Setting up and Running Workflow Data Collection

The data collection workflow represents a structured and guided process for capturing data that requires input and validation from subject matter experts. It enables the efficient management of manual sustainability data collection and ensures that the gathered information can be further processed within the solution.

The workflow consists of a sequence of predefined steps that guide the execution of the data collection process. These steps follow a defined order and require manual input from designated workflow recipients—individuals within the organization responsible for providing the requested information.

Based on the workflow configuration, the system automatically generates data collection forms, enabling recipients to enter and submit the required data in a consistent and controlled manner.

The data collection workflow process is supported end-to-end by the following apps:

• Configure Data collection
• Configure Data Entry
• Manage Data Collection Instances
• Manage Data Collection Forms
• My Inbox

Once configuration is complete, the data collection item becomes active, with the assigned data entry method in place.

The data collection expert configures the data using the Configure Data Collection and Configure Data Entry applications.

The data collection expert defines the data entry methods and assigns responsible processors and approvers within the workflow via the Configure Data Collection application. It supports the following activities:

• Run a Check for Updates to retrieve the latest relevant items from the reporting scope.
• Define the validity period and method for entering data for each item.
• For items using the workflow-based data entry method, assign initial workflow recipients:
  • Processor: Responsible for entering the required data.
  • Approver: Responsible for reviewing and approving the submitted data.

Once configuration is complete, the data collection item becomes active, with the assigned data entry method in place.

Then, the data collection expert uses the Configure Data Entry application to select the applicable data collection cycle (e.g., monthly, quarterly, yearly) and define the content displayed in data collection forms.

Data entry configuration is dependent on the entity type (for example, measure, basic custom metric, qualitative metric) and determines which entity attributes are presented as input fields within the corresponding data collection forms.

Data collection experts use the Manage Data Collection Instances application to prepare, schedule, and initiate workflow-based data collection instances. Each instance spans a full year and facilitates data collection across all relevant periods and organizational entities.

Once the workflow is initiated and data collection forms are distributed to processors, progress can be monitored via workflow status tracking.

Within this application, users can perform the following actions:

• Configure the workflow schedule for automatic execution or initiate it manually.
• Monitor the progress of data collection using workflow status indicators.

Each instance comprises 17 data collection periods, covering all calendar periods within the selected year:

• 12 monthly periods
• 4 quarterly periods
• 1 annual period

Each data collection period encompasses the workflow for all entities with matching validity periods and data collection cycles, as defined in the Configure Data Entry application.

Once the workflow is started, processors are automatically notified by e-mail. A link in the e-mail directs the user to the data input form.

The designated users enter, review, and approve sustainability data as part of the guided data collection workflow via the Manage Data Collection Forms app. It enables data input, explanatory comments, and workflow-based validation before the data is ready for further processing.

• Processors use the application to enter required data and submit it for approval. They may also include comments to facilitate collaboration with approvers.
• Approvers review submitted data and either approve or reject the entries.
• In the event of rejection, the form status changes from In Review to In Progress, and the processor is notified via email that the task has been reassigned.

Once data has been approved it is automatically published to the relevant SAP Sustainability Control Tower Data Provider Interface. The records originating from data collection workflows are assigned to Source Id SAP SUSTAINABILITY CONTROL TOWER_WFL. The published data can be viewed via the Manage Quantitative ESG Data.

The My Inbox app is a central task-processing interface used in workflow-driven business processes. In the context of data collection workflows based on forms, it can act as an additional entry point for users (processors and approvers) to interact with tasks generated by those workflows.

Users can also review the status of generated task items, for example which tasks are overdue or due shortly. The app also allows users to claim a task, which means a user can take exclusive responsibility for a shared workflow task to process it further.

The data collection workflow outlined above is equally applicable to qualitative metrics that capture narrative or semi-narrative information. For such metrics, no data entry configuration is required, as dimensional breakdowns are not necessary.

Upon approval, the data is automatically published and can be accessed and reviewed through the Manage Qualitative Data application.