Collecting ESG Data
Turn strategy into reliable inputs. We locate internal and external sources, decide when to use primary vs secondary data, and design capture forms with mandatory fields and validation. A realistic collection cadence, plus an issue log and escalation path, keeps submissions timely and complete.
Map Internal & External Sources
Start by building a simple map of where ESG data actually lives in your organisation
Internal sources:
- HRIS exports (headcount, FTE, staff turnover).
- ERP / finance system (fuel purchases, utilities, travel).
- Meter reads (electricity, gas, water, on‑site renewables).
- Operational logs (waste, production volumes, maintenance).
External sources:
- Supplier questionnaires and portals.
- National grid emission factors.
- Government / agency / NGO datasets (e.g. waste, air quality).
Create a one‑page source map per metric so everyone knows which system or partner feeds each KPI.
Design Capture Forms
Good capture forms prevent bad data at the door.
Minimum mandatory fields:
- Metric name and reporting period.
- Unit and value.
- Source (system, site, supplier).
- Preparer and approver.
- Date submitted and short notes (assumptions, anomalies).
Built‑in validation:
- Dropdowns for units, sites, and metrics (no free typing).
- Range checks (e.g. kWh cannot be negative; ±X% vs last period).
- Mandatory completion of key fields before submission.
Keep forms short, consistent, and reusable across teams to reduce errors and training time.
Primary vs Secondary Data
Primary data – “measured here”
- Direct meter reads, on‑site sensors, internal logs.
- More specific and controllable, but needs effort to collect and maintain.
Secondary data – “sourced elsewhere”
- National averages, industry benchmarks, supplier‑provided factors.
- Faster to obtain, but must be checked and clearly documented.
For each metric:
- Decide which elements must be primary (e.g. energy use per site).
- Where you use secondary data, document source, year, and assumptions in your data dictionary and notes.
Set a Cadence
A clear cadence keeps data flowing on time and in the right level of detail.
- Match frequency to use case
- Monthly: energy, fuel, travel, key production volumes.
- Quarterly: waste streams, supplier ESG surveys.
- Annually: full footprint or assurance‑ready packs.
- Publish a simple collection calendar
- Who submits what, by when, and in which template.
- Automatic reminders a few days before and on the deadline.
Align the cadence with reporting cycles (management, regulators, lenders) so you are not scrambling for last‑minute data.
Issue Log & Escalation
Track problems openly so quality improves over time.
Issue log entries might include:
- Late or missing submissions.
- Suspicious values (outliers, sudden jumps, unit errors).
- Gaps in coverage (sites, months, suppliers not yet included).
For each issue, record:
- Date, metric, site/system.
- Description and suspected root cause.
- Status (open / in progress / resolved) and owner.
Define simple escalation rules (e.g. >10% variance, >2 periods late) so serious issues reach the sustainability lead or management quickly and are not ignored.
