central screen in Refrigerant Compliance Management Software (RCMS). This screen allows you to document service and maintenance records associated with each refrigerantcontaining appliance. The Service Records screen will be used regularly to enter new data and update existing service records. User-defined fields can be selected using the highlighting tool to ensure that a minimum level of data necessary for internal reporting is completed. You can also use the pre-selected highlighted fields to guide data entry by selecting the highlighting function in the top bar. Pull-down menus in this screen will ease data entry and maintain consistency. The Master List is an effective tool for finding and grouping service records. This section will outline how to enter data for various fields in this screen. Data from the Service Records screen is automatically transferred to the following screens: Technician Contractor Appliance Used Oil Drums Refrigerant Desktop Adding Service Records To add a Service Record, proceed as follows: Open the Service Record screen. Click the 'New Record' icon. Enter the information required by the window. The 'Facility' and 'Appliance' fields can be populated from pull-down menus. The Service ID # will automatically populate if you have set up the Numbering Systems folder in the Facility screen. If you wish to schedule recurring service, you can do so in the 'Add-Service Record' window also. Click on the 'Schedule Recurring Service' button. You can then select the duration of the recurring service events, the frequency, and/or interval of the recurring event by using the radio buttons and pull-down calendars in the 'Schedule Recurring Service' window. Click 'OK' and the information will transfer to the header of the screen

23 Additional information for the appliance in view will be populated from the Appliance screen in the appropriate header fields when a new record is added. Notice that the leak rate method appears and is based upon the location of the appliance. Pull-down calendars in the 'Date of Last Service', 'Date Issued', and 'Date Due' fields are provided for quick data entry. If you are uncertain of the last service date, click on the lightning bolt to the right of the 'Appliance' field in this header, which will transfer you to the Appliance record. You can then access the History folder in the Appliance screen. To enter additional service records, click the 'New Record' button again and repeat the steps. To see a list of all the Service Records you have entered, click the 'Master List'. Service Records Screen Folders Once data are completed in the header fields, you can add information in the following folders: Request This folder is used to describe the reason for the service or maintenance event in view. If this field was completed in the 'Add-Service Record' window, it will transfer to this field. A large field is provided for entering descriptive text. Description A series of checkboxes are provided for the user to quickly identify the general type of service or maintenance that is or was performed. You can add Custom Fields to this screen which further enhance its functionality. The current EPA "Table 1 - Required Levels of Evacuation for Appliances" is provided as a link in this folder. A large text field is also provided to document a description of the service provided in detail. If the 'Disposed Unit' checkbox is completed in this folder, you can further document that refrigerant was recovered and the unit was tagged by selecting the checkboxes that appear. Refrigerant Details of tracking refrigerant use during a service event are provided in the "Tracking Refrigerant Use" section of this manual. Technicians/Accidental Releases The names of technicians who provided service are entered from a pull-down menu in the grid provided. The contractor with whom the technician is affiliated, if other than an employee, automatically populates in the appropriate field. To add or delete another technician, click on the appropriate button in this section of the folder. Each technician's hours are entered into the far right column in this table. The total number of hours for all technicians for the Service Record in view is automatically summed in the lower right corner in this section

24 If an accidental release of refrigerant occurs during the service event, it can be documented in the right section of this folder. The quantity released and a description of the release can be entered in the fields provided. Leaks Details of recording leaks are provided in the "Documenting Refrigerant Leaks" section of this manual. Parts/Oil Folder This folder provides fields for recording minor parts or materials used and refrigerant oil recovered during this service event. To add a Part, click on the "+" sign in the upper left corner of the folder. Select the part # from the pull-down menu provided in the Add window. You can modify the parts selections from the Reference screen. You can enter a description of the parts and the quantity of the referenced part in this window also. Click 'OK'. To delete a part, select the entry in the grid that you wish to remove by clicking on the row header of that item. You can select multiple entries by holding the control key as you click on the row header of the items that you wish to remove. Click on the "-" sign and select 'yes' when asked if you want to delete the selected item(s). Click 'OK'. The information will change in the grid. Refer to "Generating Waste" to learn more about documenting used oil generation. Images Images folders appear in most screens of the Compliance Suite and allow you to import images related to the record in view. For more information, see the topic on Images Folders in the Compliance Suite Features section of this documentation. Documents Documents folders appear in most screens of the Compliance Suite and allow you to attach documents related to the record in view. For more information, see the topic on Documents Folders in the Compliance Suite Features section of this documentation. Notes Notes folders appear in most screens in the program and allow you to write unlimited notes regarding the record you have in view. Notes folders function consistently throughout the Compliance Suite. For more information, see the topic on Notes Fields/Folders in the Common Features section of this documentation

25 Documenting Refrigerant Leaks One of the most important features of Refrigerant Compliance Management Software is its ability to document refrigerant leaks and subsequent corrective actions necessary to comply with EPA regulations. The Leaks folder in the Service Records screen consists of two sections provided for recording a refrigerant leak. To document a leak during a service event, proceed as follows: Open the Leaks folder in the Service Records screen. Fill in the "Leak Found" checkbox and the corresponding date from the pull-down calendar. If applicable, fill in the "Leak Repaired" checkbox and the corresponding date from the pull-down calendar. Note that owners are required under Section 608 to repair leaks within 30 days of discovery unless a retrofit or retirement plan is developed. When the appliance passes the initial leak verification test, fill in the checkbox and corresponding date from the pull-down calendar. The initial leak verification test is performed after completion of the repair and prior to adding refrigerant to the system. The test method is selected from the pulldown menu. If a trace gas is used to conduct a leak verification test, click on the 'Trace Gas Used' checkbox in the 'Leak Notes' section of this folder. When you select this checkbox, additional pull-down and data fields will appear to document the type, source, and quantity of the trace gas. Complete the checkbox for a passing follow-up verification test after the unit is charged and operating under load at normal temperature and pressure. Document the date and test method for the follow-up test in the fields provided. For users in certain regions or jurisdictions, such as the South Coast Air Quality Management District (SCAQMD) in Southern California, routine audits of the refrigeration systems containing Class I refrigerants may be required. A completed checkbox in the "Leak Audit" field implies that the audit requirement has been met. The date of the audit can be entered from the pull-down menu. If you have recovered or added refrigerant to the system as a result of a leak, you must record that refrigerant use in the Refrigerant folder of the Service Records screen. Other convenient tools associated with leak tracking are located in the Tools menu of RCMS and are highlighted as follows: Leak Manager calculates the alert leak rate, or "trigger rate" for an appliance. Leak Rate Calculator extrapolates the leak rate of an appliance based on a rated charge and a quantity of refrigerant added. How the Annualized Leak Rate is Calculated The annualized leak rate that is automatically calculated in the Service Records screen is extrapolated from the net loss of refrigerant between service events. Equipment owners and operators must apply one method

26 to calculate leak rate annualized or rolling average for the lifetime of all applicable equipment at an operating facility. Annualized Calculation: Projects annual consumption assuming leakage continues. Resets leak rate to zero following repairs. Starts a new calculation that incorporates previous servicing during the past 365 days for subsequent leaks. Annualized Formula: Leak Rate (%) = Net refrigerant added (in lbs) / Full charge (in lbs) x 100% # days since refrigerant last added / 365 days The EPA has set alert leak rates, also referred to as "trigger rates" for different appliance types, as follows: Commercial refrigeration 35% Industrial process refrigeration 35% Comfort cooling 15% All other appliances 15% If your local jurisdiction, state, or other regulatory authority has established more stringent limits, you can modify the alert leak rate in the 'Appliance Duty Type' field of the Reference screen. International clients in areas with a "zero tolerance" approach may need to change the alert leak rates. Each time you add refrigerant to a system that normally contains 50 pounds or more of refrigerant, the leak rate must be calculated. If the leak rate is higher than the alert leak rate established for that type of system, EPA requires that you repair, retrofit, or retire the system. The calculated leak rate is expressed as a percentage of full charge that would be lost over a 12-month period if you did nothing to stop the leak. If the calculated leak rate is less than the alert leak rate, no action is required. As an example, suppose you have a commercial refrigeration system that, when fully charged, has a capacity of 100 pounds. You determine that this system lost 5 pounds of refrigerant since the last service event on January 1. You discover the losses by adding refrigerant on the first day in February. At a leak rate of 5 pounds per month, the system would lose 60 pounds of refrigerant over a 12-month period, meaning this system has an annualized leak rate of roughly 60%. This leak rate exceeds the alert leak rate, so some action must be taken. As soon as the leak is discovered, it must be repaired within 30 days if the alert leak rate exceeds the established standards shown above. EPA does not allow you to wait until 35%, or 35 pounds as in the example above, has leaked out of the system before you initiate repair or other longterm action

27 Annualized Leak Rate Calculation The parameters for the leak rate calculation shown above are derived from data fields in the Service Records screen, as shown in the screen image below: Net refrigerant added = Total Added (from 'Refrigerant Added' grid) Total Recovered (from 'Refrigerant Recovered' grid) Note that if you recover a known amount of refrigerant and put it back into the system, that recovered amount is not counted as a "leak". Notice that the method used to calculate leak rate automatically appears to the right of the percent symbol. Full charge = The full charge is the amount of refrigerant necessary for an appliance to operate at normal conditions. Options for determining the full charge of a system are provided as a pull-down menu in the Appliance screen. This field is automatically populated from the most recent prior service record. # days since refrigerant last added = Date 'Leak Found' (from the Service Records 'Leaks' folder) Date of last service (Note that there must be a prior recorded service event in order for this field to be calculated. If the last service event was greater than 365 days, the software will default to 365 days to provide a conservative leak rate.) If the 'Leak Repaired' box is checked in the Leaks folder of the Service Records screen, the leak rate will not be calculated but will be reset to zero, as if full charge is re-established. When the alert leak rate is exceeded in Refrigerant Compliance Management Software, a warning appears that indicates that you have exceeded the alert rate

28 Using Leak Manager The Leak Manager is a tool used to determine the alert, or "trigger", leak rate for different categories of appliances. Coupled with the Leak Rate Calculator also provided in Refrigerant Compliance Management Software, you can determine whether or not the appliance is currently in compliance with EPA's Section 608 regulations. For commercial and industrial process refrigeration, leaks must be repaired at a leak rate of 35 percent or more. For all other users, including comfort cooling, leaks must be repaired at a leak rate of 15 percent or more. You can change the alert leak rate in the Reference screen if your equipment must meet more stringent requirements. Located in the Tools menu on the top bar, Leak Manager can be used in any screen except the Desktop. To use the Leak Manager: From the Tools menu, click on 'Leak Manager'. Answer the series of questions as you are prompted by the screen. The trigger leak rate is determined based on your responses to the questions. After the trigger leak rate is determined, the screen offers you three options: Calculate the appliance leak rate using 'Leak Rate Calculator'; Print a form provided to assist you in calculating the full charge of industrial process equipment, or; Close the popup screen. If you elect to calculate the leak rate of the appliance, complete the fields provided in the 'Leak Rate Calculator'. When done, close the calculator. You will be prompted through another series of questions. Based on the type of appliance and the leak rate relative to its alert leak rate, the corrective action and the required time frame for such action is provided on the screen. You can close the 'Leak Manager' screen when done. Using the Leak Rate Calculator The Leak Rate Calculator is a convenient tool for determining the leak rate of an appliance. Use the Leak Rate Calculator to compare and contrast values resulting from annualized and rolling average calculation methods. Data entered into the calculator does not impact foundational materials or other records. Located in the Tools menu, the Leak Rate Calculator can be used while in any screen except the Desktop. Accessing the Calculator: From the Tools menu, click on 'Leak Rate Calculator'. Select either the annualized or rolling average leak rate method. Users will follow different steps depending upon the selected calculation method. Annualized Calculations Select the 'Date of Current Service' with the pull-down calendar. Select the 'Date of Previous Service' with the pull-down calendar. Enter the 'Total Refrigerant Charge of the Unit'

29 Enter the 'Net Quantity of Refrigerant Added on Service' during this event in the appropriate field. Click the 'Calculate' button. The leak rate in percent appears in the field to the right of the calculator. Rolling Average Select the 'Date of Current Service' with the pull-down calendar. Select the 'Date Last Leak Repaired' with the pull-down calendar. Enter the 'Total Refrigerant Charge of the Unit'. Enter the 'Net Quantity of Refrigerant Added During Period'. Click the 'Calculate' button. The leak rate in percent appears in the field to the right of the calculator. Tracking Refrigerant Use An important component of refrigerant compliance regulations is tracking the use of refrigerants during service and maintenance events. One of the major recordkeeping requirements for owners of appliances that contain 50 or more pounds of refrigerant and technicians is to keep records documenting the date and type of service, as well as the quantity of refrigerant added. The Refrigerant folder in the Service Records screen provides the tools necessary to accurately record refrigerant use. Net refrigerant statistics and leak rate calculations in the Service Records header are derived from data entered in the Refrigerant folder in the Service Records screen. Refrigerant Added The total quantity of refrigerant added to an appliance from cylinders is recorded in this folder. To document refrigerant added during a service event, proceed as follows:

30 Open the Refrigerant folder in the Service Records screen. Click on the "+" sign to 'Add Refrigerant'. From the pull-down menu, select the cylinder ID or stockpile from which the refrigerant will be added. Select the refrigerant type and condition from the pull-down menus provided. Enter quantity of refrigerant added using the appropriate unit in the field provided. Refrigerant from more than one cylinder may be added to an appliance for the Service Record in view. The total quantity added will be summed and automatically recorded in the field shown. Click 'OK'. If this is a startup charge, click in the checkbox. To delete a "refrigerant added" record, proceed as follows. Select the record(s) that you wish to remove by clicking on the row header of those items. You can select multiple entries by holding the control key as you click on the row header of the items that you wish to remove or by dragging the mouse over consecutive row headers to highlight those rows. Click on the "-" sign and select 'yes' when asked if you want to delete the selected item(s). The changes will transfer to the grid. Refrigerant Recovered The total quantity of refrigerant recovered from an appliance is recorded in this folder also. To document refrigerant recovered during a service event, proceed as follows: Open the Refrigerant folder in the Service Records screen. Click on the "+" sign. From the pull-down menu, select the cylinder ID or stockpile to which the recovered refrigerant will be added. Select the refrigerant type and condition from the pull-down menus provided. Enter quantity of refrigerant recovered using the appropriate unit in the field provided. Refrigerant may be recovered into more than one container for the Service Record in view. Click 'OK'. To delete a "refrigerant recovered" record, proceed as follows: Select the record(s) that you wish to remove by clicking on the row header of those items. You can select multiple entries by holding the control key as you click on the row header of the items that you wish to remove. Click on the "-" sign and select 'yes' when asked if you want to delete the selected item(s). The changes will transfer to the grid. Generating Waste The Used Oil Drums screen allows you to track refrigerant oil that was recovered from appliances during service and maintenance operations. Removal of refrigerant oil is documented in the Parts/Oil folder of the Service Records screen. "Cradle to grave" waste tracking under the Resource Conservation and Recovery Act (RCRA) requires documentation of waste from its generation to disposal, treatment, or recycling. Even

31 though RCRA does not identify used oil as hazardous waste, various state environmental agencies may have higher standards of documentation for tracking, taxing, and waste credit purposes. By assigning a unique identifier to each used oil drum in this screen, an accurate inventory of used oil as it is accumulated and disposed can be maintained. Data from the Used Oil Drums screen provides a pulldown menu in the Service Records screen. Adding Used Oil Drums to the Inventory To add a Used Oil Drum, proceed as follows: Open the Used Oil Drums screen. Click the 'New Record' icon. Enter the information required by the window, and click 'OK'. The Used Oil Drum Number will automatically populate if you have set up the Numbering Systems folder in the Facility screen. The New Record information will transfer to the header of the screen. Select the general location and specific location from the pull-down menus for the field provided in the header. To add additional used oil drums, click the 'New Record' button again and repeat the steps. To see a list of all the Used Oil Drums you have entered, click the 'Master List'. Used Oil Drums Screen Folders The following yellow file folders are available in the Used Oil Drums screen: Detail Enter drum type, accumulation start date, and disposal date from pull-down menus in the fields provided. History The History folder provides a listing of the service records associated with the Used Oil Drum in view. This information is automatically populated for you and cannot be modified here. Click the lightning bolt to the left of a Service ID # to access the source record and make modifications. Images Images folders appear in most screens of the Compliance Suite and allow you to import images related to the record in view. For more information, see the topic on Images Folders in the Compliance Suite Features section of this documentation. Documents

32 Documents folders appear in most screens of the Compliance Suite and allow you to attach documents related to the record in view. For more information, see the topic on Documents Folders in the Compliance Suite Features section of this documentation. Notes Notes folders appear in most screens in the program and allow you to write unlimited notes regarding the record you have in view. Notes folders function consistently throughout the Compliance Suite. For more information, see the topic on Notes Fields/Folders in the Common Features section of this documentation. Adding Used Oil to a Drum To record oil removed from an appliance during a service event, proceed as follows: Open the 'Parts/Oil' folder of the Service Records screen Enter data in the fields provided. Select the drum to which the recovered oil is to be added for this record. Note that you must have established a Used Oil Drum record for a drum before you can add contents to it. This information will automatically transfer to the Used Oil Drum History folder for the referenced drum