When collecting and reporting ESG data, following the correct format and ensuring data auditability are essential to maintaining the integrity of your sustainability reports. In this article, we will break down the steps for following data format requirements, ensuring completeness and compliance, and providing proof for audits, based on the features available in our reporting software.
1. Follow the Indicated Data Format and Requirements
For each question in your ESG reporting process, the platform provides a customized format to ensure compliance with the ESG Framework data structure. This format includes various data types, such as:
Narrative entries (text descriptions)
Numerical data (e.g., percentages, GHG emissions)
Drop-down selections for inventories and specific fields
Multi-entry options for complex data sets
Masked selections for confidential information
These formats help ensure that the data you provide is correctly structured and compliant with regulatory standards.
Your goal is to meet the specific requirements for each question by adhering to the provided guidelines. These can be found in:
Question main title: Provides the focus of the data entry.
Question description: Explains in detail what the question asks and how to respond.
Detailed article: Links to articles that further clarify the reporting process (currently under development).
Hyperlink to CSRD documentation: A direct link to EFRAG (European Financial Reporting Advisory Group) documents for deeper understanding.
2. How to Ensure Answer Completeness and Compliance
Once you have filled in the required fields, follow these guidelines to ensure your answer is valid and complete:
Is the form completed?: Ensure all questions are answered, particularly quantitative data, as missing answers can lead to non-compliance.
Is the format correct?: Verify that the entered data adheres to the expected format (numerical, narrative, etc.).
Have you followed the instructions?: Check if you have met the guidelines specified in the question’s description and instructions.
Non-applicability or non-availability: If the data is not available or the question is not applicable, provide a clear explanation for why this is the case.
Proof or attachment: Attach supporting documents, if necessary, to corroborate your answer.
After completing the data collection, a Gap Analysis will assess your data’s compliance level and identify areas for improvement.
3. Attach Documents and Proofs to Ensure Auditability
Without supporting documents, the reported information cannot be audited, which is critical for internal validators and third-party auditors. The platform allows you to attach one or several documents to each form. These attachments are stored in the system and can be reused for other relevant forms.
To attach a document:
Click to upload a new document, or
Select from existing uploaded files.
You can also remove attachments if needed.
Providing these documents ensures that the reported data is verifiable and ready for auditing.
4. Use Comment Boxes for Additional Information
In addition to the data entry fields, you can use comment boxes to provide additional information that may not fit the current question format. Comments are useful for:
Contextualizing your answers: Adding assumptions, describing the importance or criticality of the question, or outlining future steps to enhance data quality.
Team collaboration: Use comments to interact with other users handling the same form, providing a shared space for discussion.
Currently, the ability to tag other users in comments is under development. Once available, this feature will send email notifications to the tagged users, ensuring timely collaboration.
5. Access Available Resources to Enhance ESG Reporting Skills
To improve your understanding of the ESG reporting process and compliance requirements, the platform provides a variety of resources, including:
User Guides: PDF or slides documents (CSRD training, Double Materiality training, etc.) that offer a structured approach to completing your ESG reporting.
Question form instructions: Each form contains direct guidance related to its specific ESG topic.
ESG Helpcenter: this very website, where all resources are stored and connected to the platform core features.
Chatbot system: A live support feature connected to ESG experts, providing personalized help during the reporting process.
These resources ensure you have all the tools and knowledge required to successfully complete your ESG reporting.