Processes within ESP CSR are key in defining, managing and streamlining inventory data collection, administration, analysis and reporting processes for your organisation and supply chain.

Processes help address:

  • Parties involved, i.e., Data provider, Data Submitter etc.,
  • Instructions and methodology involved in collecting data or administrative tasks.
  • The documentation and notification of collection, calculation, administration, analysis and reporting instructions.
  • The steps and actions required to complete a process.
  • Audit trails of all actions taken within a process and its associated tasks.
  • Keeping process support people in the loop.

To find this feature, on the menu bar, select Data Collection > Processes

Table of Contents

An Overview of Processes in ESP CSR

Data collection processes drive organisation wide data collection regimes.

ESP CSR provides comprehensive automated functionality to help your organisation manage its data collection processes.

In ESP CSR, data collection processes are setup for each activity data source, i.e., if taxi travel data is sourced from two different taxi companies, then two data collection processes would be required.

Up to three parties can be involved in a data collection process:

  • The Data Source Owner (DSO): Generates activity data periodically.
    The DSO could be your external supplier, a staff member who communicates with your supplier or a staff member who runs internal reports that contain the required data.
    The DSO can also be responsible for submitting data.
  • The Data Submitter (DS): Receives the activity data from the DSO and enters it into ESP CSR.
    This could be your external supplier who also performs the DS role or a staff member.
    This role is not mandatory and may not be needed.
  • The Data Overseer (DO): Reviews the submitted activity data, providing review commentary before approving or declining it.

Once a process is ready and approved, tasks will need to be set up against the process to ensure the parties involved in the process are sent automatic notification emails when the processes task is due to start along with any added instructions or documentation required.

More information on tasks can be found in the knowledge base article here

Add a New Process

There are several locations within CSR where a user can add a new process.

These Include:

  • On the top menu, select the + icon and choose the process option in the drop down.

  • On the top menu, go to Data Collection > Processes and select the Add a new process button above the process grid.

Once on the Add a new process page, the user should see the process headings that define what the process is for and the frequency and time this process needs to completed in.

These options in this section include:

  • Process Name, i.e., Electricity TOU - Genesis.
  • Process Overview: This will appear near the top of the task notification email.
  • Instructions: Instructions of what needs to be done to complete the process. These instructions are sent along with the task's notification emails.
  • The type of process, i.e., Data Collection, Commentary, Administrative.
  • Data Collection Group: The Data Collection Group this process is linked to.
    The data collection group will flow through to the tasks and connect the tasks to the correct Data Review.
  • Process start date, i.e., July 2022.
  • Process frequency (Data collection period), i.e., every 3 months.
  • Process enabled: Processes should be disabled until they have been reviewed and approved.
    If unticked, associated tasks will not change status and send out notifications.
  • Process approved: Processes must be approved before using them.
    If unticked, associated tasks will not change status and send out notifications.

 

Once the process heading information is completed, the user must than select which parties are involved in the process and who needs to be notified by assigning them the DSO, DS and DO roles.

The options in this section include:

  • Data Source Owner: The person responsible for supplying and sometimes uploading the data
    You can add a new person for this role by selecting the Add a new person button next to the DSO role.
    The DSO role is compulsory.
  • Data Source Owner action: The Data Source Owner's required response to the email notification, i.e., Upload a data file, send data to the Data Submitter, Upload a Smart Excel Template etc.,
  • Send request to Data Source Owner (DSO): Select if you want the DSO to receive an automatic email notification from the system set in the task.
    We recommend to always select this option.
  • CC the DO in request: Include the Data Overseer in the email notification to the DSO.
  • Include example document: Attach an example document or file to the email notification sent to the DSO.
  • Attached files: Upload the file you want attached to the email notification.
  • Data Submitter: Person responsible for uploading the data into the system.
    Leave this blank if the DSO is uploading the data.
  • Data Submitter action: The Data Submitter's required response to the Data Source Owner's action, i.e., upload a file, enter data manually via smart form, upload a smart excel template etc.,
  • Data Overseer: Person responsible for overseeing the data collection process and approving the data.
    This person is specified as the contact for any issues related to this process and can update the status of any related tasks.
    Their email is also set as the "Reply To" email of email notifications.
    This person will be the one accepting or declining data in quarantine.
  • Task Completion Notification: A comma separated list of emails to be notified when the task related to the process is completed.

The final step is to fill put the miscellaneous information that may be needed for the new process.

This includes:

  • Complexity Level: The complexity of the completing this process.
    1 = easy, 5 = difficult.
  • Recommendations: Recommendations made by auditors, external consultants and known best practices on how this process could be improved.
  • Original collection process: Lets you record the original collection process for the above, whether it be before you joined ESP CSR or after you have made changes to the process.
  • Original calculation process: Describe the original process of calculating the carbon footprint figures from this source data including any assumptions used, known exclusions and any imperfections in the process based on knowledge of the organisation?

Viewing processes

A list of your processes can be found by going to Data Collection > Processes on the menu bar.

To view the details of an existing process, on the process page, select the process name.

 

The View Process page contains all the information required to perform a particular process. 

 

The process overview and instructions will appear in notification e-mails that are sent to the parties involved in the process.

Notification e-mails are created and managed by tasks associated with a process.

Related tasks are shown further down the page in the Tasks related to this process.

 

More information on tasks can be found in the knowledge base article here

The History, notes and documents tab contains additional notes and documents and an automated audit trail all related to this the process.

Documents and notes can be added on both the View Process or Edit Process pages by using the Add note and Add document buttons in the tab.

More information on history, notes and documents can be found in the knowledge base article here

Edit a process

Users with process editing permissions may edit process details.

To edit process details, select click on Edit process button adjacent to the process Name at the top of the page.

Archiving and un-archiving processes

To archive a process

  1. On the Processes page, select the process you want to archive
  2. On the View Process page, select the Archive this process button in the top right corner of the page.

Please note: Archiving a process sets its status to disabled and disables all the associated tasks. 

To un-archive a process

  1. Select Show archived processes at the bottom of the Processes page.
  2. Select the process you want to unarchive.
  3. Select the Un-archive this process button at the top right corner of the page.
  4. Your process will now appear in the normal list or processes.

Please note: After unarchiving a process, it will be disabled and all associated tasks will not be un-archived. This is to prevent old task reminders being sent out as soon as you un-archive a process. If you wish to use the process, you will need to enable it and create new tasks for the process.