Introduction
The "Onboarding Module for ESG Reporting Initiative" is a comprehensive Google Sheets tool designed to assist organizations in the preparation phase of their Environmental, Social, and Governance (ESG) reporting projects. This tool is meticulously crafted to ensure that organizations can seamlessly map out their stakeholders, activities, subsidiaries, departments, and other key elements crucial for ESG reporting. This guide will take you through the different tabs in the module, explaining their purpose and how to use them effectively to ensure a successful ESG reporting project.
1. The "Read Me" Tab
Purpose
The "Read Me" tab serves as the introductory guide to the entire module. It outlines the primary purpose of the tool, which is to assist organizations in the preparation phase of their ESG reporting projects. The tab emphasizes the importance of clarity and inclusiveness in identifying and documenting the various facets of the organization that are relevant to ESG reporting.
Key Features
Purpose of the Tool: Explains the overall goal of the tool, highlighting the importance of identifying environmental impact sources, understanding the distribution of responsibilities, and ensuring compliance with global ESG standards.
Structure of the File: Provides a roadmap of the different tabs within the file, including the Onboarding Checklist, Mapping, [OPTION] Cross-mapping of stakeholders, and Project Timeline.
Insights about Stakeholders: Offers definitions of key roles involved in the ESG reporting process, such as Validators/Decision-makers and Data Owners/Experts.
How to Use
Start by reading through the entire "Read Me" tab to understand the scope of the tool. Familiarize yourself with the roles and responsibilities defined here, as they will be critical when filling out the subsequent tabs.
2. The "Onboarding Checklist" Tab
Purpose
The Onboarding Checklist tab is designed to help organizations prepare for their ESG reporting projects. It includes a series of questions and criteria that need to be met to ensure the company is ready to embark on the ESG reporting journey.
Key Features
Checklist Questions: A series of Yes/No questions designed to assess the company's readiness in areas like project team organization, resource allocation, and stakeholder involvement.
Context Blocks: Allows users to provide additional context for each question, which is essential for understanding specific challenges or details related to the company’s ESG reporting readiness.
KPI Dashboard: Visual representation of the company's readiness, with charts showing the number of "Yes," "No," and "To Be Determined" answers.
How to Use
Go through each question in the checklist carefully. For each question, select "Yes" or "No" based on your company's current status.
If the answer is unclear or requires further discussion, you can choose "To Be Determined."
If the question is not relevant or applicable to your case, you can use the "Not Applicable" alternative.
Use the comment blocks to add any relevant information or context that can help in the evaluation process.
The dashboard will update automatically, giving you a visual summary of your company's preparedness.
It is advised that you reach a 75% rate of "Yes" or "Not Applicable" answers to be considered as ready for your ESG Reporting initiative.
3. The "Mapping" Tab
Purpose
The Mapping tab is the core of the tool, where you will document key organizational entities and their attributes. This tab is crucial for capturing detailed information about each dimension of your organization relevant to ESG reporting.
Key Dimensions for Mapping
Various dimensions are proposed to describe your organization.
You are not obliged to fill in all dimensions, only use the ones most relevant to describe your internal organization and the areas that are relevant to be addressed through ESG impacts, risks or opportunities.
Activities & Final products/services
Entities / Subsidiaries / Business units
Departments
Facilities
How to Use
Fill in the tables with detailed information about each entity, department, or facility in your organization. Be thorough in documenting the associated activities, as this information will form the basis of your ESG reporting.
Ensure you identify the relevant stakeholders for each entry, including Validators/Decision-makers and Data Owners/Experts, as defined in the "Read Me" tab.
Optional: the "Cross-mapping of stakeholders" tab
In case your company has a horizontal organization (several persons in charge of identical topics or departments across several entities), you can use alternatively this additional tab.
4. The "Project Timeline" Tab
Purpose
The Project Timeline tab provides a theoretical roadmap to help your project team define the timeline and the different phases required to deliver the ESG reporting initiative.
This theoretical proposal is inspired from typical use cases of CSRD reporting initiatives.
Key Features
Timeline Structure: A Gantt chart style timeline that outlines the major milestones and tasks required for the ESG reporting project.
Phases of the Project: The timeline is divided into phases such as Framing, Double Materiality Assessment, and Data Collection of ESRS datapoints, each with specific tasks and deadlines.
How to Use
Use this tab to plan out the entire ESG reporting project. Start by setting your project’s start date and then follow the pre-defined phases and tasks. Adjust the timeline based on your company’s specific needs and capacities. Regularly update this tab as the project progresses to ensure that all tasks are on track and completed on time.