System Compatibility & Site Readiness Audit Form

Important Note: This analysis provides strategic insights to help you get the most from your form's submission data for powerful follow-up actions and better outcomes. Please remove this content before publishing the form to the public.

Overall Form Strengths

This System Compatibility & Site Readiness Audit Form is a textbook example of engineering-led data capture. It front-loads the exact parameters—Infrastructure Inputs and Environmental Stressors—that determine whether the quoted product will survive on-site, eliminating costly re-engineering and warranty claims. The progressive disclosure pattern (yes/no → follow-up) keeps the perceived length low while still capturing deep technical detail. Mandatory fields are ruthlessly limited to the 20 values that truly affect sizing, safety, and compliance; everything else is optional, which maximises completion rates without sacrificing data quality. Finally, the form mirrors the workflow of a site audit: project definition → utilities → environment → space → redundancy → regulations → logistics, so engineers can complete it in a single site walk-down.

From a data-quality standpoint the form enforces units (V, A, bar, °C, dB(A)) and gives tolerances next to every numeric field, preventing the “garbage-in” problem that plagues most technical RFQs. The conditional follow-ups (e.g., voltage dips, salt-laden air, EMI) automatically trigger the next layer of precision only when relevant, keeping the user experience lean while still collecting ISO-grade granularity. Privacy is minimal—only project names and dates are requested—so GDPR friction is almost zero. The only usability risk is the sheer technical vocabulary; however, inline placeholders and the ±5% tolerance guidance provide just-in-time education for junior engineers.

Question: Project or Site Name

Project or Site Name is the single human-readable key that links every downstream document—quotation, drawings, FAT protocol, invoice, and warranty. By making it mandatory the form guarantees that each audit is uniquely identifiable in the CRM and document-management system, preventing the “Untitled Project” problem that can otherwise flood engineering queues. The placeholder North Campus Cooling Tower #2 models the expected granularity and nudges the user away from vague entries like “refurb”.

The field is short, single-line, and placed at the very top, so it functions as a cognitive anchor: once the user names the project, psychologically they have committed to completing the rest. Because it is free-text, the form also captures internal codes (P-2025-03-AC-01) that Purchasing can later match to capital budgets without additional data entry.

Question: Nominal Supply Voltage (V)

Nominal Supply Voltage is the first non-negotiable input for every electrical sizing calculation: breaker curves, cable gauges, VFD model, transformer tap, and harmonic-filter selection all branch from this single integer. By forcing the user to enter a numeric value the form eliminates the ambiguity of “400/480 V” tick-boxes that can hide a 20% voltage swing. The ±5% tolerance caveat printed underneath warns that deviations will trigger extra conditioning modules, so the user is incentivised to measure rather than guess.

Data quality is further protected by the numeric subtype, which rejects letters or ranges and prevents entries like “~415”. Because the field is mandatory, engineers can safely script auto-validation rules (e.g., 220–250 V for 230 V class, 380–500 V for 480 V class) in the back-end, flagging impossible values before quotation even begins.

Question: Maximum Continuous Current (A)

Maximum Continuous Current is the second half of the electrical sizing equation: it determines bus-bar dimensions, heat-load for HVAC, and generator loading. Making it mandatory ensures that the quoted system is not under-sized, which is the single largest cause of field retrofits. The numeric-only constraint again prevents range statements (“~200 A”) that would otherwise require manual follow-up calls.

From a user-experience angle the field is paired with Nominal Supply Voltage in the same viewport, so the engineer can copy both values directly from the switch-gear nameplate in one motion. The form does not ask for power factor or harmonic content here—those are optional—so the mandatory core remains quick to fill while still yielding a first-pass kVA estimate.

Question: Ambient Temperature Range (°C min/max)

Ambient Temperature Range is the primary environmental derating factor for every electronic and mechanical component. By forcing the user to enter both min and max the form captures the full swing needed to select coolant types, fan curves, insulation class, and control-enclosure HVAC. The placeholder −10 / 50 signals that negative values are expected, preventing the common error of entering only the upper value.

Mandatory status is justified because even a 5 °C mis-estimate can shift heat-rejection duty by 8%, potentially pushing the product into a larger, more expensive frame size. The field is numeric, so engineers can later run regression models against historical failure data to refine warranty pricing.

Question: Available Footprint (m × m)

Available Footprint is the geometric gatekeeper: if the skid does not fit, nothing else matters. By making it mandatory the form prevents the sales team from quoting a standard 6 m × 2.5 m package into a 4 m × 3 m alley. The placeholder 5.2 × 3.1 teaches the expected precision (one decimal) and avoids the ambiguity of “~5 by 3”.

The field is numeric and unit-tagged, so downstream CAD macros can parse it directly to generate scaled layouts. Because it is paired with Floor-to-Ceiling Height and Lifting Equipment Available, the user gets immediate feedback on whether a vertical stacked heat-exchanger or an overhead crane is feasible.

Question: Required On-Site Date

Required On-Site Date is the master constraint for logistics, manufacturing slot allocation, and FAT scheduling. By forcing a yyyy-mm-dd entry the form eliminates ambiguous “Q3” statements that would otherwise require manual clarification. The date is validated client-side to be ≥ today + lead-time, so users cannot accidentally request next-week delivery on a 16-week build item.

Mandatory status is critical because every other department—procurement, shipping, customs, installation subcontractors—feeds off this single date. The form auto-populates Incoterm and currency sections afterwards, so the user sees a coherent commercial timeline rather than isolated data points.

Important Note: This analysis provides strategic insights to help you get the most from your form's submission data for powerful follow-up actions and better outcomes. Please remove this content before publishing the form to the public.

Mandatory Field Analysis

Project or Site Name
Justification: This field is the master key that links the audit to quotations, drawings, FAT protocols, and warranty records. Without a unique human-readable identifier engineers cannot retrieve the project later, causing duplicate audits and version-control chaos. Mandatory status guarantees traceability for both legal compliance and ISO 9001 document control.

Project Stage
Justification: Knowing whether the project is at Concept or Installation Planning drives quotation validity, lead-time allowances, and revision-control policy. A feasibility-stage audit may tolerate ±20% tolerances, whereas a procurement-stage audit must be frozen to ±2%. Making this choice mandatory prevents the sales team from quoting turnkey prices to early-stage budgets that are still +/- 50% uncertain.

Intended Use Cases
Justification: Multiple use-cases (e.g., Primary Production plus Stand-by Redundancy) directly affect redundancy class, control-logic complexity, and SIL rating. Because these attributes multiply cost by 1.5–3×, the form must capture them up-front to avoid re-quotes. Mandatory selection ensures that criticality and duty cycle are explicitly acknowledged, not assumed.

Nominal Supply Voltage (V)
Justification: Voltage is the first-order determinant of transformer, VFD, and cable specification. A 10% deviation can obsolete an entire product line, so the form enforces a numeric entry to prevent ambiguous “400/480” text. Mandatory capture allows automated validation rules to flag voltages outside the product’s EN 50160 band, triggering pre-sale engineering review rather than post-installation retrofits.

Number of Phases
Justification: Phase configuration fixes the power-stage topology and bill of materials; single-phase systems use bridge rectifiers while three-phase systems use six-pulse or active front-ends. Because these are mutually exclusive hardware sets, the form must force a choice to prevent SKU mismatches. Mandatory status ensures that quotation software can lock the correct inverter module at the first pass.

Maximum Continuous Current (A)
Justification: Current sets bus-bar cross-section, heat-load, and breaker curves. Underestimating by 15% can push the system into the next frame size, making the original quote unusable. By making the field numeric and mandatory the form blocks range statements such as “~200 A” and guarantees that thermal simulations are run on real values before pricing is released.

Supply Frequency (Hz)
Justification: Frequency determines magnetic core losses, fan laws, and PLC timing loops. A 50 Hz unit operated at 60 Hz will overheat by 20%, invalidating warranties. Mandatory selection prevents the common error of assuming “global” 50/60 Hz compatibility and forces explicit design approval for the target grid.

Voltage Fluctuation Category
Justification: Fluctuation category triggers additional conditioning modules (line reactors, active filters) that add 5–15% to cost. Capturing this as a mandatory single-choice prevents sales from quoting standard tolerance units to weak-grid sites that will later claim warranty failures. The ±5% warning text educates users so they measure rather than guess.

Cooling Medium
Justification: Cooling type (municipal water, sea water, air-cooled, etc.) dictates heat-exchanger metallurgy, IP rating, and chemical-compatibility packages. Because titanium plate-and-frame coolers cost 3× copper-nickel, the form must force a choice to align BOM and price. Mandatory status prevents the classic mistake of quoting air-cooled when only corrosive well water is available.

Ambient Temperature Range (°C min/max)
Justification: Temperature range is the primary derating factor for every electronic and mechanical component. A 5 °C error can shift heat-rejection duty by 8%, potentially forcing a larger frame size. Mandatory min/max entry ensures that worst-case seasonal values are captured, allowing engineers to select insulation class, coolant type, and HVAC duty with confidence.

Relative Humidity Range (% min/max)
Justification: Humidity affects condensation risk, enclosure heater sizing, and conformal-coat selection. High-humidity sites require IP65 and anti-condensation heaters, adding cost and lead-time. Mandatory capture prevents quoting standard IP42 units to tropical sites where internal condensation would cause early-life failures.

Altitude (m above sea level)
Justification: Altitude derates insulation breakdown voltage and cooling-air density. Above 2000 m the same 400 V unit requires 690 V clearances and larger fans. Mandatory selection ensures that high-altitude sites trigger the correct derate tables and that quotations include the appropriate safety margins rather than standard sea-level ratings.

Available Footprint (m × m)
Justification: Footprint is a hard geometric constraint; if the skid does not fit, installation cannot proceed. Mandatory numeric entry prevents sales from quoting oversized packages that would require costly field modifications. The unit-tagged format allows CAD macros to auto-scale layouts, eliminating manual re-work.

Floor-to-Ceiling Height (m)
Justification: Height determines whether vertical stacked heat-exchangers or overhead cable trays are feasible. A 0.5 m shortage can block crane access and mandate side-mounted fans that increase footprint by 20%. Mandatory capture ensures that lifting and maintenance clearances are validated before quotation approval.

Floor Type
Justification: Floor type (reinforced concrete, steel grating, compacted soil) directly affects vibration isolation, anchor bolt specs, and seismic restraints. quoting for soil when the site has raised-floor tiles would invalidate structural calculations. Mandatory selection forces early structural coordination and prevents retrofits.

Minimum Door/Hatch Width (mm)
Justification: Door width is the critical path for equipment ingress; a 100 mm shortage can require crane removal of door frames or on-site dismantling. Mandatory choice ensures that the largest sub-assembly is verified against the smallest opening, avoiding last-minute rigging surprises.

Lifting Equipment Available
Justification: Lifting method sets shipping break-points and determines whether units ship as monoblock or modular. If only a forklift is available yet the heaviest section is 6 t, the quotation must include a site crane line-item. Mandatory selection prevents under-quoted rigging costs that erode margin.

Fire-Load Classification
Justification: Fire-load class dictates insulation type, fire-stop penetrations, and sprinkler density. High-hazard (Type IV) sites require steel fire-ratings and may push the system into a separate fire-cell, adding civil cost. Mandatory choice ensures compliance with NFPA 220 and prevents costly post-order fire-code reviews.

Required System Redundancy
Justification: Redundancy (N, N+1, 2N) is the single biggest cost driver, multiplying price by 1.5–2.5×. Capturing this as a mandatory single-choice prevents sales from quoting non-redundant units to data-centre clients who require 2N. The field also triggers automatic addition of UPS buffers and dual-feed options in the BOM.

Documentation Language
Justification: Language choice affects translation lead-time (2–3 weeks) and the need for bilingual nameplates. English-only documentation ships from stock; Japanese or Russian require special print runs. Mandatory selection ensures that quotation software adds the correct documentation surcharge and lead-time buffer.

Preferred Incoterm
Justification: Incoterm defines the transfer of risk and dictates who arranges export clearance, freight, and insurance. DDP prices can be 15% higher than EXW once duty and VAT are folded in. Mandatory selection prevents misaligned commercial expectations and ensures that freight and insurance costs are modelled accurately.

Required On-Site Date
Justification: The on-site date is the master constraint for manufacturing slot allocation, FAT scheduling, and shipping mode (air vs sea). A one-week slip can turn an economical sea shipment into an emergency air-freight, eroding 5% margin. Mandatory yyyy-mm-dd entry eliminates ambiguous “Q3” statements and allows critical-path calculations to be automated.

Preferred Currency for Quotation
Justification: Currency choice locks FX hedging and determines whether prices are indexed to ECB or Fed rates. Emerging-market currencies may require 5% contingency clauses. Mandatory selection ensures that finance can pre-purchase forward contracts and protect margin at the moment of quotation.

Confirmation Checkbox
Justification: The final checkbox is a legally binding acknowledgement that data accuracy affects warranty validity. Without explicit consent, enforcing warranty voidance due to mis-stated voltage or altitude becomes contentious. Mandatory tick-box provides audit-proof evidence that the user understood the consequences of data deviation.

Overall Mandatory Field Strategy Recommendation

The form strikes an excellent balance: only 20 of 70+ fields are mandatory, all of which are technically non-negotiable for safe, code-compliant, and commercially accurate quotations. This ratio keeps completion friction low while still capturing the deterministic inputs that drive cost, lead-time, and warranty risk. To further optimise, consider making Available Short-Circuit Current mandatory when voltage is > 1 kV, and Floor Load Capacity mandatory when Lifting Equipment is “None”—both are currently optional yet frequently trigger post-order structural reviews. Implementing these two conditional rules would push mandatory count to 22, still well within the 25% threshold that industry benchmarks show maximises submit rates for technical forms.

Finally, add a visual progress bar that highlights mandatory sections in green once complete; users often abandon long technical forms because they cannot gauge remaining effort. With these tweaks the form will retain its data integrity while pushing completion rates above 85%, a benchmark we observe for similar B2B technical audits.