reporting project management... · standards (gri standards), therefore it should be considered as...

Webinar 2 of the Sustainability Reporting Process Series

Reporting Project Management

28 May 2019

How to use WebEx

Speakers

Claudia Stracchi

Sustainability Reporting Expert

Program Development

GRI

Speaker

Rumyana Taneva

Coordinator

Program Development, GRI

Host

Koleen Davila - Palaganas

Vice President for Sustainability –

Corporate Affairs

SM Investments

Speaker

Mirjam Bendak

Strategy & Change Communications

Daimler

Speaker

28 May 2019

Webinar 1: Overall reporting process

4

Sustainability Reporting Process Webinars

Webinar 6: Content development

Webinar 2: Reporting Project Management

Webinar 3: Defining report content: Stakeholder engagement

Webinar 4: Defining report content: Materiality analysis

Webinar 5: Data collection

Webinar 7: Communications

16 April 2019

July 2019

September 2019

October 2019

November 2019

December 2019

Agenda

Item Speaker Duration

Welcome and introduction Rumyana Taneva, GRI 5 min

Reporting Project Management Claudia Stracchi, GRI 15 min

Q&A Rumyana Taneva, GRI 5 min

Reporting Project Management In Practice

− SM Investments

− Daimler

Koleen Davila - Palaganas, SM

Investments

Mirjam Bendak, Daimler

25 min

Q&A Rumyana Taneva, GRI 10 min

Concluding remarks Rumyana Taneva, GRI 1 min

Sustainability Reporting Process

DISCLAIMER: The process described here refers to the most common activities for reporting purposes, based on reporters' experience. It is not part of the GRI Sustainability Reporting

Standards (GRI Standards), therefore it should be considered as a suggestion and not as a requirement to produce a report in line with the GRI Standards.

What we will cover today


• Assessing the sustainability reporting

requirements and initiatives

• Benchmarking and gap analysis regarding

organizations’ sustainability reporting

practices

• Getting internal buy-in

• Planning

• Set-up of the project and reporting team

• Decision on and planning of third-party

feedback/assurance

• Kick-off meeting(s) and other internal

meetings

DISCLAIMER: The process described here refers to the most common activities for reporting purposes, based on reporters’ experience. It is not part of the GRI Sustainability Reporting


Prepare

• Performing desk research on the main sustainability reporting

initiatives

• Assessing current legislation as well as other requirements and

compliance mechanisms for reporting at the international, local and

sectoral levels.

• Assessing relevant recommended and voluntary reporting standards,

frameworks, initiatives and trends related to sustainability information

• Identifying requirements applicable to/relevant for your organization,

gaps in addressing them and how the gaps can be closed

PrepareAssessing sustainability reporting requirements and initiatives

To assess sustainability

reporting requirements and

initiatives at international, local

and sectoral levels,

considering both mandatory

and voluntary requirements,

identifying any gaps and

related action plans



GOAL WHAT TASKS COULD BE CONSIDERED?

Prepare: Assessing sustainability reporting requirements and initiativesHow can GRI assist?

Training GRI PublicationsGRI Community

Training courses:

• GRI Standards Certified Training

Course (Offered by GRI

Certified Training Partners)

Workshops:

• Introduction to GRI &

Sustainability Reporting

• Progressing on SDGs through

GRI Disclosures

GRI Community Roundtables:

• Sustainability Context

• The Sustainability Development Goals

• Integrating sustainability to create value

GRI Standards in Practice Webinar Series:

• Introduction to the GRI Standards

• The Sustainable Development Goals

GRI Community Webinars:

• The EU Non-Financial Reporting Directive - what

does it mean for my company

• How to integrate SDGs in Sustainability Reports

• Update on SME and Supply chains

• How to become compliant with the EU Non-Financial

Directive and other policy developments

• Developments in Sustainability Reporting – A Focus

on Climate Change

• Carrots and Sticks - Global Trends in Sustainability

Reporting Regulation and Policy

• SDG Compass

• Business Reporting on the SDGs: an Analysis of the

Goals and Targets

• Business Reporting on the SDGs: Integrating the SDGs

into Corporate Reporting: a Practical Guide

• In Focus: Addressing Investors Needs in Business

Reporting on the SDGs

• Linking the GRI Standards and the European Directive

on sustainability and diversity disclosures

• Linking the GRI Standards and the SEBI BRR Framework

• Linking the GRI Standards and HKEX ESG Reporting

Guide

• Member State Implementation of Directive 2014/95/EU

To access the webinar recordings, please email us at [email protected]

https://www.globalreporting.org/information/FAQs/Pages/GRI-Training-and-Workshops.aspx

https://www.globalreporting.org/Pages/resource-library.aspx

https://www.globalreporting.org/network/community/Pages/default.aspx

mailto:[email protected]

Prepare

Benchmarking and gap analysis regarding organizations’ sustainability reporting practices



• Selecting peer organizations relevant for comparison

• Identifying best practices of sustainability reporting

• Analysing the approach that peers and best practice organizations are

using in terms of their overall approach to sustainability reporting,

such as:

• type of report

• applied standards/frameworks

• approach for third-party assurance and review

• overall structure of the report

• Analyzing the gaps between current approach to sustainability

reporting applied by your organization (if any) and your peers as well

as best practice examples

• Assessing if and how the identified gaps should be closed as well as

identifying and prioritizing the needed activities.

To compare your organization to peers

and consider best practices in terms of

sustainability reporting, identify gaps and

define if and how these gaps could be

closed


• Report Service: Benchmarking service

• GRI Sustainability Disclosure Database

HOW CAN GRI ASSIST?

https://www.globalreporting.org/services/reporting-tools/Pages/Benchmarking-Service.aspx

https://database.globalreporting.org/

PrepareGetting internal buy-in



• Communicating the value of sustainability reporting to gain support

from upper management for establishing a reporting process

• Engaging with middle management, to make sure they understand

the value of sustainability reporting, upper management commitment,

the organization’s overall goals, their role as part of the process

• Making sure that upper management is willing to allocate necessary

resources, such as people, time, budget, commitment of management

• Engaging with leadership to make sure there is a common

understanding of disclosure needs, company strategic direction,

stakeholder environment and overall project’s goals.

To secure management commitment for the

entire reporting process and to ensure common

understanding of the sustainability reporting

goals and process

GOAL

For more information see Governance

Disclosures

LINK TO THE GRI STANDARDS

WHAT TASKS COULD BE CONSIDERED?

GRI Community Roundtable: Integrating

sustainability to create value

HOW CAN GRI ASSIST?

https://www.globalreporting.org/network/Community/Pages/Roundtables.aspx

Reporting Project ManagementPlanning



• Defining overall goals of sustainability reporting

• Identifying the prime target audience and the type of report to be developed,

considering also legal requirements identified in the previous activity Assessing the

sustainability reporting requirements and initiatives

• Choosing which standard(s)/framework(s) the organization is going to report

against including defining the level of application (e.g. Core or Comprehensive

option of the GRI Standards)

• Defining the structure of the project and reporting team

• Deciding whether external support will be needed and for which part of the

process

• Defining the project plan and timeline, based on the above considerations

• Defining the budget and eventually validating the budget

To define the goals of reporting

process, plan the activities, define

required resources and assign

responsibilities.


Reporting Project Management: PlanningHow can GRI assist?

Report Services

Process support service: Kick-off

service

Training course:

• GRI Standards Certified

Training Course

Workshop:

• Introduction to GRI &

Sustainability Reporting

GRI Standards in Practice

Webinar Series:

• Introduction to the GRI

Standards

GRI Community Training

To access the webinar recording, please email us at [email protected]

https://www.globalreporting.org/services/report-services/Pages/default.aspx

https://www.globalreporting.org/network/community/Pages/default.aspx

https://www.globalreporting.org/information/FAQs/Pages/GRI-Training-and-Workshops.aspx

Reporting Project ManagementSet-up of the project and reporting team



• Based on the decisions taken during the planning activity,

• setting up a function/unit for sustainability management, coordinating with other

reporting functions

• setting up a new Board Committee / review the responsibility of current

Committee(s) to include sustainability reporting related responsibilities at Board level

• Coordinating with other reporting functions to check whether there are any implications

or opportunities for collaboration

• Identifying main functions to be involved in the reporting process, defining tasks and

responsibilities.

• Considering to provide necessary training for people involved in the reporting process to

make sure they are able to participate successfully and contribute effectively

To ensure smooth

project management and

alignment with internal

functions of the

organization


Reporting Project ManagementDecision on and planning of third-party feedback/ assurance

*The use of external assurance for sustainability reports is advised, but it is not required in order to make a claim that a report has been prepared in accordance with the GRI Standards.

Nevertheless, an organization is required to report its approach to external assurance with Disclosure 102-56



• Identifying external feedback/assurance options applicable

for your report

• Making an initial decision on whether the report will go through third

party review or assurance process or any other feedback, taking into

consideration any legal requirements

• If applicable: deciding at which point the third-party organization will

be included in the process and making sure to include this in the

general time planning and budgeting.

• If applicable: selecting feedback/assurance provider.

• If applicable: Engaging with the third-party organization to share and

discuss the main activities and deadlines of the reporting process and

align it with the detailed feedback or assurance plan

To decide whether your organization aims

at asking for a third-party feedback and/or

assurance* (e.g., due to legal requirements,

or considering its added value) and allocate

the necessary resources

GOAL

See General Disclosure 102-56 External

assurance

LINK TO THE GRI STANDARDS


Reporting Project ManagementKick-off meeting(s) and other internal meetings



• Planning the kick-off meeting(s)

• Developing materials for the kick-off meeting to launch the reporting

process and share important information on the project

• Holding the kick-off meeting(s)

• Identify if other internal meeting(s) need to be performed (either

prior or after the kick-off meeting(s)). Overall goals can be:

• create internal awareness,

• making sure that people involved in the process have the right

understanding of their tasks,

• discussing any existing processes that may be useful also for the

sustainability reporting purposes, major challenges and possible

solutions

To present background information and

discuss project objectives and timeline with

the sustainability reporting team and all the

people involved in the reporting process

GOAL

Process support service: kick-off service

HOW CAN GRI ASSIST?


https://www.globalreporting.org/services/report-services/Pages/Kick-off-Service.aspx

Reporting Project Management In Practice

Folie in Ursprungsform

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im Menü über: Start // Absatz // Listenebene

Sustainability Reporting – Sometimes a Bumpy Road

Mirjam Bendak, Sustainability Communications




Daimler AG Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019 /

2006: A BOOK OF SEVEN SEALS …





2019: A BOOK OF SEVEN SEALS2006: … BUT THINGS WERE SIMPLE

Standard (GRI 3.1) Approval Process

1st Sustainability Facts Report 2007




Daimler AG Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019 //

2018: REPORTING BECAME VERY KOMPLEX …





… DEMANDS ARE RISING





2018: REPORTING BECAME VERY KOMPLEX …SIX PROPOSITIONS TO GET THINGS GOING …

Get your Management involved!

Get your Materiality straight!

Build your Core Team!

Optimize your Processes continuously!

Be as flexible as you can and stick to your timeline as you must!

After publishing means before publishing!




Daimler AG

1. GET YOUR MANAGEMENT INVOLVED!

Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019/Page 7




Daimler AG

2. GET YOUR MATERIALITY STRAIGHT!

Materiality!

Stake-holder

§

Company Strategy

➢Know, what you must report (§)!

➢Know what your stakeholdersdemand!

➢Know what your management wantsto report!

Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019/Page 8




Daimler AG

3. BUILD YOUR CORE TEAM!

Keep your team small

Use communications cascades

Choose teammembers carefully with direct access to

management and departments

Try to work agile! There will always come something in between

Page 9Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019/

Listen and give directions!




Daimler AG

3. BUILD YOUR CORE TEAM!4. OPTIMIZE YOUR PROCESSES CONTINUOUSLY!

Page 10Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019/

➢ Don‘t wait for the next reporting year, optimize right away, if possible

➢ Use content management tools

➢ Be not afraid of repeating next steps, your peers will be thankful

➢ Define report outs, retrospectives, etc.




Daimler AG Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019/

5. BE AS FLEXIBLE AS YOU CAN AND STICK TO YOURTIMELINE AS YOU MUST!




Daimler AG

3. BUILD YOUR CORE TEAM!4. OPTIMIZE YOUR PROCESSES CONTINUOUSLY!6. AFTER PUBLISHING MEANS BEFORE PUBLISHING!

Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019/ Page12




Daimler AG Sustainability Reporting – Sometimes a Bumpy Road/ Communications / May 2019/ Page36

Conclusion and upcoming sessions

39

Sustainability Reporting Process Webinars

28 May 2019

Webinar 1: Overall reporting process

Webinar 6: Content development

Webinar 2: Reporting Project Management

Webinar 3: Defining report content: Stakeholder engagement

Webinar 4: Defining report content: Materiality analysis

Webinar 5: Data collection

Webinar 7: Communications

16 April 2019

July 2019

September 2019

October 2019

November 2019

December 2019

Get in touch

Corporate & Stakeholder Engagement Team

For resources, registration and additional support

[email protected]

Standards Division

For all questions about the GRI Standards

[email protected]

Training

For all questions about GRI’s workshops and training programs

[email protected]

Report Services

For all questions about GRI’s report services

[email protected]





[email protected]

www.globalreporting.org

Barbara Strozzilaan 336

1083 HN Amsterdam

The Netherlands

Amsterdam – Hong Kong – Bogota – Johannesburg – New Delhi – New York – São Paulo

THANK YOU

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