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THE CLIENT

A Mid-Sized Commercial Property Operator

A U.S.-based commercial property management firm operating across multiple states, managing tenant coordination, building operations, vendor interactions, and HVAC (Heating, Ventilation, and Air Conditioning) maintenance. The client leveraged Ravti CRM to monitor HVAC assets, ensure compliance, and streamline lease-related processes.

PROJECT REQUIREMENTS

Back-Office Support for HVAC Data Management, Compliance Verification & Digitization

In 2016, the client sought SunTec Data’s expertise to improve HVAC data accuracy and operational efficiency as their portfolio expanded. Key objectives included:

  • Digitize HVAC inventory from thousands of unit images stored in the CRM, capturing model numbers, serial numbers, manufacture dates, and tonnage.
  • Transcribe maintenance histories and validate service documents (including dates, vendors, and work descriptions) in the CRM.
  • Monitor tenant compliance by tracking the validity of HVAC-related documentation.
  • Interpret HVAC nameplate data to determine refrigerant type, voltage, phase, and frequency.
  • Enrich vendor contact information through web research and maintain accurate property-CRM linkages.
PROJECT CHALLENGES

High Volume, Complex Data & System Synchronization

Managing HVAC data at scale presented multiple challenges that required both technical precision and domain expertise:

  • Inconsistent and Fragmented Records: HVAC unit details, including model numbers, serial numbers, refrigerant types, and maintenance logs, were often incomplete, inconsistent, or missing across different CRM systems and property records.
  • High Data Volumes: The client’s portfolio comprised thousands of units across over 800 properties. Processing, validating, and digitizing such a large volume demanded industrial-scale methods without compromising on accuracy.
  • Varied HVAC Models and Specifications: Diverse equipment types and formats meant that automated extraction alone was insufficient. An expert review was necessary to ensure correct classification and operational relevance.
  • Critical Accuracy Requirements: Even minor errors could lead to compliance risks, maintenance issues, or delays in lease approvals. Ensuring 99%+ data accuracy was non-negotiable.
  • Multi-System Integration & Synchronization: Ensure data flows seamlessly across Ravti, Streak, and Prism. Aligning fields, preventing duplication, and maintaining consistent property and vendor records required a coordinated cross-platform workflow.
  • Reliable Vendor and Property Data: Vendor contacts and property metadata were often outdated. Maintaining high-quality, verified information across multiple systems was crucial for ensuring operational efficiency and compliance with audits.
OUR SOLUTION

A Multi-Layered Approach for Data Enrichment, Validation & Integration

To address the client’s growing data management challenges, we deployed a six-member team with both HVAC domain knowledge and expertise in data extraction services, data cleansing services, data enrichment services, and business process outsourcing services. The team followed a structured, multi-step workflow designed to maintain high accuracy, regulatory compliance, and seamless cross-platform integration.

HVAC Inventory Digitization

  • Extracted critical nameplate details such as model numbers, serial numbers, manufacture dates, refrigerant types, voltage, and tonnage.
  • A multi-step process ensured accuracy: initial data capture, verification against manufacturer databases, and validation using coding logic.
  • Where tonnage data was missing, custom reference tables were applied to derive accurate values before uploading to Ravti CRM.

Maintenance Data Transcription & CRM Entry

  • Analysts converted service histories from diverse documents into standardized CRM entries.
  • Dates, vendor names, and service descriptions were reconciled against original logs and invoices.
  • A verification stage confirmed alignment with compliance requirements, strengthening audit readiness.

Tenant Compliance Monitoring

  • Compliance documents were verified against both internal lease terms and external regulatory guidelines.
  • Status updates (“Compliant” / “Non-Compliant”) were fed into Streak CRM to enable real-time monitoring and reporting.
  • Automated reminders and exception reports helped the client minimize lease delays due to non-compliance.

HVAC Data Interpretation & Classification

  • Developed reference guides for refrigerant categories (R-22, R-410A), voltage ranges, electrical phases, and operational frequency.
  • Ambiguous data points were escalated to subject matter experts and HVAC technicians for accurate classification.
  • This ensured that maintenance planning and vendor assignments were always backed by reliable data.

Vendor Contact Enrichment

  • Conducted extensive web research across industry directories, official vendor websites, and trade databases.
  • Missing or outdated phone numbers, email addresses, and company details were replaced with verified information.
  • The enriched vendor database achieved more than 95% accuracy, significantly improving response rates and vendor coordination.

Integrated Data Management in Prism

  • Legacy property IDs and new CRM records were matched using a combination of API workflows and manual verification.
  • Metadata was enriched to create a single source of truth for property-level data across all systems.

Cross-Platform Synchronization

  • Data fields across Ravti, Streak, and Prism were aligned to prevent duplication and inconsistencies.
  • Import/export routines were partially automated, while manual reconciliation closed any remaining gaps.
  • This synchronization reduced data silos and ensured seamless workflows between compliance, operations, and leasing teams.
DATA SECURITY MEASURES

Protecting Confidentiality, Integrity & Compliance

Given direct access to CRM systems, we implemented stringent security protocols:

  • Role-based access controls
  • Encrypted data transfers via VPN
  • Strict NDA adherence and zero local data retention
  • Routine audit logging

TOOLS & TECHNOLOGIES USED

Ravti CRM Ravti CRM

HVAC asset tracking and compliance monitoring

Streak CRM Streak CRM

Tenant compliance workflow management

Prism (Building Engines) Prism (Building Engines)

Property ID mapping and metadata enrichment

Google Sheets Google Sheets

Organizing and cross-referencing large datasets

Google Search & Web Research Google Search & Web Research

Vendor information enrichment

Project Outcomes

Delivering Accurate, Actionable & Scalable HVAC Data Insights

The client extended their partnership with SunTec Data for ongoing business process outsourcing services, relying on our data enrichment services and data verification services for continuous operational support.

Digitized over 25,000 HVAC units across 800+ properties with 99.8% accuracy

Reduced compliance-related lease delays by 60%

Enabled 25% faster lease approvals via accurate transcription of 40,000+ maintenance events

Increased vendor response by 33% with enriched, verified contacts

Achieved 70% fewer data retrieval errors through synchronized, validated property records

Contact Us

Transform HVAC Data into Actionable Insights with Us

From HVAC inventory digitization to compliance monitoring and vendor enrichment, we provide reliable data management services, data validation, web research, and business process outsourcing services to streamline property management operations.

Connect with us to receive a tailored solution that meets your specific data needs.

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