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Multi-entity: Data collection process
Riane avatar
Written by Riane
Updated over a month ago

Here’s a detailed delivery process to manage your cross-entity projects, organized by milestones and leveraging Greenly’s tools:

🏗️ Project Framing

To ensure your cross-entity activities aren’t overlooked, we will follow these key steps:

  1. Create a flow map: We will help you develop a visual representation of cross-entity interactions, which we'll validate together. This will help identify all potential cross-entity flows and make sure nothing is missed.

  2. Quantify cross-entity expenses: We’ll need to gather information on your total cross-entity expenses. Comparing these to your overall expenses will help determine if they exceed the relevant threshold (e.g., 5% as recommended by Bilan Carbone®).

  3. Assess accounting accessibility: We’ll discuss how easily you can identify cross-entity expenses in your accounting files, which will help us gauge the level of effort required for data collection and analysis.

By following these steps, we’ll ensure a thorough project framing that accounts for all cross-entity interactions and sets the foundation for accurate carbon accounting.

👪 Kick-off Meeting

During our kick-off meeting, we’ll cover the following to ensure you understand the cross-entity emissions and the project process:

  • Cross-entity emissions: We’ll define and explain their importance.

  • Accounting threshold: We’ll discuss the 5% guideline from Bilan Carbone®.

  • Consolidation rules: We’ll clarify the difference between group and entity-level reporting.

  • Data collection process: We’ll introduce the templates, timeline, and support available.

  • Greenly platform: We’ll show you how to input data (flagging process*) and visualize cross-entity data in the “My emissions” dashboard.

We’ll make sure all stakeholders are clear on the process and expectations for cross-entity emissions accounting.

Flagging process: To effectively manage cross-entity activities, follow these steps for flagging data:

  • For Financial Data:

  1. During the Import Stage: When importing your accounting file, look for a column or checkbox labeled “Cross-Entity Transaction” or something similar.

  2. Flag Transactions: For each transaction involving multiple entities within your organization, check this column.

  3. Review and Verify: After importing, review the flagged transactions to ensure all cross-entity activities are identified correctly.

  • For Activity Data:

  1. In the Data Collection File: Find the "Cross-Entity" boolean column in the data collection spreadsheet.

  2. Mark Activities: For activities that span multiple entities, set the value in this column to "True" or "Yes."

  3. Provide Additional Details: If possible, briefly describe which entities are involved in the cross-entity activity in an adjacent column.

🪝 Data Collection

To make sure we don’t miss any cross-entity transactions, we will follow these steps:

  1. Flagging alignment meeting: we will schedule a meeting with all relevant stakeholders, including accountants and data collectors from different entities. During this meeting, we’ll:

    • Establish a shared understanding of what constitutes a cross-entity transaction

    • Agree on the criteria for flagging these transactions

    • Address any entity-specific concerns

    • Ensure alignment on the importance and process of flagging accurately

  2. Regular check-ins: We’ll have brief calls or send emails to check in on any challenges you’re facing in identifying cross-entity transactions.

By following these steps, we’ll minimize the risk of cross-entity transactions being missed or inconsistently flagged during the data collection phase.

📋 Report

To ensure cross-entity activities are displayed clearly in the final report, we will:

  1. Create a cross-entity section: A dedicated section in the report will focus on cross-entity activities and emissions.

  2. Provide context: We’ll explain what cross-entity activities are and why they’re reported separately.

  3. Use visualizations: Flow charts and diagrams will help illustrate cross-entity relationships and transactions.

  4. Clear labeling: We’ll clearly label all cross-entity data in charts, graphs, and tables to distinguish it from single-entity data.

  5. Breakdown of cross-entity emissions: We'll give a detailed breakdown by activity type and involved entities.

  6. Comparative analysis: A comparison of cross-entity emissions to overall emissions will highlight their significance.

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