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    Audit Information Screen

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    AUDIT INFORMATION SCREEN

    INTRODUCTION

    The Audit Information screen provides a general overview of the unit and is used to schedule an audit, enter general characteristics of the unit and manage denials/deferrals, special approvals or rework.  Information is entered into four sections:

    • Site Assessment
    • House Information
    • Air Leakage
    • House Dimensions

    The Audit Information screen is accessed by opening the client’s record from the Client List screen and selecting Audit Information from the WAP menu.  The screen is also displayed each time a job is opened from the Job List screen on the HOME menu.

     

    See the tasks below for instructions on entering information.

    FEATURES AND TASKS                               

    Schedule an Audit, Other Site Assessment Information, Enter House Information, Enter Air Leakage, Enter House Dimensions, Job Status Definitions, Deny a Client, Rework, Reports Forms Letters, Download Audit to HEAT,

    SCHEDULE AN AUDIT

    To begin the audit process, open the Audit Information screen from the CLIENT menu.  First Name, Last Name, Wap Priority, and Agency will automatically fill in.  The Job Number is a unique system-generated number.  Use this number or change the number to conform to your numbering system.

    1. Select the Auditor from the drop-down list.
    2. Select the Job Type from the drop-down list.
    3. Keep the Job Status as Scheduled until the audit is complete and all measures have been entered.
    4. In the Assessment Date field, use the Calendar feature or directly enter a date in the field. 
    5. If the unit is being reweatherized, use the Calendar feature or directly enter a date in the Reweather Date  
    6. If you track furnace technicians for jobs, select the name of the Furnace Tech from the drop-down list.
    7. Select the Audit Type from the drop-down list.
    8. Enter the Nearest Weather Location information that is closest to the job by selecting the State and Location from the drop-down lists. If the location of the job is closer to a weather station in another state, select that option.
    9. Click Save.
    • The weather locations are NOAA weather stations that provide weather data used in energy savings calculations.

     

    OTHER SITE ASSESSMENT INFORMATION

    Once the job is scheduled, this section is also used to manage denials/deferrals, special approvals or rework.

    1. The Need Approval check box will automatically be checked if the job is over the allowed limit for spending.
    • The limit is set by your system administrator and jobs that exceed the limit will be put on the State Approval Your system administrator will need to review and approve the job before it can be invoiced.
    1. To deny or defer a job for non-eligibility reasons, check the Denied box and select a Denied Reason from a drop-down list.
    • The Denied Reason drop-down list is defined by your system administrator. If you have questions about the available selections, please contact your administrator.
    1. If a job has been invoiced and paid, the Rework box will display on the screen. If you need to do rework for this job, click the checkbox and click Save at the bottom of the screen.

    ENTER HOUSE INFORMATION

    1. Select the House Type, DHW Heating (Domestic Hot Water) and Basement Type from the drop-down lists.
    2. Enter the appropriate number for the following that apply:
    • # of Smokers&Pets
    • # of Woodstoves
    • # of Fireplaces
    • # of Unvented Heaters
    • # of Bedrooms
    1. Enter the year the house was built in the Year Built
    2. Check the appropriate box if any of the following apply:
    • Knob and Tube
    • Asbestos
    • Lead Paint
    • Moisture Problems
    • VOC (Volatile Organic Compounds)
    • Built Before 1979

    ENTER AIR LEAKAGE INFORMATION

    1. Select Attic, Basement, Uniform or Wall from the dropdown list to indicate the Location in the home where the majority of air leakage occurs.
    2. Select Shielding (how the unit is positioned related to topography or other structures) from the drop-down list. For example, a house on mountainside may be Exposed while a row home with units on both sides would be Protected.  Choose Normal for a typical unit.
    3. In the Leakage field, choose Small Cracks, Normal or Large Holes to describe the size of leaks in the home. For example, a plumbing chase hole would be considered a large hole.
    • Data entered in this section is used as coefficients for energy-saving air infiltration calculations.

    ENTER HOUSE DIMENSIONS

    Enter the Length, Width, and Height for each level of the unit.  The Total Heated Volume is automatically calculated based on the dimensions entered for each floor and is used to calculate energy loads and savings. This number must equal the total volume of all conditioned (intentionally heated or cooled) space in the unit.     

    1. Click Add to enter first floor dimensions and enter the Length, Width, and Height in feet.
    2. Click Save.

    Repeat for each level of the unit and increment the Floor # to correspond to the appropriate floor.  If the basement is part of the heated volume, specify the basement area as floor 0, the first floor as 1 and so on. 

     

    • Homes that have an unusual shape can be divided into rectangles and multiple entries can be made for each floor.

     

     

    • If Validate Existing Conditions is turned on for your site, data entered in this section will be used to validate dimensions entered in the Attic, Wall, and Basement/Floor For example, when you enter data for walls, the system will validate that the sum of the wall widths are equal to the perimeter of the first floor as defined in this section. Note: Validate Existing Conditions is always in effect for Full House audits.

     

    Click Save at the bottom of the screen to save all data entered in the Site Assessment, House Information, Air Leakage and House Dimension sections. 

    JOB STATUS DEFINITIONS

     The job status field identifies the current status of the job.

     Scheduled – The Job is scheduled for an energy audit. 

     Audited – The energy audit is complete. 

    • For priority audits, when all energy audit data and measures have been entered, the status should be manually changed from Scheduled to Audited.  
    • For full house audits, the status is automatically changed to Audited when you lock the job.  

     Work Ordered – A work order(s) is created and ready to be installed.

     Measures Installed - All measures are installed and ready for agency inspection.

     Inspected – All work is complete and inspected.   A Complete Date will be displayed on this screen when all measures for the job are invoiced and the invoice is submitted. 

     

    • The overall job status will be the least advanced in the workflow. For example, if there are multiple Work Orders for a job, the status will not change from Audited to Work Ordered until all measures are on a work order.

     

    DENY A CLIENT

    The Denied check box on the site assessment section can be manually checked when you want to deny or defer a job for reasons other than eligibility reasons (income, refused to complete the application, etc.).  Examples of reasons to deny or defer a job on this screen include: the work being beyond the scope of the program; health and safety issues; discovering the unit was previously weatherized; mold issues.

     

    • Job denial/deferral reasons are set by your system administrator.

    REWORK

    If a client job is complete and invoiced, the Rework checkbox will display on the Audit Information screen. 

    1. Check the Rework box, then click Save at the bottom of the screen.  The job will be listed on the State Approval screen and will be read-only until it is approved. 
    2. A state administrator will review and approve the job for rework.
    3. When the job has been approved you will be able to add new measures.

     

    • You will be able to add new data for the job but cannot edit existing data. For example, if there is an existing heating system on the Heating/Cooling screen, you cannot change (edit or delete) that record but you can add a new heating system.

     

    REPORTS, FORMS, LETTERS

    • Audit Cover Page – a printable coversheet for paper audits that includes client and site information, and relevant comments for the auditor.  Site assessment data can be recorded on this form.
    • Energy Audit – a printable field data collection form designed to mirror the WAP audit assessment data entry screens to be used by auditors conducting paper audits.
    • Eligible Letter – a printable letter stating the client is eligible for the program.
    • Denial Letter – a printable letter stating the client has been denied for the program.

    DOWNLOAD AUDIT TO HEAT

    The Hancock Energy Audit Tool(HEAT) is an Energy Auditing and Data Collection application for the iPad and iPhone. To download an energy audit from WAP Online to HEAT, make sure the Job Status on the Audit Information screen is Scheduled and that an Auditor has been assigned. Auditors can then sign in on their mobile device and download all scheduled jobs that are assigned to them.

    RELATED TASKS AND INFORMATION                                 

    When an audit is scheduled, the Wap Rank on the Client Information screen changes to -1, but you can see the client’s Wap Priority on this screen.

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