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Importance of Reports and Documentation


Preparing Site Reports and Documentations: Chapter 1


Importance of Reports and Documentation


In this module, we will learn about the importance of reports and documentation. We’ll also learn about logical approach in preparing reports and recording data. Skip to quiz!


Reports and Documentation


A report is a document that presents information in an organized format for a specific audience and purpose. Reports are usually structured using subheadings, numbered sections, and subsections.


We record helpful information in a report. These records act as evidence that the process owner or organization has performed work on the machine.


For example, it is difficult to remember exactly when we changed the oil or replaced our tires. A report of these maintenance records tells us what work has been done to the vehicle and when.


Unlike reports, all the written information in the organization is comprised of documents. These includes:

  • Contractor agreements,

  • Employment agreements, and

  • Partnership agreements.


We use a document before the action. On the other hand, a record is done in a report after the action.


For example, inspector Gadget wants to perform an outgoing quality check (QC) on several items. He reads through the outgoing QC procedure in a document. He then takes into action the outgoing QC inspection. He fills in the appropriate records in a report.


Reports Preparation


A lot of times, technicians on the site execute maintenance or installation of an HVAC system. Building owners or operators don’t know what fixes have been done or what installation is being carried out.


The reports serve as a reference to indicate deficiencies and remarks. These reports are prepared by a field technician and assessed by facility managers or contractors. Earth resistance is the “natural” resistance of a motor. We can measure this resistance using a multimeter.


As building owners are not thorough with HVAC systems, the report should be written such that anyone can understand. The facility managers won't approve reports if they are improper. So, we need to follow a logical approach in preparing reports and recording data.


The report should contain the following pages and information:

  • Title page,

  • Field summary,

  • Inspection or maintenance checklist, and

  • Compulsory documentation

Let us discuss each of them.


The title page should have the following information:

  • Name and address of contracting firm,

  • Project name,

  • Location of site,

  • Architect name,

  • Engineer name,

  • Contractor name, and

  • Report date.


The field summary section is the written story of what the technician did at our facility during the site visit. It gives a breakdown of:

  • Who the technician talked with,

  • What kind of equipment was used for the testing and balancing,

  • Inspections and adjustments that were made, and other important observations.


For example, the report will include information about job site arrival and initial inspection. Melink arrived on site and met with James, the site superintendent. James showed Melink the latest drawing to use for the test and inspection.


During the inspection, Melink found the following:

  • The exhaust fan is rotating backward, and

  • Several diffusers were installed in the wrong orientation on RTU.

If applicable, the summary should be followed by an itemized list of items that remain to be corrected.


We should also include pictures of deficiencies to provide a better perspective for the owner and manager. The photos are listed in order of importance, with the highest-level deficiencies listed first.


Another great use of a report is using the unit inspection checklists to see what should be monitored by our HVAC contractor. The equipment manufacturer or contractor provides the checklist. We need to add that checklist to the report.


There is some compulsory documentation that has to be included in the report. These include:

  • Symbol sheet,

  • Test instruments,

  • Building and rooftop layout, and

  • EPA records.


If we are preparing a test and balance report, we have to add instrumentation used for testing. The image to the right shows the test and instrumentation page from the report. The instrument name, its model, and manufacturer are explicitly mentioned in the test instrument.


Building and rooftop layout is a key that shows where our building’s HVAC-related equipment is located. The image to the right shows an example of the building and rooftop layout of the HVAC site.


The Environment Protection Agency (EPA) has obligated records to be kept in a report while handling refrigerants. For example, records must be kept by the technician or company employing the technician when disposing of an appliance with 5-50 pounds of refrigerant.


A report is a document that presents information in an organized format for a specific audience and purpose. Unlike reports, all the written information in the organization is comprised of documents. These includes:

  • Contractor agreements,

  • Employment agreements, and

  • Partnership agreements.


The report should contain the following pages and information:

  • Title page,

  • Field summary,

  • Inspection or maintenance checklist, and

  • Compulsory documentation.


 

Question #1: What is the need to prepare reports in an organization or industry?

  1. It can reduce the cost of the machine

  2. It acts as a record for future work

  3. It reduces machine failures

  4. It improves machine’s life

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Answer: It acts as a record for future work

We record helpful information in a report. These records act as evidence for future work.


Question #2: Which among the following is an example of a document used in an organization? (Select all that apply)

  1. Contractor agreements

  2. Employment agreements

  3. Partnership agreements

  4. None of the above

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Answer: Contractor agreements

Employment agreements

Partnership agreements

All the written information in the organization is comprised of documents. These includes:

  • Contractor agreements

  • Employment agreements

  • Partnership agreements


Question #3: Who prepares reports on an HVAC system present on the site?

  1. Architect

  2. HVAC field technician

  3. General contractor

  4. Engineer

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Answer: HVAC field technician

The reports on the HVAC system are prepared by a field technician and assessed by facility managers or contractors.


Question #4: What information is included in an HVAC site report? (Select all that apply)

  1. Certification requirements by a technician

  2. Field summary

  3. Salary of HVAC technician

  4. Inspection or maintenance checklist

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Answer: Field summary

Inspection or maintenance checklist

The inspection report has project-specific information. These include:

  • Project name,

  • Inspector and coworkers name,

  • Date of inspection, and

  • Purpose of inspection.


Question #5: What information should be present on the title page of an HVAC report? (Select all that apply)

  1. Location of site

  2. Project name

  3. Contractor name

  4. Report date

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Answer: Location of site

Project name

Contractor name

Report date

The title page should have following information:

  • Project name,

  • Location of site,

  • Contractor name, and

  • Report date.


Question #6: What documentation is compulsorily present in an HVAC report? (Select all that apply)

  1. Symbol sheet

  2. Test instruments

  3. Building and rooftop layout

  4. EPA records

Scroll down for the answer...
















Answer: Symbol sheet

Test instruments

Building and rooftop layout

EPA records

Some compulsory documentation that has to be included in the report are:

  • Symbol sheet,

  • Test instruments,

  • Building and rooftop layout, and

  • EPA records.

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