It is easy for solar installers to overlook their documentation duties, but it is a crucial step in the compliance of every job, writes Gary Edgar from technical services SME at the Clean Energy Council.
One of the most underrated, misunderstood and common non-compliances cited in our industry is the requirement to provide site-specific documentation. Each of the standards relevant to PV, battery and standalone power system (SPS) installations have a dedicated section outlining the requirements of documentation that must be handed over at the completion of an installation.
The standards accentuate the need for a system manual to be readily available to customers, inspectors, maintenance service providers and emergency service personnel.
It is easy to let this one slide or palm it off to your retailer as “not your problem”. But think again.
As the accredited installer who is putting pen to paper and signing off on installation compliance, this requirement falls nicely into your lap alongside earthing, labelling, wiring, clamping zones and isolation points.
With a combination of documents required, including but not limited to, a list of electrical equipment supplied, data sheets, serial numbers, warranty information, earth/battery fault alarm response, and onsite testing and commissioning records, it is well worth stating that you need to plan ahead if you want to hand over your documents and continue to complete jobs in a timely manner.
Why do we need documentation?
Firstly, documentation provides system owners with everything they need to know about their solar system. It keeps them informed and educated on the products they have chosen, the warranties available and how to operate the system. They will feel more connected and confident in their choice of installer, creating further goodwill that will boost your business in the long run.
Secondly, if we leave a nice and neat system manual in the main switchboard (MSB) at every job, with all the documentation required, it saves a lot of head scratching for anyone who comes to the site to complete maintenance, add more PV, upgrade to a storage system, or in the event of an emergency.
By understanding what was originally done, and having original test records, product information and maintenance schedules, we can clearly see the timeline of events the system has endured and what is required to push these panels and inverters to meet their life expectancy.
Ultimately, if we can increase the longevity of systems, we will improve customers’ return on investment, reduce waste from system removal and replacement when it is not necessary, and have a crack at reducing carbon emissions in our efforts towards net-zero.
Last, but certainly not least, due to the high level of non-compliance relating to documentation, regulators are clamping down and imposing harsher penalties. There is a strong need to improve this area of installation practice.
Where to begin?
There is some good news for installers with an opportunity to grow your business relationships with retailers, your sales team and admin staff so responsibilities for the system manual do not all rest on you. This leaves you free to coordinate complex installations, manage stringent timeframes and continue to tackle the complexities of the industry.
As each job requires site-specific documentation, the process can begin before a job is sold by gathering all relevant product information, warranty details and performance estimates which are usually submitted with the proposal or formal quote to the client. There are several high-quality solar programs and software available that can assist with the system manual and handover at the completion of an installation.
Furthermore, AS/NZS 5033, AS/NZS 4777.1 and AS/NZS 5139 all allow for electronic format as a method of providing relevant documentation. QR codes left onsite at the main switchboard or meter panel are a promising option, however it is worth discussing with your PV software provider what features they provide to suit this requirement, or hunt around for a reputable company that will host QR codes well into the future at a decent price point.
When supplying your system manual in a digital form that any visitor to the site may access, it is important to ensure personal and financial information is not accessible.
The nitty gritty
The Clean Energy Council has compiled an advice document that covers PV and battery system documentation requirements and is available for download from the Clean Energy Council Dashboard.
The advice document amalgamates relevant sections of the following standards to assist installers in meeting the requirements for documentation.
- For PV arrays, both grid connected and standalone: AS/NZS 5033:2021 – Section 6.
- For grid-connected inverters (PCEs): AS/NZS 4777.1:2016 – Section 7.
- For battery installations, both grid-connected and standalone: AS/NZS 5139:2019 – Clauses 4.4, 5.4 and 6.4, respectively, for specific battery types.
- Standalone power systems: AS/NZS 4509.1 – Section 11.
With “shall” being prominent across all the standards, we know this means we are required to comply. Documentation is not to be taken lightly and is one easy step we can take to help boost and maintain our industry’s reputation. Together we can work towards a future that seeks to change the course of energy use through innovation and reliability.
The Clean Energy Council will continue to advise installers of changes that will affect their installation practices, and, where possible, provide additional advice and guidance on best practice for the improvement of our industry.