Professional Documents
Culture Documents
Contents
Introduction ................................................................................................................... 3
Section 2: Determining the status quo using the data sheet and questionnaire
(Step 2 in the CSH process)................................................................................... 16
Guidance on data collection and filling out the data sheet ........................................... 16
System boundaries ......................................................................................................... 16
Social responsibility ................................................................................................................ 17
SO.1 Personnel structure ................................................................................................ 17
SO.2 Health and safety ................................................................................................... 18
Economic capability................................................................................................................. 19
WI.1 Office performance ................................................................................................. 19
WI.2 Local procurement .................................................................................................. 19
WI.3 Portfolio differentiation ............................................................................................ 20
Ecological balance ................................................................................................................... 21
Calculation aids ............................................................................................................... 21
UM.1 Energy consumption .............................................................................................. 21
UM.2 CO2 emissions, mobility (optional) ......................................................................... 22
UM.3 Tap water consumption ......................................................................................... 24
UM.4 Paper consumption ................................................................................................ 25
Political participation ............................................................................................................... 25
Guidance on completing the CSH questionnaire ............................................................. 26
Social responsibility......................................................................................................... 27
Economic capability ........................................................................................................ 28
Ecological balance .......................................................................................................... 29
Political participation ....................................................................................................... 30
Documenting good practices and recommendations for action in the questionnaire ...... 31
Introduction
As a company operating internationally in the
field of sustainable development, it is both our
mandate and our mission to promote corporate
sustainability as a matter of priority. We aim to
respond to increasingly extensive reporting
requirements and higher expectations on the
part of our current and future clients by systematically
improving
our
sustainability
performance and ensuring transparency in the
way we present this performance.
The CSH is one of the most important management instruments at GIZs disposal. It is
used to improve sustainability performance at
all levels of the company, focusing not only on
accounting for our ecological footprint, but also
on our handprint, by which we mean the positive contribution that GIZ makes in the four
dimensions of sustainability. The four dimensions are: economic capability, social
responsibility, ecological balance and political
participation.
The CSH is not suitable for use as a benchmarking tool. The data and information
collected do thus not represent a sufficiently
reliable basis for country comparisons. This is
due to the diverse nature of our country portfolios, each comprising a different set of priority
areas and responsibilities with regard to regional and global projects and each involving
varying degrees of engagement in provinces
and districts.
1. Preparation
Registration by country director, formation of CSH team, kick-off meeting
Step 1: Preparation
1.1 Registration
The first step is to make the necessary preparations for implementing the CSH. The country director
must first register with the Sustainability Office by sending an email to sustainabilityoffice@giz.de (no
specified format). The Sustainability Office confirms receipt of the email and the time period for implementing the CSH is agreed.
1.2 Forming the CSH team
The country director sets up a team consisting of up to five people, the precise make-up of which
depends on the internal structure of the country office and the available expertise. Alongside the country director and administrative manager, the team may include an HR officer, an environment officer, a
safety officer, an accountant and individuals with specific project-based knowledge.
At the start of the process, the country director also appoints a CSH officer. The CSH officer will
be responsible for the on-site management of the CSH process, particularly for the collection of quantitative data and information on qualitative aspects of the specific fields of action.
1.3 Kick-off meeting
A virtual CSH kick-off meeting takes place involving the country office and the Sustainability Office. This provides an opportunity to share ideas on specific issues and to resolve any outstanding
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queries before the implementation stage begins. Depending on the equipment available in the country,
the kick-off meeting may be carried out in the form of a video conference or via Lync or Skype. To
ensure the meeting has a clear structure, the country office and the Sustainability Office exchange
information and discuss the agenda in advance. The CSH officer is responsible for clarifying these
details with the Sustainability Office. The country director should participate in the kick-off meeting.
CSH officer:
Tasks:
Acting as contact person for communication with the Sustainability Office throughout the CSH process
Organising the CSH preparatory phase and preparing the virtual kick-off meeting
Managing the collection of data on sustainability performance, existing sustainability concepts and good practices
in the CSH fields of action
Drawing up the necessary documentation and ensuring the key CSH documents are sent to the Sustainability Office
Exchanging CSH-related information and experience with a CSH officer in a selected neighbouring country (peer
consultation)
The feasibility of delegating data collection tasks to the members of the CSH country team
2.2 Collecting data on sustainability performance, existing sustainability concepts and good
practices and completing the data sheet and questionnaire
You can find further information relating to the collection of data on individual sustainability dimensions, existing sustainability strategies and good practices and the completion of the data sheet and
questionnaire in Section 2 of these guidelines.
Step 3: CSH team results workshop
3.1 Presenting the current situation
Two to three hours should generally be scheduled for the results workshop. The purpose is to present the data collected to the CSH country team and ensure all members of the team are equally
well informed. This helps to identify issues for discussion and provides the basis for completing the
self-assessment and subsequent self-commitment.
Preparation
Before the participants are invited to attend the workshop, the
Tip CSH film: This short film
CSH officer should determine what information they need to be
provides a helpful introduction
sent in advance and how well informed they already are with
to the CSH.
regard to corporate sustainability issues. Generally, the participants are provided with the data collected on the status quo
(CSH questionnaire and CSH data sheet). The workshop should begin with a brief presentation looking at the process so far and what is to come, before attention turns to the status quo data.
Presentation of quantitative and qualitative results
Both quantitative results (CSH data sheet) and qualitative results (CSH questionnaire) are presented
at the workshop. When presenting the figures from the CSH data sheet, it is worth bearing in mind that
these are abstract in nature and that participants
Support from the Sustainability Office:
may not yet be familiar with them.
If required, interim versions of the CSH
The CSH will take account of the information endata sheet and questionnaire can be sent
tered in the data sheet and that provided in the
to the Sustainability Office for review bequestionnaire in equal measure. The data taken
fore the workshop. The Sustainability
from the questionnaire primarily relates to the qualiOffice will check the data provided and
ty and effectiveness of measures and
clarify any issues relating to the inforstrategies.
mation given in the questionnaire.
Example: Results from GIZs Global CSH (2014)
By way of example, the table below shows the results from GIZs Global CSH. The CSH process was
carried out in Germany in cooperation with the Sustainability Board in 2014. This summary is also
useful as an introduction to the workshop as it helps to put the abstract information from the data sheet
into context. The aim is not to use these results for the purpose of comparative benchmarking.
Rather, they should be used to underline the significance of the CSH for GIZ and to stimulate discussion within the team.
4.3%
Economic capability
Procurement worldwide
Energy consumption
Paper consumption
98%
Have objectives and measures been agreed? Have strategies for achieving the objectives
been developed?
Have measures to improve the current situation been agreed on this basis?
Implementation
To what extent have the measures been implemented?
Evaluation
How has the effectiveness of the measures in achieving the stated goals been evaluated?
What results has this process yielded?
Have responsibilities with regard to implementation and evaluation been defined?
Amendment
To what extent have the results of the evaluations been used to make procedural improvements?
Have the goals and measures been amended on the basis of the findings?
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The four self-assessment categories should not necessarily be seen as steps to be carried out in a
specific order. The categories may overlap to some degree and some categories may not apply. This
is because not all measures are based on a specific plan or strategy. In some countries, considerable
progress may have been made in implementing measures that were originally initiated relatively spontaneously and without a formal planning process. In this case, few points (or possibly no points) would
be awarded in the goals and planning category, whereas a high number of points would be awarded in
the implementation category.
On the basis of the data provided in the self-assessment, an Excel diagram is automatically generated
for each field of action. The diagram shows the extent of efforts made in each field of action, but does
not represent any kind of positive or negative evaluation of these activities.
3.4 Agreeing on self-commitments as part of the workshop
Once the self-assessment has been completed, the workshop participants turn their attention to the
fields of action in which further measures are required. The self-commitments do not necessarily need
to be based directly on the results of the self-assessment. It is entirely possible that, despite awarding
a comparatively small number of points in a certain field of action, the CSH country team might see the
most urgent need for action in other fields which received a higher rating in the self-assessment, and
is free to set its priorities accordingly.
The CSH country team formulates voluntary commitments and agrees on sustainability objectives and
measures to be implemented in the relevant fields of action in the two years to come before the next
CSH. The self-commitments can vary in scope. The focus is on medium-term goals to be achieved
over a period of 1 to 2 years, but it is also possible to propose shorter-term measures that can be
achieved more rapidly using limited resources (quick wins). The measures will be agreed on within the
country team, and during the workshop they will decide which self-commitments are most relevant to
GIZs activities in the country.
The objectives agreed are to be recorded on the form included in the CSH data sheet (figure below),
along with a brief description of the self-commitment and the envisaged time period for achieving the
goals. The information entered here will be automatically transferred to the CSH fact sheet.
At this stage, the main product of the results workshop the CSH fact sheet will be complete.
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Country office
Project offices
International Services
Field staff (full-time equivalent)
Country director
CSH-Officer
Apprentices(full-time equivalent)
Total number of employees (full-time equivalent)
Economic capability
Good practice
Social responsibility
Indicator
Result of self-assessment
Efficiency
Good practice
Result of self-assessment
#DIV/0!
Procurement
85
Percentage of local
procurement (%)
#DIV/0!
Integrity and
anti-corruption
84
Portfolio differentiation,
percentage IS
#DIV/0!
Quality
83
Quality
Integrity &
anti-corruption
80
Field staff
#DIV/0!
Employability
78
National personnel
#DIV/0!
Work-life balance
77
Apprentices
#DIV/0!
Development workers
#DIV/0!
Self-commitment
Employability
Field staff
#DIV/0!
National personnel
#DIV/0!
Apprentices
#DIV/0!
Development workers
#DIV/0!
Percentage of women in management
positions (% )
Work-life balance
Procurement
Self-commitment
Field staff
#DIV/0!
National personnel
#DIV/0!
CO2
emissions
Efficiency
Political participation
Good practice
Indicator
70
Ecological balance
Result of self-assessment
Employee participation
Good practice
79
Involvement of
stakeholders
73
Social
engagement
33
85
Resource
efficiency
Indicator
Result of self-assessment
CO2 emissions
Resource efficiency
#BEZUG!
Total
Energy consumption
#BEZUG!
Equality of
opportunity
& diversity
#BEZUG!
Mobility (flights/vehicles)
Sustainable
event
management
Social
engagement
Stakeholder
involvement
#DIV/0!
Self-commitment
#DIV/0!
#DIV/0!
#DIV/0!
The CSH fact sheet is generated using the information provided in the data sheet
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How did the country team (country director, administrative manager, staff members responsible for specific subject areas) find the CSH process?
How are the results of the CSH being communicated internally and externally in the country?
What challenges lie ahead in implementing the self-commitments?
What should be done differently during the next round in two years time?
Following the peer consultation, a one-page summary of the results will be uploaded to the CSH Portal.
4.3 Suggestions for communication within the country
Print out the CSH fact sheet on A0 paper and hang it up in your office (e.g. in the entrance
hall).
Be proactive in communicating information on the process and (interim) results to GIZ staff
working in the country (e.g. in a newsletter).
Provide information on the state of implementation with regard to the self-commitments, including progress made and challenges faced. A story telling approach can be effective here.
Ensure the CSH and the self-commitments are put on the agenda of established committees
in the country (e.g. twice a year at management team meetings).
Include a feature on the CSH in your image brochure and flyers and let potential clients know
about it.
Present the results of the CSH at events (e.g. the annual meeting of all staff members) and
set up working groups at these events to examine how the results can be used as the basis
for further action.
Use the CSH in the context of other events such as the annual Action Days for Sustainability
in May/June, World Environment Day, World AIDS Day, etc.
If you have a business hub and corporate social responsibility-oriented projects in your country, you can present the CSH when communicating with partners.
In all these activities, a picture is often worth a thousand words: feel free to take photos at
events and use these in communications. You can also send these to the Sustainability Office.
This completes the CSH process. The next step is to implement the self-commitments in your
country over the next two years, before the process begins again.
The following page provides a further overview of the CSH process, including the collection of quantitative and qualitative data.
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CSH dimensions, quantitative key figures, qualitative factors and fields of action
Section 2: Determining the status quo using the data sheet and
questionnaire (Step 2 in the CSH process)
Guidance on data collection and filling out the data sheet
The CSH officer in the country is responsible for supervising the collection of sustainability data. S/he
either collects the data him/herself or delegates responsibility to staff members with expertise in specific fields of action. The CSH assesses a period of one calendar year, beginning in January and
ending in December.
The data collected is entered into the CSH data sheet.The data sheet consists of forms that are used
to record data relating to the key indicators, calculation aids for calculating values in the ecological
balance dimension, the CSH fact sheet, which summarises the findings of the CSH process, and materials for use in the results workshop.
Quantitative data is not collected in all 14 fields of action. Rather, collection focuses on 9 indicators that are
relevant for the evaluation of the various fields of action
(see image below) No quantitative data is collected in the
political participation dimension.
Only the empty light blue fields are to be filled out. The
dark grey fields will be filled out automatically.
Also on the right-hand side of the page, you will find a section entitled Materials for the results workshop. This includes links to individual pages that are
not required for the data collection process. You will find an introduction to these materials under
Step 3: CSH team results workshop above.
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System boundaries page in the CSH data sheet. Only the light blue fields need to be filled out
(outlined here in red).
Social responsibility
SO.1 Personnel structure
What data is collected?
All employees (measured in full-time equivalent positions), who were employed on 31
December in the reporting year are entered
here, grouped according to gender.
Field staff and national personnel
Give the total number of field staff working in
the country and also specify the number of
female field staff. In addition, state the number
of field staff in management positions (salary
bands 5 to 8) and indicate how many are female.
Do the same in the section for national personnel (NP). The number of female staff
members working in management positions as national personnel refers to those in salary bands 5
and 6.
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Economic capability
The data collected on client satisfaction covers the following aspects of the client survey:
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Example: Kostentrger-Verdichtungs-Bericht
Results workshop: The Local procurement data sheet provides information that is relevant for the
CSH self-assessment. It applies to the Procurement field of action in the sustainability dimension
Ecological balance. The figures for procurement by subcontractors can be discussed at the results
workshop.
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Ecological balance
Calculation aids
In this sustainability dimension, calculation aids have been provided in each of the fields of action.
These can be used to calculate energy consumption, CO2 emissions (separate calculation aids are
used for air travel and fuel consumption) and paper and water consumption.
UM.1 Energy consumption
What data is collected?
Data is collected to determine the energy consumption (electricity, heating, cooling) of the country
office and all GIZ project and programme offices in
the country.
System boundaries
Before the data collection process begins, the country office should consider whether all project and
programme offices are relevant to the process and
to what extent it is possible to gather data efficiently.
The decision as to which offices will be included
must be made in the country in question. The Energy consumption data sheet and the corresponding
calculation aids can be used whatever conclusions
have been drawn. In the table entitled System
boundaries, enter the offices to be taken into consideration.
It is also necessary to specify the number of employees (measured in full-time equivalent positions) working in these offices, as this number is used as the basis for calculating per capita
consumption.
CO2 conversion factor for electricity consumption
The Sustainability Office will provide you with a CO2 conversion factor, which you then apply to the
data you have collected. It takes into account the electricity mix in your country based on the power
sources used (hydroelectric, photovoltaic, fossil fuels, etc.). Each country has its
own specific calculation factors, which
convert values in kWh into CO2 emissions.
Energy consumption calculation aid
To use the calculation aid, enter the
data collected for each office (electricity,
heating, cooling) into the table. The calculation aid is comprised of three
sections: electricity consumption (including cooling and fan heaters), heating
energy and fuel consumption by generators.
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Electricity consumption
In the electricity consumption section, enter the values for
each office as they appear in the electricity bill. Always enter
the value in kWh. Depending on whether you receive your
electricity bill monthly, quarterly or annually or whether you
purchase electricity on a prepaid basis at irregular intervals,
use a separate sheet to calculate the sum of all the payments made so that you can enter one value for each office.
Heating energy
This section comprises three fields, which can be filled out in
line with your patterns of consumption: heating oil, (natural)
gas and propane (for gas heaters).
It is possible that various energy sources were used by a particular office, and data can be entered
accordingly (see above). Heating oil is invoiced by the litre, gas in kilowatt hours (kWh) and propane in
kilograms. Again, use a separate sheet to calculate the sum of all the payments made so that you can
enter a total value for each office.
Fuel consumption by generators
If you also use a diesel or petrol-fuelled electricity generator,
please enter the annual fuel consumption in litres for each
office. The values for the individual offices will automatically
be added together and transferred to the energy data sheet.
CSH fact sheet
The total and per capita energy consumption will automatically be transferred to the CSH fact sheet. The total
consumption in kWh will also be converted to CO2 emissions
and presented in the fact sheet. This value will also be added
to the CO2 emissions calculated in the mobility category to
produce a figure representing total CO2 emissions.
Results workshop: The Energy consumption indicator provides information that is relevant for the
CSH self-assessment. It applies to the fields of action Resource efficiency and CO2 emissions.
Country offices not wishing to use this service have the option of collecting data on mobility-related
CO2 emissions themselves.
Air travel What data is collected?
This data sheet is used to record the CO2 emissions resulting from air travel and fuel
consumption. Data is required on work-related
air travel undertaken by all field staff, national
personnel, apprentices and development
workers. This includes flights undertaken by
family members when arriving in or leaving the
country, travel by staff taking home leave (if the
tickets have not been procured by GIZ Head Office) and, where relevant, flights undertaken in
the context of compensated time off. In addition,
data is collected on flights undertaken by representatives of partner organisations, GIZ staff
working in regional and global projects and staff
from neighbouring countries which have passed
through the accounts of the GIZ offices in the country.
In some countries, air travel procurement is contracted out to travel agencies by means of invitations to tender. These agencies are obliged by specific provisions in their service contracts
to collect and pass on data on all travel-related CO2 emissions. If this data is continually collected,
the following manual process no longer applies. If this is the case, please specify the standard used in
calculating the CO2 emissions.
Tip Air travel data: You can
find air travel data either in the
invoices processed by the relevant
procurement team or by contacting your travel agency directly.
To facilitate the grouping of flight
routes, details of the departure,
stopover and arrival airports
should be documented in a standardised way (e.g. FRA-DXB-BKK:
Frankfurt-Dubai-Bangkok).
type.
Entering data into the calculation aid
You then need to enter the calculated CO2 emissions for a specific flight route into the calculation aid.
After the emissions value per route (e.g. Bangkok-Frankfurt-Bangkok) has been entered, the calculation aid automatically multiplies it by the number of flights undertaken.
The total emissions for the different flight routes are calculated automatically and transferred to the
data sheet for this indicator.
Fuel consumption What data is collected?
Fuel consumption data is collected for all vehicles. This applies to all vehicles used in the country
(cars, motorbikes, mopeds, boats, etc.) for which GIZ assumes the fuel costs and which have therefore been entered into GIZs accounts. It also applies to vehicles that are being used by partners but
for which GIZ is still covering the fuel costs. Supply trips and the private use of company cars by GIZ
employees are also included.
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System boundaries
Before the data collection process begins, the country office
should consider whether all project and programme offices
are relevant to the process and to what extent it is possible to gather data efficiently. The decision as
to which offices will be included must be made in the country in question. The relevant data sheet and
the corresponding calculation aid can be used whatever
Tip Water flat rate: In many
conclusions have been drawn. Enter the offices to be taken
countries, flat rates are used rainto consideration in the table entitled System boundaries
ther than billing customers based
in the Tap water consumption data sheet.
on actual water consumption. If
It is also necessary to specify the number of employthis is the case it will not be possiees (measured in full-time equivalent positions) workble to include data in this field of
ing in these offices, as this number is used as the baaction. This should be noted in the
sis for calculating per capita consumption.
section entitled Data sources.
24
Political participation
No quantitative data is collected for the political participation dimension. Qualitative factors indicated in
the CSH questionnaire are later taken into account in the self-assessment and self-commitment process.
25
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Social responsibility
Field of
action
Aspect
Description
Examples
SO 1:
SO 1.1: Health
SO 1.2:
Staff security
SO 1.3:
Safety at work
SO 1.4:
Social security
Field of
action
Aspect
Description
Examples
SO 2:
SO 2.1:
Human
resources development
This covers initial and further training and support for staff when
assuming new tasks. The main
focus is on national personnel.
SO 2.2:
Reassignment/
placement
Health,
safety and
security
Employability
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Field of action
Examples
SO 2:
Work-life balance
Economic capability
Field of action
Examples
WI 1: Efficiency
WI 2: Procurement
WI 3:
Integrity and anti-corruption
WI 4: Quality
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Ecological balance
Field of action
Examples
UM 1:
Promoting virtual meetings and car sharing; providing training in driving economically; developing a strategy for reducing air travel;
procuring company bicycles; raising awareness among employees
CO2 emissions
Field of action
Aspect
Description
Examples
UM 2:
UM 2.1:
Energy
UM 2.2:
Water
UM 2.3
Paper
Resource
efficiency
Field of action
Examples
UM 3:
Selecting event locations that allow travel to be reduced to a minimum; heating meeting and conference rooms to a maximum of 20C;
ensuring that buildings are not cooled to more than 6C below the
outside temperature; avoiding paper use to the greatest extent possible; using fair trade, locally manufactured products (conference
folders, pens, pencils, etc.); sourcing food and drinks locally; developing a country-specific strategy or guide on sustainable event
management; compiling a list of criteria to be taken into account
when selecting a venue
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Political participation
Field of action
Aspect
Description
Examples
TE 1:
TE 1.1:
Representation of
national
personnel
TE 1.2:
Staff
participation
Employee
participation
Field of action
Examples
TE 2:
Involvement of stakeholders
TE 3:
Social commitment
TE 4:
Equality of opportunity and
diversity
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