Guidelines on implementing the

Corporate Sustainability Handprint (CSH)

(February 2015)

Contents
Introduction ................................................................................................................... 3

Section 1: The CSH process .................................................................................... 6

Step 1: Preparation ........................................................................................................... 6
Step 2: Determining the status quo ................................................................................... 7
Step 3: CSH team results workshop ................................................................................. 8
Step 4: Publication, knowledge exchange and communication ...................................... 12

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.

It is only by practising what we preach in terms of

sustainability that we can be credible in our work
and provide our partners with effective long-term solutions to the complex societal challenges they are
facing.

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.

Objective of the CSH

With the CSH, current sustainability performance can be systematically gauged using key
figures, indicators and existing concepts. The
results of this assessment provide the basis for
reflection and discussion within the CSH team
in each respective country on current strengths
and weaknesses, allowing the team to identify
examples of good practice and set new sustainability objectives.

The instrument is based on the internationally

recognised G4 Sustainability Reporting Guidelines of the Global Reporting Initiative and was
successfully piloted in Nicaragua, Cambodia,
Viet Nam and Ghana in 2013. Our aim is to
implement the CSH in all partner countries
where GIZ has country offices by the end of
2016.

The aim is for the CSH to be carried out every

two years in each country to allow key indicators to be compared and information to be
gleaned on the state of development. It should
be noted, however, that this will only be possible if GIZs portfolio and the prevailing
conditions in the country in question have not
significantly changed.

Benefits of the CSH

The CSH benefits the country offices in the
following ways:

sustainability are recognised both

within the company and externally.
It increases competitiveness and
helps to attract clients and partners
by demonstrating responsible management practices.
It helps the company to identify effective strategy options, providing a
simple and efficient means of improving the way key sustainability
measures are implemented.
It encourages the participation of
staff members by involving them in
corporate sustainability processes.
It creates opportunities for mutual
learning by promoting the exchange
and dissemination of good practices around the world.

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.

It facilitates effective sustainability

management by enabling country offices to collect key figures relating to
indicators and existing sustainability
concepts systematically and regularly
and to evaluate this data.
It helps to conserve resources, increase efficiency and reduce costs.
It ensures that the efforts of the GIZ
country offices in the field of corporate
3

Purpose and structure of the guidelines

These guidelines have been drawn up with the
primary aim of helping CSH officers carry out
the CSH in their respective countries. However, they are also a valuable source of
information for other staff members, for instance those who are involved in the CSH
process in a particular country and who would
like to find out more about how the instrument
works.
Section 1 The CSH process
The first section provides information on the
CSH process, including a chronological overview of the various stages to be carried out in
the country. The CSH process is divided into
four stages: (1) Preparation, (2) Determining
the status quo, (3) CSH team results workshop, and (4) Publication and knowledge
exchange. Procedural guidance and information on the required resources are provided
at all stages of the process.
Section 2 Determining the status quo using the data sheet and questionnaire
The second section provides detailed information on how to collect the required data and
complete the questionnaire. It explains where
there is room for manoeuvre and how specific
figures are calculated. Furthermore, it provides
tips and guidance on how to ensure efficiency
in data collection.
You can download all the relevant documents
from the CSH Portal, which can be accessed
via GIZs learning platform, Global Campus 21.
You will also find links to key documents in
these guidelines.
The staff in the Sustainability Office would be
pleased to answer any questions you may
have (sustainabilityoffice@giz.de). We would
also welcome any feedback or suggestions
relating to specific aspects of the CSH process.
We hope that these guidelines will help you to
familiarise yourself with the CSH and wish you
every success in using the instrument to improve GIZs sustainability performance.
Sustainability Office

Section 1: The CSH process

Section 1: The CSH process

The CSH is carried out every two years. It should be implemented within a period of two to four
weeks. As considerable personnel resources are tied up in the preparation of the annual financial
accounts at the turn of the year, it is recommended that most country offices carry out the CSH process between March and October.
The country director is responsible for implementing the CSH. The staff members in the Sustainability Office are on hand to provide support and guidance, dealing with queries relating to general
procedure, the evaluation of key figures and providing additional information as necessary. These
support services are currently provided free of charge within the company. The process comprises the
following four stages:

1. Preparation
Registration by country director, formation of CSH team, kick-off meeting

2. Determining the status quo

Identification of the system boundaries, collection of sustainability data, existing sustainability concepts and good practices, completion of data sheet and questionnaire

3. CSH team results workshop

Presentation of the status quo, selection of Good Practices, realization of Self-assessment
and Self-commitment

4. Publication, knowledge exchange and communication

Submission of results to Sustainability Office, Peer Consultation

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
6

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

Carrying out a results workshop with the CSH country team

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)

Supervising the process and monitoring the achievement of objectives

The amount of time required for these tasks depends on:

The feasibility of delegating data collection tasks to the members of the CSH country team

The country portfolio and local availability of data

Step 2: Determining the status quo

2.1 Identifying the system boundaries
In order to gain an accurate picture of the current situation, it is necessary first to determine the system boundaries in the country. This is particularly important given the diverse nature of our country
portfolios, which comprise different sets of priority areas and responsibilities with regard to regional
and global projects and involve varying degrees of engagement in provinces and districts.
Which offices in the country are taken into account in the CSH?
In the dimensions of economic capability and social responsibility, the CSH always takes into account
all GIZ programme and project offices. In the ecological balance dimension, however, the data collection process is more selective. This is because many staff members work at the offices of partner
organisations and we are generally unable to access certain information for these organisations, such
as data contained in water and electricity invoices. It
should also be noted that GIZ does not pay these inTip what data is collected?
voices. For this reason, the CSH is limited to offices
The CSH uses data that has been
that are operated by GIZ. This means that the CSH
included in the accounts of the country
can only focus on the country office and other decentraloffice, such as invoices and payment
ised GIZ programme/project offices in the country. Idealvouchers.
ly, all offices should be taken into account in the CSH
This also applies to services provided
process, but the issue of efficiency and relevance must
for neighbouring countries and regionalso be considered. The decision as to which offices
al and global projects such as flight
will be included in the CSH must be made in the
reservations.
country. This applies to the indicators on energy, tap
water and paper consumption.
Shared offices (German houses)
If GIZ is sharing a country office or programme/project office with other organisations (e.g. KfW) this
must be taken into account in the data collection process. In these cases, the lease and summary of
ancillary costs should be examined to ascertain which specific data can be used. The availability of
data will determine whether or not offices are included in the CSH.
7

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.

Results from GIZs Global CSH (2014)

Social responsibility
Percentage of working days taken as sick leave
by staff in Germany

4.3%

Percentage of female staff members across the

company

Staff in Germany and field staff 57.5%

National personnel 40.3%
Apprentices 65.6%
Development workers 47.0%

Percentage of women in management positions

Staff in Germany and field staff 34.1%

National personnel 38.6%

Economic capability
Procurement worldwide

Head office 68.1%

Country offices 31.9%

Ecological balance (offices in Germany only)

CO2 emissions

9,286 kg per capita

Energy consumption

5,796 kWh per capita

Tap water consumption

6,366 litres per capita

Paper consumption

5,716 sheets per capita

Percentage of recycled paper

98%

3.2 Selecting good practices

Participants will use the workshop to determine
which good practices will be presented on the
CSH fact sheet as part of the self-assessment.
These should be particularly noteworthy and
inspiring practices that you wish to publicise and
share with other countries. It is possible to include a number of good practices in one
sustainability dimension or not to include any in
dimensions where there are no outstanding examples of good practice in your country as yet.
The good practices template can be found in the
CSH data sheet. The data provided in the CSH
questionnaire (see Section 3) can be useful here.
Having specified a good practice on the CSH
data sheet, the workshop participants also document the context of the good practice as well as
the objective pursued and the results achieved (in note form).

3.3 Completing a self-assessment as part of the

workshop
The figure below shows the self-assessment table
included in the CSH data sheet. The primary purpose of the self-assessment is to help the CSH
country team gain a clear and structured overview
of the status quo in each field of action. All of these
fields are to be considered in the context of the
relevant frameworks in the country as these may
influence the scope for action.
All fields of action are taken into account in the assessment. A maximum of 100 points can be
awarded per field. A maximum of 25 points are
available in the individual assessment categories
(goal, implementation, evaluation, amendment).

Tip Criteria for awarding points:

The CSH is not a benchmarking tool. In
the self-assessment, points are awarded
in the individual fields of action based on
the conclusions of the country team
following the team discussion.
The self-assessment should not be
used to facilitate comparison with
other countries as the results are
strongly influenced by the national context and the teams evaluation of the
situation.

The assessment categories are as follows:

Goal

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?

The self-assessment section of the data sheet

10

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 self-commitment section of the data sheet

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.

11

Country office

Income (EUR million)

Public-benefit sector

Project offices
International Services
Field staff (full-time equivalent)
Country director

National personnel (full-time equivalent)

Development workers (full-time equivalent)

CSH-Officer

Apprentices(full-time equivalent)
Total number of employees (full-time equivalent)

Economic capability
Good practice

Social responsibility
Indicator

Result of self-assessment

Cost/income ratio (1-5)

Efficiency

Good practice

Result of self-assessment

Internal client survey,

average (1-5)

#DIV/0!

Procurement

85

Percentage of local
procurement (%)

#DIV/0!

Integrity and
anti-corruption

84

Portfolio differentiation,
percentage IS

#DIV/0!

Quality

83

Sick day ratio %

Quality

Health, safety &

security

Integrity &
anti-corruption

Health, safety and security

80

Field staff

#DIV/0!

Employability

78

National personnel

#DIV/0!

Work-life balance

77

Apprentices

#DIV/0!

Development workers

#DIV/0!

Self-commitment

Total percentage of women

(% )

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

Equality of opportunity and

diversity,

85

Resource
efficiency

Indicator

Result of self-assessment
CO2 emissions
Resource efficiency

#BEZUG!

Total
Energy consumption

Sustainable event management

#BEZUG!

CO2 emissions (kg)

Equality of
opportunity
& diversity

#BEZUG!

Mobility (flights/vehicles)
Sustainable
event
management

Social
engagement
Stakeholder
involvement

Specific per-capita mobility (fulltime equivalent)

#DIV/0!

Self-commitment

Energy consumption, country office (kWh)

Employee
participation
Total
Specific per-capita (full-time
equivalent)

#DIV/0!

Tap water consumption (m3)

Total
Specific per-capita (full-time
equivalent)
Self-commitment

#DIV/0!

Paper consumption (sheets)

Total
Specific per-capita (full-time
equivalent)

#DIV/0!

Percentage, recycled paper

The CSH fact sheet is generated using the information provided in the data sheet

3.5 Wrapping up the workshop

At the end of the workshop, the person chairing should give
a short presentation on the next stage of the CSH process.
Even if some of the country team members may not be
involved, it is important to ensure they are informed of what
will be happening next (beyond the implementation of the
self-commitments). This next step includes the publication
of results, knowledge exchange and the team marketing
the CSH process that has taken place through internal and
external communication within the country.

Tip: Before the workshop ends,

you might like to take a group
photo of the CSH country team
with the completed fact sheet. This
helps to personalise the CSH process in your country and the photo
can subsequently be used in public relations.

Step 4: Publication, knowledge exchange and communication

4.1 Publication
At this stage, the CSH officer sends the CSH data sheet
and the CSH questionnaire to the Sustainability Office.
These are edited by the Sustainability Office and the finalised CSH fact sheet and good practices are made available
to the country office. These two documents are also published on GIZs internal CSH Portal on the Global Campus
21 learning platform to enable other CSH country teams to
access them. This is done in consultation with the relevant
CSH officer. The CSH data sheet and questionnaire are not
published.
Results section on the CSH Portal

12

4.2 Peer consultation

Peer consultation is one of the key concepts of the Global Compact.
It is envisaged that country teams that have completed the CSH process engage in a mutual
exchange with at least one other country team, discussing their experiences and sharing ideas.
This peer consultation provides an opportunity to
Support from the Sustainability Office:
look back on the CSH process and exchange ideas
The Sustainability Office provides support
on how to follow it up. It generally takes the form of
in collecting and publishing results, checka one-hour telephone or Skype conversation being the mathematical accuracy of data and
tween the CSH officers in each country, focusing
facilitating networking between two counon a particular area of the CSH process or on spetries in the context of peer consultation.
cific results.
The country teams can set their own priorities and agree to discuss topic areas that are of particular
relevance to them. Countries that have carried out the CSH for the first time could base their discussion on one or more of the following questions:

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.

13

CSH dimensions, quantitative key figures, qualitative factors and fields of action

Section 2: Determining the status quo using the data

sheet and questionnaire

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.

Tip: You will find START buttons

on each page. Click on these to go
back to the first sheet. From this
page, you can navigate to any of
the indicators, calculation aids or
materials.

The following sections provide information on the individual

sections of the CSH data sheet.
System boundaries
You should enter general information on the system boundaries (country, reporting year, name of country director and
CSH officer, etc.) on the left-hand side of the first page of
the CSH data sheet.
On the right-hand side, you will find links to the individual
sustainability indicators (e.g. WI 1) and to the calculation
aids for the ecological balance dimension. You need to use
the calculation aids as the data entered here is used to
calculate the values in the individual data sheets.

Tip Number of working days

in the reporting year in the
country: If needed, you can use
the website
http://www.timeanddate.com/date/
workdays.html to automatically
calculate the number of working
days for the selected year.

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.

16

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.
17

Apprentices and development workers

Specify the total number of apprentices who were employed on 31 December, grouped according to
gender, and do the same for development workers.
The total number of employees will be automatically calculated using the data entered for field staff,
national personnel, apprentices and development workers.
CSH fact sheet
The CSH fact sheet shows the total number of employees in each of the groups, the overall proportion
of female employees and the proportion of women in management positions.
Results workshop: Alongside data on the personnel structure, the indicator SO.1 also provides
information that is relevant for the CSH self-assessment in the Social responsibility dimension and
the CSH field of action Equality of opportunity and diversity.
SO.2 Health and safety
What data is collected?
First ascertain whether it is possible to provide complete information on the number of sick days taken
in all employee groups. For each group, enter the appropriate value according to the data available.
The number of sick days entered will automatically be divided by the total number of people under
consideration to give the sick day ratio as a percentage.
Sick days
Approaches to registering sick leave vary from one country to the next. In some countries, employees
are legally required to provide their employers with a medical certificate from the first day of absence.
In others, this is only required as of the third day of absence. For this reason, information on sick leave
is not always directly comparable. When filling out the data sheet, use the data as collected in your
country.
Workplace accidents
There are also variances in the way accidents at work are defined in different countries. Workplace
accidents and, where appropriate, commuting accidents should be documented in accordance with
national regulations or local GIZ definitions. In this section, please use the figures that have been collected by the country office and potentially passed on to Head Office. Enter the relevant data for each
group of employees.
Note: Please do not provide information if it is possible to deduce a persons identity from it,
i.e. in the case of a group consisting of a small number of individuals (e.g. apprentices and
development workers).
CSH fact sheet
The fact sheet shows the sick day percentages for each of the employee groups.
Results workshop: The data sheet for Health and safety provides information that is relevant for
the CSH self-assessment in the CSH field of action Health, safety and security.

18

Economic capability

WI.1 Office performance

What data is collected?
The data collected to determine office performance relates to cost-effectiveness and client satisfaction.
The figures are taken from the country report for the relevant reporting year (see figure below).
The data on cost-effectiveness is based on the offices cost/income ratio.

In the country report for the relevant year

In the data sheet

The data collected on client satisfaction covers the following aspects of the client survey:

In the country report for the relevant year

In the data sheet

CSH fact sheet

An average value is automatically calculated from these six values and is transferred to the CSH
fact sheet.
Results workshop: The Office performance indicator provides information that is relevant for the
CSH self-assessment. It applies to the Efficiency and Quality fields of action. Only the cost/income
ratio and the average office capability value are transferred to the CSH fact sheet. However, the
other values should also be presented.

WI.2 Local procurement

What data is collected?
Data is collected to determine what proportion of goods and
services was procured locally and what proportion was procured via Head Office in the reporting year in question. The
amount of goods and services procured by subcontractors
should also be specified. There is an attribution gap here, as
GIZ is unable to determine the source of goods and services
procured by subcontractors.
CSH fact sheet
The percentage of goods and services procured locally is indicated on the CSH fact sheet. It is calculated solely on the basis
of GIZ procurement figures.

19

Tip: All the values required for the

reporting year can be obtained
retrospectively as of March from
the administrative manager in the
country in question or from the
departments Competence Centre
for Finance. You can request a
Kostentrger-VerdichtungsBericht (the SAP link is called
Summenbericht) for this purpose.

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.

WI.3 Portfolio differentiation

What data is collected?
Figures are collected for income from BMZ, German public sector clients, IS and grants. The figures
are taken from the country report for the relevant reporting year.
CSH fact sheet
The percentage of public-benefit sector commissions (BMZ, German public sector clients, grants) and
the percentage of IS commissions are indicated on the CSH fact sheet.
Results workshop: The Portfolio indicator provides information that is relevant for the CSH selfassessment. It applies to the sustainability dimension Economic capability.

20

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.

21

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).

Tip Heating energy: If it is

common practice in your country
to use oil, wood or coal-based
heating systems or if your bill includes other items, please contact
the team at the Sustainability Office, who will be pleased to help
you calculate your energy consumption.

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.

Tip Office in a shared office

building: If you share an office
building with other organisations,
your electricity bill can include
shared energy costs or costs incurred by third parties. Please try
to ensure the figures you provide
reflect your own consumption, for
example by breaking down the
costs in accordance with the office
space taken up in square metres.

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.

UM.2 CO2 emissions, mobility (optional)

The Sustainability Office is currently considering the option of working with a service provider
to calculate the levels of mobility-related CO2 emissions generated in our field structure. Initially, a survey would be conducted in 12 pilot countries to gain an idea of the amount of time and
funding that would be required. Where possible, and having acquired the appropriate authorisation from the country office, the service provider would contact your travel agency directly in
order to collect the necessary air travel information. If this were not possible, air travel information collected by the country and project offices could be passed on to the company for
evaluation. The amount of fuel consumed as a result of work-related car journeys would also
be passed on to the company either in aggregate form or in the form of scans of petrol station
receipts. The evaluation of this data by GIZ offices has proven to be time-consuming and prone
to data entry errors. Engaging an external service provider could significantly relieve the burden on GIZ staff. Transferring the responsibility for data collection and evaluation to a single
organisation would also increase the consistency and quality of data.
Please contact the Sustainability Office for the latest information on this and to find out more
about potential costs.
22

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).

Air travel calculation aid

Compiling a list of flights undertaken
Compile a list of all flights undertaken in the reporting year
(on a separate sheet). Sort the flights according to the
routes taken, grouping identical routes together, and enter
the routes into the calculation aid. The number of identical
routes should also be entered into the calculation aid.
Atmosfair calculation tool
Calculate the emissions resulting from all flights in kg CO2
using the atmosfair calculation tool. The website is available in English and German. Atmosfair also allows you to
take into account scheduled stopovers. You do not need to
indicate the specific flight class, type of flight or aircraft

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.
23

Using your own tools

Many country offices have developed their own tools (e.g. Excel lists) for documenting fuel consumption resulting from the use of vehicles. Feel free to use these tools as you see fit.
Fuel consumption calculation aid
Enter each of the company vehicles used in your country into the left-hand
column of the calculation aid. In each case, enter the annual consumption
for the vehicle and specify whether it runs on petrol or diesel. If the annual
consumption has not been documented, this can be calculated on the basis
of the fuel purchases recorded in the vehicle log.
If the list does not provide
Tip Collecting data on company
sufficient space, the total
vehicles: Information relating to
value can be entered directcompany vehicles can be found in
ly. In this case, a note should
inventories or obtained from the probe included in the Data
curement team.
sources section of the CSH
data sheet, indicating how
many vehicles have been taken into account and whether data has been
provided for all the vehicles used.
CSH fact sheet
Per capita mobility-related CO2 emissions are shown separately on the CSH fact sheet and used to
calculate the total CO2 emissions generated. This total figure is also indicated on the fact sheet.
Results workshop: The CO2 emissions, mobility indicator provides information that is relevant for
the CSH self-assessment. It applies to the field of action Resource efficiency. Mobility-related CO2
emissions generally make up a large proportion of GIZs total emissions.

UM.3 Tap water consumption

What data is collected?
Data on tap water consumption is collected for the country
office and all project and programme offices in the country.

Tip Determining consumption:

Tap water consumption is generally indicated in water company
invoices.

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

Water consumption calculation aid

Enter the total annual consumption of tap water in m3 into the calculation
aid. To do this, you will need to calculate the annual consumption for
each office and enter these values into the fields provided. The total will
be calculated automatically and will be transferred to the Tap water
consumption indicator sheet. Again, if you share an office building with
other organisations, please try to ensure the figures you provide reflect
your own consumption, for example by breaking down the costs in accordance with the office space taken up in square metres.
CSH fact sheet
Per capita tap water consumption for the offices surveyed is indicated on the CSH fact sheet.
Results workshop: The Tap water consumption indicator provides information that is relevant for
the CSH self-assessment. It applies to the fields of action Resource efficiency and Efficiency.

UM.4 Paper consumption

What data is collected?
Data on paper consumption is collected for the country office
and all project and programme offices in the country. Follow
the same procedure as you did for energy and water consumption. Ensure in advance that you are clear on which
offices are to be taken into account and specify the number of
employees per office (measured in full-time equivalent positions) in the data sheet.

Tip Determining consumption:

To find out the number of packaged units of paper purchased,
you can consult the invoices archived by the procurement team.

Paper consumption calculation aid

As it is very difficult to measure actual paper consumption (using counters on printers and photocopiers), use the quantity of paper purchased in the reporting year as a reference.
Enter the total number of packing units of paper purchased into the calculation aid. Specify the number of
sheets of paper purchased per year, regardless of size
and weight. For each office surveyed, enter the total
consumption per year into the calculation aid. The total
consumption across the offices will be shown on the
indicator sheet.
CSH fact sheet
The total number of sheets of paper used per person
will be indicated on the CSH fact sheet.
Results workshop: The Paper consumption indicator provides information that is relevant for the
CSH self-assessment. It applies to the Efficiency and Procurement fields of action in the sustainability dimension Ecological balance.

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

Guidance on completing the CSH questionnaire

Alongside the data collection process, the CSH questionnaire must be completed by the CSH officer
or the individuals to whom responsibility for the specific fields of action has been delegated. The aim of
the questionnaire is to enable data on existing strategies, objectives and measures to be systematically collected. This requires the involvement of experts in the relevant fields. Ideally, these experts will
have been in the country for several years and will have a sound knowledge of previous activities and
existing strategies.
If this is the case, it is possible to delegate the responsibility for completing the relevant sections of the
questionnaire to these experts. Alternatively, they can be interviewed on the relevant issues.
The structure of the questionnaire is identical
for all fields of action and consists of four
questions:
1. Have country-specific guidelines/concepts been developed in the
field of action or have corresponding
objectives been identified?
2. Have measures been carried out to
implement these concepts and objectives?
3. Has an evaluation been carried out to
gauge the success of these
measures?
4. Have the measures been amended in
any way as a result of the evaluation?
The questionnaire should be filled out in note
form. If you have answered no to a question,
it is not necessary to provide further clarification.
If you have answered yes to a question, you will need to specify the main concepts, objectives and
measures that have been developed/implemented. The aim is not to list and describe all such concepts, objectives and measures, but to include those which should be taken into account at the CSH
country team results workshop and which may later be of relevance in the self-assessment process.
Below, you will find a list of the 14 CSH fields of action along with specific examples. This list will help
you to identify existing policies, objectives and measures and to match them with the appropriate section of the questionnaire and data sheet.

26

Social responsibility
Field of
action

Aspect

Description

Examples

SO 1:

SO 1.1: Health

This includes measures taken locally to maintain the health and

performance capability of GIZ staff.

Ensuring staff are able to benefit from medical check-ups;

promoting health in the workplace by providing information
materials on specific issues;
promoting company sports and
exercise programmes

SO 1.2:
Staff security

This includes carrying out prevention measures and programmes

and handling crises and emergencies in a way that takes the safety
and security of staff in the national
context into account. Measures to
ensure the safety and security of
the families of GIZ staff, and sometimes also consultants, are also
included.

Providing driving training;

developing evacuation plans;
setting up a crisis desk;
nominating a safety officer

SO 1.3:
Safety at work

This includes all measures that

help prevent workplace and commuting accidents, avert workrelated health hazards, and enable
staff to respond appropriately in the
event of danger. This applies to all
employees in GIZ-owned and
leased premises.

Providing general advice on

conduct for new staff, their
families and consultants;
developing safety policies

SO 1.4:
Social security

This covers company provision for

employees for major risks (sickness, accidents, occupational
disability, old age), with the focus
on national personnel. This category comprises voluntary provisions
that go beyond GIZs minimum
standard and the statutory requirements of the country in
question. Taking statutory requirements as a point of reference, the
level of provision should be in line
with standards at similar international companies in the country.

Developing a social security

policy for family members of
national personnel;
organising information events
on pensions;
establishing social security as a
regular item on the management team agenda

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.

Promoting mutual exchange

among staff members on specific topics (peer learning);
holding subject-specific discussions with line managers (going
beyond matters discussed in
the staff assessment and development talk)

SO 2.2:
Reassignment/
placement

The aim here is to ensure staff with

limited-term contracts remain employable and have the prospect of
engaging in future assignments.
Although staff members may have

Providing opportunities to take

part in international conferences and specialist events;
developing strategies for job
rotation and reassignment of

Health,
safety and
security

Employability

27

limited-term contracts, the company is often interested in continuing

cooperation in the longer term.

local staff; promoting participation in the alumni network and

alumni programmes

Field of action

Examples

SO 2:

Establishing country-specific arrangements for part-time work;

providing childcare support; setting up parent-child offices;
developing information materials for staff on achieving a healthy
work-life balance; helping employees get back to work after familyrelated absences

Work-life balance

Economic capability
Field of action

Examples

WI 1: Efficiency

Simplifying working procedures; restructuring the GIZ office;

nominating contact persons to answer staff queries relating to specific tasks; developing information materials relating to standardised
procedures at the GIZ office

WI 2: Procurement

Encouraging the procurement of local/regional products; ensuring

waste disposal aspects are considered at the procurement stage;
providing training and raising awareness among staff; developing a
policy for ensuring environmental and social criteria are taken into
account when procuring goods and services

WI 3:
Integrity and anti-corruption

Developing a country-specific anti-corruption strategy; creating job

rotation options for administrative staff; organising information events
for newly arrived members of staff; providing training for local personnel; ensuring integrity and anti-corruption plays a central role in
country planning

WI 4: Quality

Improving commercial quality assurance and monitoring of the results

of audits and internal control; making improvements on the basis of
survey results; carrying out measures to promote learning, innovation, knowledge management and compliance with the crosschecking principle

28

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

Electricity, heating/cooling and

business travel generally make
up a large proportion of GIZs
total CO2 emissions. As well as
reducing our consumption of
energy, we can limit our emissions by using energy from
renewable sources wherever
possible.

Raising awareness of energysaving options among staff;

initiating a working group on environmental affairs; ensuring
environmental issues are regularly
addressed in correspondence,
publications and newsletters

UM 2.2:
Water

Tap water consumption is an

important issue as clean water
is often scarce, even in countries with abundant water
supplies.

Installing water-saving mechanisms in sanitary systems;

lowering water pressure; raising
awareness among staff

UM 2.3
Paper

Paper is generally consumed in

greater quantities than any other
office product at GIZ and is
therefore included in the CSH.
On average, half a litre of water
is required to produce a single
sheet of paper.

Purchasing recycled paper; setting

printers to print double-sided by
default; printing several pages on
a single sheet of paper (especially
when printing out presentations);
using scrap paper for note writing

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

Sustainable event management

29

Political participation
Field of action

Aspect

Description

Examples

TE 1:

TE 1.1:
Representation of
national
personnel

Our National Personnel Policy

requires every partner country to
appoint an employee representation (elected at regular intervals)
for the interests of national personnel. The countries are free to
decide on the model of employee
representation they wish to use.
This subtopic of the CSH looks at
the measures and regulations in
place to ensure the interests of
national personnel are effectively
represented and taken into account.

Setting up representations for

specific interest groups

TE 1.2:
Staff
participation

At least once a year, all employees working in the country should

receive information about the current corporate strategy and its
implementation at country level.
This subtopic of the CSH focuses
on other forms of employee participation in internal opinion-forming
and decision-making processes.

Creating opportunities for staff

involvement in the production of
newsletters; introducing feedback mechanisms; promoting
barrier-free communication
(plain language); providing information on events and
construction measures at GIZ;
encouraging regular communication and exchange through
various formats

Employee
participation

Field of action

Examples

TE 2:

Organising regular information events attended by decision-makers

and representatives of the media and civil society; developing a public
relations strategy; organising dialogue events at local universities;
coordinating joint activities with other implementing organisations;
producing a country-specific image brochure

Involvement of stakeholders

TE 3:
Social commitment

TE 4:
Equality of opportunity and
diversity

Granting a leave of absence to staff wishing to participate in social

projects; promoting social institutions and events in relation to GIZs
work in the country; cooperating with non-governmental organisations
on local educational or environmental projects or supporting civil society initiatives; promoting intercultural dialogue
Developing a country-specific gender strategy; promoting the inclusion of people with disabilities (in relation to events, publications and
construction measures at GIZ premises); developing a strategy for the
prevention of discrimination in the workplace; taking into account the
prior knowledge of participants when designing and carrying out training measures

30

Documenting good practices and recommendations for action in the questionnaire

After you have provided information for each field of
action in a particular sustainability dimension, you
will be asked to provide topical input for use in the
CSH country team results workshop. This is an opportunity for you to give details of any approaches
that have been particularly successful or good practices that you consider especially noteworthy. The
aim is not to assess the extent to which current GIZ
standards (such as those set out in O+R) are being
met, but to determine how successfully GIZs voluntary commitments in the four dimensions of sustainability are being implemented in the partner
country. In this section, you should document good
practices either past or present that you think
should be highlighted at the results workshop.
The final section allows you to provide recommendations for action. This can range from small-scale
measures that can be achieved rapidly using limited
resources (quick wins) to more extensive measures that will require larger-scale changes in the medium term.
Step 2: Determining the status quo is now complete.

31