Environmental Data Contributor Guide
A reference for employees contributing operational environmental information across workplaces.
Start with a defined measure, place, and period—and evidence that lets a reviewer trace the figure. Include the unit, the location or meter covered, the dates covered, and whether the value was measured or estimated. Local facility ownership can affect which source records are available.
The examples on this page use Northstar Works, a fictional multi-site organization. Its figures and examples illustrate how to describe a contribution; they are not an approved methodology or a statement about any real organization.
Metric definitions: what to make explicit
Illustrative examples only. Use the definitions and boundaries approved for your organization.
| Metric example | Unit and boundary to state | Example source evidence | Common ambiguity |
|---|---|---|---|
| Purchased electricity | kWh; identify the site and meter or account covered | Utility statement or meter record showing the covered dates | A statement may span dates that do not match the calendar month. |
| Fuel used on site | Litres or another defined unit; identify the facility and equipment or activity included | Supplier record, invoice, or local usage record with dates | A delivery quantity is not necessarily the same as fuel consumed in the period. |
| Water | Cubic metres or another defined unit; identify the site and meter covered | Utility statement or meter record showing the covered dates | A shared meter may include areas outside the reporting boundary. |
| Waste | Kilograms, tonnes, or another defined unit; state whether the figure is by weight or another approved measure | Hauler ticket, weighbridge record, or service statement showing the covered dates | A collection date may differ from the period in which the waste was generated. |
Worked example: a traceable electricity figure
In this fictional example, Northstar Works records 12,480 kWh of purchased electricity for its East Workshop, for April 1–30. The source is a utility statement for the meter serving that workshop, and its coverage dates match the stated period. The contribution identifies the unit, location, dates, and source record.
If the statement instead covered March 18–April 17, describe those actual dates with the value. Do not present that figure as a calendar-month total. If a separate record is used to derive a calendar-month figure, explain the calculation and its basis under the organization's approved method; do not silently adjust the dates.
Prepare source evidence and period boundaries
Make the record's scope and any uncertainty visible.
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1
Identify the source
Name the record or record type and the meter, account, facility, or activity it covers.
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2
State the unit and dates
Use the unit and actual start and end dates shown by the source, not an assumed calendar period.
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3
Label estimates
Distinguish an estimated value from a directly measured or recorded value. State its basis when known and permitted by the approved method.
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4
Flag gaps and overlaps
Note missing dates, duplicate records, shared meters, or coverage crossing a reporting boundary. Do not silently fill a gap or count the same usage twice.
Questions contributors commonly ask
When records do not fit neatly, preserve what they show and make uncertainty visible.
What if a facility has more than one source record?
List the records and what each covers, including meter or activity and dates. Check for gaps or overlapping coverage before combining values. If the correct combination is unclear, ask the designated Facilities and Sustainability review role which approved method applies.
What if a record does not cover a calendar month?
State the source's actual start and end dates. Do not relabel a non-calendar period as a calendar month. Ask the designated Facilities and Sustainability review role how to handle it if the requested reporting period requires a different boundary.
What if the value is estimated?
Label it as an estimate and include the basis and period covered when known. Do not present an estimate as a meter reading. Ask the designated Facilities and Sustainability review role whether the estimate and its basis are acceptable under the organization's approved method.
Who resolves a metric definition or boundary question?
Route unresolved questions about the metric, unit, facility boundary, or method to the organization's designated Facilities and Sustainability review role. Include the source record and the specific ambiguity so the reviewer can assess it.
Review handoff
Provide the figure with its metric, unit, location or meter, actual coverage dates, source record, and any estimate, gap, or overlap caveat. The locally designated reviewer can then check traceability and consistency against the organization's approved definitions and reporting method. This page describes the information to prepare; it does not submit data, record approval, or show a live work queue.
If the source record cannot answer a question, make the uncertainty explicit and route it to the designated Facilities and Sustainability review role rather than filling in an unsupported value.