Ravti How To

 This document is an overview the four main pillars of Ravti, which are: 

• Providing a full-detailed HVAC inventory.
• Ability to request work, request bids, and get direct procurement replacements.
• Automated tenant compliance software to track which tenants are (and are not) maintaining their HVAC units.
• The robust and real-time reports that can be run at any time.

Inventory 

When a user logs into Ravti, they will see the list of facilities they are responsible for.  If this list is not accurate at any time, they have the ability to change the facilities by navigating to ‘more →  team’ in the upper right hand corner.   

• From the facilities page click on the facility you’d like to view 
  • The first thing you see will always be the Work Requests page.  This is because service calls and proposals are often time sensitive, like if you needed to fix a broken unit.  

• Next to the Work Requests tab is the HVAC Units tab where you can see all of the HVAC equipment details.  
  • You can toggle the view as desired: 
    • The suite view shows you the list of suites along with their corresponding HVAC unit.  This is the best view for Property Managers who have questions about which units are tied to which suites and allows for easy troubleshooting when a tenant reaches out with an HVAC issue.  
    • The map view shows you an aerial map of the physical location of each HVAC unit.  Zooming and clicking on a specific unit will give you more details about that specific HVAC unit.  The suite view and the map view are the two most popular ways to view your HVAC equipment.   

• The other two toggles are: 
  • List view and systems view which both show all of the equipment in one list.  This view is most helpful for facilities engineers and others who possess more technical knowledge of the HVAC units.    

• The individual HVAC unit page has a ton of useful information including model number, serial number, tonnage, manufacturer, manufactured date, location of the unit, and the suite the unit is serving.   

 

• Beyond this basic unit information you will find: 
  • The Unit Score which is an internal score based on the life expectancy standards set by ASHRAE (American Society of Heating, Refrigerating and Air-Conditioning Engineers).  ASHRAE is the governing body of the HVAC industry and sets out estimated life by equipment type, if you would like to know more there is a link below each score.  
  • The Estimated Replacement Cost.  Ravti generates a complete replacement budget range based on the type and tonnage of equipment.  This is the quickest way for anyone to find the estimated replacement cost and approximate replacement year.   

 

• Photos of the unit including a Ravti asset tag with a weatherproof QR code.  This QR code has a human readable code and serves as a unique identifier for each unit. Vendors are instructed to include that code on each service ticket so that unit history is accurate.   

• Below the photos there is another interactive map that will show you where this unit sits on the property.  

• The right side of the unit page serves as the central source of truth for each unit’s service history.   

Requesting Work

When you request work in Ravti, these requests get sent directly to preferred HVAC vendors. Ravti is not an HVAC vendor – Ravti is simply software that manages HVAC inventory and helps collect bids more easily. 

• The ‘Request Work’ button is at the top of every screen in Ravti: 

• Get Work Done (This is paying to have a vendor come out on site)  
  • This is if you need to get a technician on site for a service call or a condition inspection.
    • Service Call: This is the route you would go if a unit is not working and you do not know why, or if you have an urgent issue, like a leak.  
    • Condition Inspection: This is a diagnostic assessment to understand the condition of the unit, determine if it needs any repairs or if it is in good working condition.
•  
  • Get Pricing for Work 
    • This enables you to get multiple bids on projects such as replacing equipment.

•  When you click on Get Work Done, a Service Call is initiated in Ravti:  
  • First you will be prompted to select the facility you need the work done at 
  • Selecting the suite is optional but we encourage you to fill out as much information as possible.
  • You will then be prompted to select a vendor from your preferred list of vendors.  If you would like this request to go to all of your vendors, you can denote that in the notes section of the service request.
  • The urgency you select is based on how quickly you need someone on site.  For example, if the unit is not working at all, you would select “Emergency – ASAP.”  If you just need a condition inspection for a vacant suite, you would select “Within the next 7 days.” 
  • You will then fill out the desired time for the technician to come on site, either normal business hours or after hours.  
  • The site contact name and number is automatically populated with whoever is logged in, so if you plan to submit this service call request on another person’s behalf on site, perhaps a tenant, be sure to fill this portion out accordingly so the technician knows who to reach out to 
  • In the description add the details of the issue and any applicable attachments. Also please note any specific roof access details or anything else that a technician may need to smoothly get to the units in question.  
  • Once you click “submit,” the preferred vendor will receive a notification to schedule a window of time based on the information on the form.  
  • Once the service call is complete, we ask the vendor to upload their outcome/any recommendations as soon as possible. Whoever submitted the request will then automatically be copied on the outcome ticket request. If they recommend additional work through a proposal, the Ravti team will promptly upload it to the Ravti platform so that it can be viewed and approved. 

• The next section in Get Pricing for Work is Repairs and Replacements.  
  
  • Proposal pricing is what you select if you are in fact ready to go ahead and move forward with a project within the next 30 days. This reaches out to not only your preferred vendors but other vendors in your area for pricing estimates.  
    • This is an actual RFQ and can be used to complete the work when approved. 

• Here is an example of what an approved proposal looks like for a replacement: 
  • Here you can see the unit being serviced or replaced, the scope of work, the bids from local vendors, and the equipment options. 
  • Once the vendor and equipment are selected the proposal total will populate on the right side of the proposal.
  • At the top of the proposal there is a project tracker.  This is a tokenized, shareable link that does not require a log-in so you can send it to tenants or anyone on your team invested in the status of a project. This walks you through the entire process from when the project is approved to when the equipment has been ordered to when the project is completed. 

Automated Tenant Compliance

Ravti’s automated Tenant Compliance feature collects, audits, and tracks tenant’s maintenance history.  

To do this, Ravti requests proof of maintenance from the previous calendar year quarter, at the start of the next calendar year quarter.  For example: 

• Q1 compliance emails go out in April 
• Q2 compliance emails go out in July 
• Q3 compliance emails go out in October 
• Q4 compliance emails go out in January 

A total of 4 emails are sent to tenants, once per week over 4 weeks and email notices stop once documents are submitted. 

• Here is an example of what compliance looks like: 

• Tenants are either marked as non-compliant or compliant for a specific period depending on whether they uploaded proof of preventative maintenance during the quarter. 
• Tenants upload their service tickets directly through the tokenized link in the body of the compliance email.  
  • It is co-branded with both Ravti’s logo and the customer’s logo and includes the tenant’s suite name, facility location, and HVAC units they are responsible for.  
• All uploaded proof of maintenance tickets are personally audited by Ravti’s operations team to determine whether or not they are valid proof of maintenance. 

Tenant Rosters

Outreach is all email based, so it is extremely important to have accurate and complete information in Ravti at all times.  

The Tenant Roster is managed from the Suites tab in Ravti. Here, you will see all of the tenants we have in the database, and their corresponding contact information and maintenance requirement.  

• By clicking into the suite, we can edit all of that information in more detail.  
  • Moving a Tenant In or Out. 
  • Tenant Contact Information. 
  • Compliance Interval.
  • Compliance Responsibility.

Data and Reporting

Ravti has a number of self-serve reports that can be pulled at any time and feature the most up-to-date, real-time data.  While these reports are helpful for all users of Ravti, I will highlight the reports and what users might find each report most useful.   

The reports can be found on the 5th tab of Ravti, appropriately titled ‘Reports.’   

 

The first report you will see on this tab is the Tenant Compliance report.  This report details the tenant compliance results by facility, and is incredibly useful to the Property Manager of that specific facility.  On this report you will see quick buttons for all past quarters as well as the ability to select a custom date range.  Once run, the report shows a breakdown by facility and by suite of the compliance statuses of all of the current tenants.   

For a more high-level, portfolio-wide overview of Tenant Compliance, you can find the Tenant Compliance Analytics Dashboard.  This report is useful to the Regional Property Management and Senior Leadership teams as it shows the compliance data and trends across the entire portfolio.  Key features of this dashboard include the compliance average the last four quarters, a list of non-compliant tenants for two consecutive quarters, and the quarterly compliance by facility.  The raw data included in all of the breakdowns on this dashboard can be downloaded into a CSV or Excel spreadsheet. 

The second report on the Reports tab is the Asset Management report.  This is a live, at-a-glance view of the facility’s HVAC equipment.  It includes: 

• Unit by unit breakdown.  
• Year-to-date HVAC spend across all units for a specific property. 
  • This field only populates when you have records of work history. 
• Estimated replacement costs for all critical units. 

You can use this report as a way to review the units at a facility and accurately forecast/budget for upcoming repair and replacement projects.  As the name suggests, this report is particularly helpful for the Asset Management team.  However, this can also be useful to the Property Management team during budget season.  This report is live and is standard across your facilities. If you manage multiple properties and would like a single report that has more customized data we are happy to provide that for you. 

Although this report reads like a PDF, it is a live document with hyperlinks for each suite.  When you click on the suite’s name it will bring you to the detailed suite page that we discussed earlier.  On the right hand side of the screen you can ‘export suite at PDF.’  

This creates an easy to read summary of the suite’s HVAC unit/s which is a valuable tool for the Leasing Team for use while showing vacant units. 

Lastly, in the Analytics tab there is an Inventory Analytics Dashboard.  This allows you to see the HVAC inventory at a facility or a group of facilities.  You can filter this report by manufacturer or replacement date and download the raw data of all HVAC assets to Excel or CSV. 

User Administration

Once logged in, a user can edit their email preferences and what facilities they see on their dashboard.  

• Select More in the top right Nav Bar and click on Profile and Facilities.  
  • Select email preferences by clicking on the Notifications tab on the left. Select if you would like to receive updates for work requests and proposals.  
  • Ravti comes with unlimited logins so you can also add team members from the ‘Team’ tab as well.