guidlines on implementing csh

7/23/2019 Guidlines on Implementing CSH

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Guidelines on implementing the

Corporate Sustainability Handprint (CSH)

(February 2015)



2

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 ......................................................................................................... 27Economic capability ........................................................................................................ 28

Ecological balance .......................................................................................................... 29

Political participation ....................................................................................................... 30

Documenting good practices and recommendations for action in the questionnaire ...... 31



3

Introduction

As a company operating internationally in the

field of sustainable development, it is both our

mandate and our mission to promote corporatesustainability 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 sys-

tematically 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 so-

lutions to the complex societal challenges they are facing.

The CSH is one of the most important man-

agement instruments at GIZ’s 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 posi-

tive contribution that GIZ makes in the four

dimensions of sustainability. The four dimen-

sions are: economic capability, social

responsibility, ecological balance and politicalparticipation.

The instrument is based on the internationally

recognised G4 Sustainability Reporting Guide-

lines 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.

Benefits of the CSHThe CSH benefits the country offices in the

following ways:

It facilitates effective sustainability

management by enabling country of-

fices to collect key figures relating to

indicators and existing sustainability

concepts systematically and regularly

and to evaluate this data.

It helps to conserve resources, in-

crease efficiency and reduce costs.

It ensures that the efforts of the GIZ

country offices in the field of corporate

sustainability are recognised both

within the company and externally.

It increases competitiveness andhelps to attract clients and partners

by demonstrating responsible man-

agement practices.

It helps the company to identify effec-

tive strategy options, providing a

simple and efficient means of improv-

ing 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 practic-

es around the world.

Objective of the CSH

With the CSH, current sustainability perfor-

mance 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 sus-

tainability objectives.

The aim is for the CSH to be carried out every

two years in each country to allow key indica-

tors to be compared and information to be

gleaned on the state of development. It should

be noted, however, that this will only be possi-

ble if GIZ’s portfolio and the prevailing

conditions in the country in question have notsignificantly changed.

The CSH is not suitable for use as a bench-

marking 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 portfo-

lios, each comprising a different set of priority

areas and responsibilities with regard to re-

gional and global projects and each involving

varying degrees of engagement in provinces

and districts.



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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. Howev-

er, they are also a valuable source of

information for other staff members, for in-

stance 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 over-

view 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 work-shop, and (4) Publication and knowledge

exchange. Procedural guidance and infor-

mation on the required resources are provided

at all stages of the process.

Section 2 – Determining the status quo us-

ing the data sheet and questionnaire

The second section provides detailed infor-

mation 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 providestips 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 GIZ’s 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 ([email protected]). We wouldalso welcome any feedback or suggestions

relating to specific aspects of the CSH pro-

cess.

We hope that these guidelines will help you to

familiarise yourself with the CSH and wish you

every success in using the instrument to im-

prove GIZ’s sustainability performance.

Sustainability Office

https://gc21.giz.de/ibt/var/app/wp385v/2355


mailto:[email protected]







Section 1: The CSH process



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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 pro-

cess between March and October.

The country director is responsible for implementing the CSH. The staff members in the Sustain-

ability 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:

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 [email protected] (no

specified format). The Sustainability Office confirms receipt of the email and the time period for imple-menting 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 coun-

try 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 quanti-

tative 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 Of-

fice. This provides an opportunity to share ideas on specific issues and to resolve any outstanding

2. Determining the status quo

Identification of the system boundaries, collection of sustainability data, existing sustainabil-

ity 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 communicationSubmission of results to Sustainability Office, Peer Consultation

1. Preparation

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







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Tip – what data is collected?

The CSH uses data that has been

included in the accounts of the country

office, such as invoices and payment

vouchers.

This also applies to services provided

for neighbouring countries and region-

al and global projects such as flight

reservations.

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.

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 sys-

tem 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 collec-

tion 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 in-

voices. For this reason, the CSH is limited to offices

that are operated by GIZ. This means that the CSH

can only focus on the country office and other decentral-

ised GIZ programme/project offices in the country. Ideal-

ly, all offices should be taken into account in the CSH

process, but the issue of efficiency and relevance must

also be considered. The decision as to which offices

will be included in the CSH must be made in the

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 ofancillary 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.

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 Of-

fice

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



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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 dimen-

sions, 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 pre-

sent 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

CSH officer should determine what information they need to be

sent in advance and how well informed they already are with

regard to corporate sustainability issues. Generally, the partici-

pants are provided with the data collected on the status quo

(CSH questionnaire and CSH data sheet). The workshop should begin with a brief presentation look-

ing 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

may not yet be familiar with them.

The CSH will take account of the information en-

tered in the data sheet and that provided in the

questionnaire in equal measure. The data taken

from the questionnaire primarily relates to the quali-

ty and effectiveness of measures and

strategies.

Example: Results from GIZ’s Global CSH (2014)

By way of example, the table below shows the results from GIZ’s 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 discus-

sion within the team.

Tip – CSH film: This short film

provides a helpful introduction

to the CSH.

Support from the Sustainability Office:

If required, interim versions of the CSH

data sheet and questionnaire can be sentto the Sustainability Office for review be-

fore the workshop. The Sustainability

Office will check the data provided and

clarify any issues relating to the infor-

mation given in the questionnaire.

https://gc21.giz.de/ibt/var/app/wp385v/2355/?redirect-stamp=1424949347104









https://www.youtube.com/watch?v=5A_p2KMBRfo



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Results from GIZ’s Global CSH (2014)

Social responsibility

Percentage of working days taken as sick leaveby 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 andinspiring practices that you wish to publicise and

share with other countries. It is possible to in-

clude a number of good practices in one

sustainability dimension or not to include any in

dimensions where there are no outstanding ex-

amples 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 doc-ument the context of the good practice as well as

the objective pursued and the results achieved (in note form).



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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 pur-

pose 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 as-

sessment. 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).

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 improve-

ments?

Have the goals and measures been amended on the basis of the findings?

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 con-

text and the team’s evaluation of the

situation.

The self-assessment section of the data sheet



11

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 spon-

taneously 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, andis free to set its priorities accordingly.

The CSH country team formulates voluntary commitments and agrees on sustainability objectives and

measures to be implemented in the relevant fields of action in the two years to come before the nextCSH. 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

GIZ’s 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.

The self-commitment section of the data sheet



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Results section on the CSH Portal

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.

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 final-

ised CSH fact sheet and good practices are made available

to the country office. These two documents are also pub-

lished on GIZ’s 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.

Country office

Project offices

CSH-Officer

Economic capability Social responsibility

Good practice Good practice

Health, safetyand security

Field staff #DIV/0! Employability

Nati onal pers onne l # DIV /0 ! Wor k-li fe ba lance

Apprentices #DIV/0!

D eve lopment wor kers # DIV /0 !

Total percentage of women

(%)

Field staff #DIV/0!

National personnel #DIV/0!

Apprentices #DIV/0!

D eve lopment wor kers # DIV /0 !

Field staff #DIV/0!

National personnel #DIV/0!

Political participation Ecological balance

Good practice Good practice Indicator

CO2 emissions

Total Resource efficiency

Energy consumption Sustainable event management

Mobility (flights/vehicles)

Specific per-capita mobility (full-

time equivalent)

#DIV/0!

Total

Specific per-capita (full-time

equivalent)

#DIV/0!

Total


equivalent)

#DIV/0!

Total


equivalent)

#DIV/0!

Percentage, recycled paper

84

#DIV/0! Quality 83

Involvement of

stakeholders

Result of self-assessment

Portfolio differentiation,

percentage IS

Country director

Total number of employees (full-time equivalent)

Indicator

Cost/income ratio (1-5) Efficiency 70

Procurement 85

#DIV/0!Percentage of local

procurement (%)

IndicatorResult of self-assessment

Employee participation


Internalclient survey,

average (1-5)

#DIV/0!

Integrityand

anti-corruption

Social

engagement

80

78

77

Self-commitment

#BEZUG!

#BEZUG!

#BEZUG!

Energy consumption, country office (kWh)

CO2 emissions (kg)

Percentage of women in management

positions (%)

Sick day ratio %

Self-commitment

Income (EUR million)

Public-benefit sector

InternationalSe rvices

Field staff (full-time equivalent)

National personnel (full-time equivalent)

Development workers (full-time equivalent)

Apprentices (full-time equivalent)

79

73

33

85

Self-commitment


Paper consumption (sheets)Self-commitment

Equalityof opportunityand

diversity,

Tap water consumption (m3)

Health, safety &security

Employability

Work-life balance

CO2

emissions

Resourceefficiency

Sustainableevent

management

Employeeparticipation

Stakeholderinvolvement

Socialengagement

Equality ofopportunity& diversity

Efficiency

Procurement

Integrity &anti-corruption

Quality

Tip: Before the workshop ends,

you might like to take a group

photo of the CSH country team

with the completed fact sheet. Thishelps to personalise the CSH pro-

cess in your country and the photo

can subsequently be used in pub-

lic relations.



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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

look back on the CSH process and exchange ideas

on how to follow it up. It generally takes the form of

a one-hour telephone or Skype conversation be-

tween the CSH officers in each country, focusing

on a particular area of the CSH process or on spe-

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 discus-

sion on one or more of the following questions:

How did the country team (country director, administrative manager, staff members responsi-

ble 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 Por-

tal.

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, in-

cluding 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 coun-

try, 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 quanti-

tative and qualitative data.

Support from the Sustainability Office:

The Sustainability Office provides supportin collecting and publishing results, check-

ing the mathematical accuracy of data and

facilitating networking between two coun-

tries in the context of peer consultation.



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



Section 2: Determining the status quo using the data

sheet and questionnaire



16

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 spe-

cific 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 ma-

terials for use in the results workshop.

Quantitative data is not collected in all 14 fields of ac-

tion. Rather, collection focuses on 9 indicators that arerelevant 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.

The following sections provide information on the individual

sections of the CSH data sheet.

System boundaries

You should enter general information on the system bound-aries (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.

Also on the right-hand side of the page, you will find a sec-

tion entitled Mater ia ls for the resul ts work shop . This includes links to individual pages that arenot required for the data collection process. You will find an introduction to these materials under

Step 3: CSH team results workshop above.

Tip: You will find ‘START’ buttonson 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.

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.

https://dms.giz.de/dms/llisapi.dll?func=ll&objaction=overview&objid=92030160



http://www.timeanddate.com/date/workdays.html








17

System bound ar ies page in the CSH data sheet. Only the light blue fields need to be filled out(outlined here in red).


SO.1 Personnel structure

What data is collected?

All employees (measured in full-time equiva-

lent positions), who were employed on 31

December in the reporting year are enteredhere, 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 fe-

male.

Do the same in the section for national per-

sonnel (NP). The number of female staffmembers working in management positions as national personnel refers to those in salary bands 5

and 6.



18

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 providesinformation that is relevant for the CSH self-assessment in the Social responsibility dimension andthe CSH field of action Equality of opportunity and diversity .

SO.2 Health and safety


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. Workplaceaccidents 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 col-

lected 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 person’s 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 forthe CSH self-assessment in the CSH field of action Health, safety and security .



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Economic capability

WI.1 Office performance


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 office’s 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 theCSH self-assessment. It applies to the Efficiency and Quality fields of action. Only the cost/incomeratio and the average office capability value are transferred to the CSH fact sheet. However, theother values should also be presented.

WI.2 Local procurement


Data is collected to determine what proportion of goods andservices was procured locally and what proportion was pro-

cured 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 indi-

cated on the CSH fact sheet. It is calculated solely on the basis

of GIZ procurement figures.

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

department’s Competence Centre

for Finance. You can request a

“Kostenträger-Verdichtungs-

Bericht” (the SAP link is called

“Summenbericht”) for this pur-

pose.



20

Example: “Kostenträger-Verdichtungs-Bericht”

Results workshop: The Local procurement data sheet provides information that is relevant for theCSH self-assessment. It applies to the Procurement field of action in the sustainability dimensionEcological balance. The figures for procurement by subcontractors can be discussed at the resultsworkshop.

WI.3 Portfolio differentiation


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 self-assessment. It applies to the sustainability dimension Economic capability .



21

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


Data is collected to determine the energy consump-

tion (electricity, heating, cooling) of the country

office and all GIZ project and programme offices in

the country.

System boundariesBefore the data collection process begins, the coun-

try 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 Ener-

gy 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 con-

sideration.

It is also necessary to specify the number of employees (measured in full-time equivalent posi-

tions) 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, photovolta-

ic, fossil fuels, etc.). Each country has its

own specific calculation factors, which

convert values in kWh into CO2 emis-

sions.

Energy consumption calculation aid

To use the calculation aid, enter the

data collected for each office (electricity,

heating, cooling) into the table. The cal-

culation aid is comprised of three

sections: electricity consumption (includ-

ing cooling and fan heaters), heating

energy and fuel consumption by genera-

tors.



22

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 pay-

ments made so that you can enter one value for each office.

Heating energy

This section comprises three fields, which can be filled out in

line with your patterns of consumption: heating oil, (natural)

gas and propane (for gas heaters).

It is possible that various energy sources were used by a particular office, and data can be entered

accordingly (see above). Heating oil is invoiced by the litre, gas in kilowatt hours (kWh) and propane in

kilograms. Again, use a separate sheet to calculate the sum of all the payments made so that you can

enter a total value for each office.

Fuel consumption by generators

If you also use a diesel or petrol-fuelled electricity generator,

please enter the annual fuel consumption in litres for each

office. The values for the individual offices will automatically

be added together and transferred to the energy data sheet.

CSH fact sheet

The total and per capita energy consumption will automatical-

ly be transferred to the CSH fact sheet. The total

consumption in kWh will also be converted to CO2 emissions

and presented in the fact sheet. This value will also be added

to the CO2 emissions calculated in the mobility category to

produce a figure representing total CO2 emissions.

Results workshop: The Energy consumption indicator provides information that is relevant for theCSH self-assessment. It applies to the fields of action Resource efficiency and CO2 emissions.

UM.2 CO2 emissions, mobility (optional)

The Sustainabi l i ty Off ice is current ly cons ider ing the opt ion of w orking w ith a service provider

to calcu late the levels of mo bil i ty-related CO 2 emission s generated in our f ie ld struc ture. In i t ia l -

ly, a survey w ould be con ducted in 12 pi lot countr ies to gain an idea of the amou nt of t ime andfunding that would be required. Where possib le, and h aving acquired the appropr iate author i -

sat ion from the country o f f ice, the service provider would c ontact your travel agency direct ly in

ord er to collect the necessary air travel inform ation. If this were not pos sible, air travel infor-

mat ion col lected by the country and p roject of f ices cou ld be passed on to the com pany for

evaluat ion. The amou nt of fu el consum ed as a resul t of wo rk-related car journ eys wou ld also

be passed on to the company ei ther in aggregate form o r in the form of s cans of petro l stat ion

receipts. The evaluat ion of th is data by GIZ of f ices has pro ven to b e t ime-consuming and prone

to data entry errors. Engaging an external serv ice provider could signi f icant ly re l ieve the bu r-

den on GIZ staf f . Transferr ing the responsib i l i ty for data col lect ion and evaluat ion to a s ingle

organisat ion wo uld also increase the consistency and qual i ty of d ata.

Please contact the Sustainabi l i ty Off ice for the latest informat ion on this and to f ind ou t moreabout po tent ial cos ts.

Tip – Heating energy: If it is

common practice in your country

to use oil, wood or coal-based

heating systems or if your bill in-

cludes other items, please contact

the team at the Sustainability Of-

fice, who will be pleased to help

you calculate your energy con-

sumption.

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 in-

curred 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 officespace taken up in square metres.



23

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 emis-

sions resulting from air travel and fuel

consumption. Data is required on work-relatedair 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 Of-

fice) and, where relevant, flights undertaken in

the context of compensated time off. In addition,

data is collected on flights undertaken by repre-

sentatives of partner organisations, GIZ staff

working in regional and global projects and stafffrom 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 invi-

tations 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.

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 availa-

ble 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 calcula-

tion 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 there-

fore been entered into GIZ’s accounts. It also applies to vehicles that are being used by partners butfor which GIZ is still covering the fuel costs. Supply trips and the private use of company cars by GIZ

employees are also included.

Tip – Air travel data: You can

find air travel data either in the

invoices processed by the relevant

procurement team or by contact-

ing your travel agency directly.

To facilitate the grouping of flight

routes, details of the departure,

stopover and arrival airports

should be documented in a stand-

ardised way (e.g. FRA-DXB-BKK:

Frankfurt-Dubai-Bangkok).

https://www.atmosfair.de/en/kompensieren/wunschmenge






24

Tip – Water flat rate: In many

countries, flat rates are used ra-ther than billing customers based

on actual water consumption. If

this is the case it will not be possi-

ble to include data in this field of

action. This should be noted in the

section entitled Data sources.

Using your own tools

Many country offices have developed their own tools (e.g. Excel lists) for documenting fuel consump-

tion 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 consumptionfor 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

sufficient space, the total

value can be entered direct-

ly. In this case, a note should

be included in the Data

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 forthe CSH self-assessment. It applies to the field of action Resource efficiency . Mobility-related CO2 emissions generally make up a large proportion of GIZ’s total emissions.

UM.3 Tap water consumption


Data on tap water consumption is collected for the country

office and all 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 relevant data sheet and

the corresponding calculation aid can be used whatever

conclusions have been drawn. Enter the offices to be taken

into consideration in the table entitled System boundaries

in the Tap water consumption data sheet.

It is also necessary to specify the number of employ-

ees (measured in full-time equivalent positions) work-

ing in these offices, as this number is used as the ba-

sis for calculating per capita consumption.

Tip – Collecting data on company

vehicles: Information relating to

company vehicles can be found in

inventories or obtained from the pro-

curement team.

Tip – Determining consumption:

Tap water consumption is general-

ly indicated in water company

invoices.



26

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 systematical-

ly 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 andexisting 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 guide-

lines/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 objec-

tives?

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 clarifica-

tion.

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 con-

cepts, 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 sec-

tion of the questionnaire and data sheet.



27


Field ofaction

Aspect Description Examples

SO 1:

Health,

safety andsecurity

SO 1.1: Health This includes measures taken lo-cally to maintain the health and

performance capability of GIZ staff.

Ensuring staff are able to bene-fit from medical check-ups;

promoting health in the work-place by providing informationmaterials on specific issues;promoting company sports andexercise programmes

SO 1.2:Staff security

This includes carrying out preven-tion measures and programmesand handling crises and emergen-cies in a way that takes the safetyand security of staff in the nationalcontext into account. Measures toensure the safety and security ofthe families of GIZ staff, and some-times also consultants, are alsoincluded.

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 thathelp prevent workplace and com-muting accidents, avert work-related health hazards, and enablestaff to respond appropriately in theevent of danger. This applies to allemployees in GIZ-owned andleased premises.

Providing general advice onconduct for new staff, theirfamilies and consultants;developing safety policies

SO 1.4:

Social security

This covers company provision for

employees for major risks (sick-ness, accidents, occupationaldisability, old age), with the focuson national personnel. This catego-ry comprises voluntary provisionsthat go beyond GIZ’s minimumstandard and the statutory re-quirements of the country inquestion. Taking statutory require-ments as a point of reference, thelevel of provision should be in linewith standards at similar interna-tional companies in the country.

Developing a social security

policy for family members ofnational personnel;organising information eventson pensions;establishing social security as aregular item on the manage-ment team agenda

Field ofaction

Aspect Description Examples

SO 2:

Employa-bility

SO 2.1:Humanresources de-velopment

This covers initial and further train-ing and support for staff whenassuming new tasks. The mainfocus is on national personnel.

Promoting mutual exchangeamong staff members on spe-cific topics (peer learning);holding subject-specific discus-sions with line managers (goingbeyond matters discussed inthe staff assessment and de-velopment talk)

SO 2.2:Reassignment/placement

The aim here is to ensure staff withlimited-term contracts remain em-ployable and have the prospect ofengaging in future assignments. Although staff members may have

Providing opportunities to takepart in international confer-ences and specialist events;developing strategies for jobrotation and reassignment of



28

limited-term contracts, the compa-ny is often interested in continuingcooperation in the longer term.

local staff; promoting participa-tion in the alumni network andalumni programmes

Field of action Examples

SO 2:

Work-life balance

Establishing country-specific arrangements for part-time work;

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

Economic capability


WI 1: Efficiency Simplifying working procedures; restructuring the GIZ office;nominating contact persons to answer staff queries relating to specif-ic tasks; developing information materials relating to standardisedprocedures at the GIZ office

WI 2: Procurement Encouraging the procurement of local/regional products; ensuringwaste disposal aspects are considered at the procurement stage;providing training and raising awareness among staff; developing apolicy for ensuring environmental and social criteria are taken intoaccount when procuring goods and services

WI 3:Integrity and anti-corruption

Developing a country-specific anti-corruption strategy; creating jobrotation options for administrative staff; organising information eventsfor newly arrived members of staff; providing training for local per-sonnel; ensuring integrity and anti-corruption plays a central role incountry planning

WI 4: Quality Improving commercial quality assurance and monitoring of the resultsof audits and internal control; making improvements on the basis of

survey results; carrying out measures to promote learning, innova-tion, knowledge management and compliance with the cross-checking principle



29

Ecological balance


UM 1:

CO2 emissions

Promoting virtual meetings and car sharing; providing training in driv-ing economically; developing a strategy for reducing air travel;procuring company bicycles; raising awareness among employees

Field of action Aspect Description Examples

UM 2:

Resourceefficiency

UM 2.1:Energy

Electricity, heating/cooling andbusiness travel generally makeup a large proportion of GIZ’stotal CO2 emissions. As well asreducing our consumption ofenergy, we can limit our emis-sions by using energy fromrenewable sources whereverpossible.

Raising awareness of energy-saving options among staff;initiating a working group on envi-ronmental affairs; ensuringenvironmental issues are regularlyaddressed in correspondence,publications and newsletters

UM 2.2:Water

Tap water consumption is animportant issue as clean wateris often scarce, even in coun-tries with abundant watersupplies.

Installing water-saving mecha-nisms in sanitary systems;lowering water pressure; raisingawareness among staff

UM 2.3Paper

Paper is generally consumed ingreater quantities than any otheroffice product at GIZ and istherefore included in the CSH.On average, half a litre of wateris required to produce a singlesheet of paper.

Purchasing recycled paper; settingprinters to print double-sided bydefault; printing several pages ona single sheet of paper (especiallywhen printing out presentations);using scrap paper for note writing


UM 3:

Sustainable event manage-ment

Selecting event locations that allow travel to be reduced to a mini-mum; heating meeting and conference rooms to a maximum of 20°C;ensuring that buildings are not cooled to more than 6°C below theoutside temperature; avoiding paper use to the greatest extent possi-ble; using fair trade, locally manufactured products (conferencefolders, pens, pencils, etc.); sourcing food and drinks locally; develop-ing a country-specific strategy or guide on sustainable eventmanagement; compiling a list of criteria to be taken into accountwhen selecting a venue



30

Political participation

Field of action Aspect Description Examples

TE 1:

Employeeparticipation

TE 1.1:Represen-tation of

nationalpersonnel

Our National Personnel Policyrequires every partner country toappoint an employee representa-

tion (elected at regular intervals)for the interests of national per-sonnel. The countries are free todecide on the model of employeerepresentation they wish to use.This subtopic of the CSH looks atthe measures and regulations inplace to ensure the interests ofnational personnel are effectivelyrepresented and taken into ac-count.

Setting up representations forspecific interest groups

TE 1.2:Staffparticipa-tion

At least once a year, all employ-ees working in the country shouldreceive information about the cur-rent corporate strategy and itsimplementation at country level.This subtopic of the CSH focuseson other forms of employee partic-ipation in internal opinion-formingand decision-making processes.

Creating opportunities for staffinvolvement in the production ofnewsletters; introducing feed-back mechanisms; promotingbarrier-free communication(plain language); providing in-formation on events andconstruction measures at GIZ;encouraging regular communi-cation and exchange throughvarious formats


TE 2:

Involvement of stakeholders

Organising regular information events attended by decision-makers

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

TE 3:

Social commitment

Granting a leave of absence to staff wishing to participate in socialprojects; promoting social institutions and events in relation to GIZ’swork in the country; cooperating with non-governmental organisationson local educational or environmental projects or supporting civil so-ciety initiatives; promoting intercultural dialogue

TE 4:

Equality of opportunity and

diversity

Developing a country-specific gender strategy; promoting the inclu-sion of people with disabilities (in relation to events, publications andconstruction measures at GIZ premises); developing a strategy for theprevention of discrimination in the workplace; taking into account theprior knowledge of participants when designing and carrying out train-ing measures



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 op-

portunity for you to give details of any approaches

that have been particularly successful or good prac-

tices 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 GIZ’s volun-

tary commitments in the four dimensions of sus-

tainability 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 recommenda-

tions 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 medi-

um term.

Step 2: Determining the status quo is now complete.

guidlines on implementing csh

Documents