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GRI Conference - 27 May - Pascual Garcia- Reporting for SMEs:  Learn From  Small  Pioneers
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GRI Conference - 27 May - Pascual Garcia- Reporting for SMEs: Learn From Small Pioneers

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  • Buenos días, Good morning, Goedendag I’m Susana Pascual and I’m the Responsible of the Integrated Management System. I work in a Small enterprises called ACEFAT and these are some of the 34 people we work all together. The purpose of this presentation is telling about our experience preparing and writing our first sustainability report. I ask for your pardon because Nowadays (really), I don’t use English frequently. 
  • ACEFAT was created in 1990 in Barcelona. It was pre-olympic games times and the streets of Barcelona were open for the utility works. There were a lot of trenches for all over the city, and citizens were the worst affected. So, the utilities and the City Council of Barcelona had a meeting and they decided to create an organization to manage and coordinate the utility works of the city. So, since the beginning the aim of ACEFAT has been a social objective, removing the risks and decreasing troubles for citizens. ACEFAT is an AIE, this economic figure means that on 31 st of December of every year the economic balance must be zero. So, if there are benefits, they are returned to the Shareholders. Nowadays, the Shareholders of ACEFAT are Aigües de Barcelona, Endesa, Gas Natural, IMU (City Council of Barcelona), Ono, Telefónica and Red Eléctrica Española. Our activity lines have increased for these years: 1.- Manage and coordinate utility works. ACEFAT saves Km of trenches and helps to coordinate works, minimizing the impact on the population and in the activity of the city. 2.- Urban Quality: monitoring of the utility works relating to the legal framework 3.- We have two computer programs created according to the necessities of our activity. One of them help us to manage the permissions of the utility works (it’s called GIOS, december 1990 ; and its evolution eGIOS or GIOSweb, 2001), and the other one is eWise, one worldwide Information System that provides common knowledge among utilities.
  • On the 31st of December of 2009, the proportion of men versus women was 1 to three. If we observe the profile of the staff by sex and labour category, we can notice that this proportion keeps (XXX?) in all the categories. Our work-life balance practice gives a security to people of our organization that it’s very difficult to find in other enterprises. For example: flexibility about the hours, short week (you can work 4 days in a week, if you do all the working hours), more free days than the legal framework gives for the movings, illness of relatives, maternity and paternity permission/leave.
  • ACEFAT has increased its staff for the last 4 years. This growth has caused some organizational changes: a new structure of people and the implementation of an Integrated Management System. Once the system was working on (XXX?), we wanted to progress in the CSR and the opportunity of participating in the RSE.PIME program came up. And thanks to this project we could work, write and publish our first sustainability report, and nowadays, we are writing the second one, about 2009 year period.
  • The Integrated Management System covers four scopes: quality, environment, safety and health and ethics. We follow the continuous improvement with a battery of indicators related to the processes and to (quito este to?) the objectives. This fact helped us a lot when we started to write the sustainability report because we were already using some of the GRI indicators but the most important thing was that we were already used to work with indicators.
  • RSE.PIME is a program promoted by the Regional Government of Catalonia with the objective of integrate the Corporative Social Responsibility in the Small and Medium Enterprises. 30 SME were chosen and received the assistance of Lavola company. In the mark of this program, we have worked the gender-neutral language (non-sexist language) and have done an gender equality diagnosis. Management has received specific CSR education and we have integrated CSR in the business management. We also worked in a non-violence protocol. And finally, we published our first sustainability report, and we have been working in the contents of the 2009 report.
  • I want to stress some of the contents of the sustainability reports we have worked: We have decreased the CO2 emissions thanks to the analysis and optimization of the messenger and citizens information processes. For two years we have arranged Blood donations and we will do the next one after the summer. ACEFAT is responsible of the creation of a worldwide Information system (eWise) that provides common knowledge between utilities for reducing the risk of accidents. In 2007 ACEFAT promoted an agreement among the ACEFAT’s Shareholders and the Accessibility Chair of the UPC (Universitat Politècnica de Catalunya) for working for the accessibility. For the last two years ACEFAT has been participating with IMU and the Chamber of contractors in the elaboration of documents about how to carry out the works in a greening way. And nowadays we are participating as a teachers in the education of the parts implicated in. One of the measures we do to work this both topics are the reports we prepare monthly for the companies, where we put special emphasis in the accessibility and greening point, doing special advices about how to improve the development of their works and monitoring it by the Q index.
  • When we published the sustainability report of 2008 we add a materiality survey. We sent it to 1500 mail people to ask them about what’s the most important information about ACEFAT for them. The answers we had were: 99 answers of the Survey, and 95 with quality comments. Returned mails, because the contact list wasn’t updated. People wrote us informing that they didn’t consider themselves one of the stakeholders of ACEFAT.  In the graphic we can see that the 3% considered they weren’t in no category. So, the actions for improving the survey of this year will be: Explaining the concepts of the Materiality, of what’s the meaning of being a stakeholder and how to identify the stakeholder category. Keeping updated the list we use to send the sustainability report. From the 99 answers there were very gratified comments about the well job done and the engagement with us: I’d like to read you one of them: We believe that the sustainability report of 2008 is very complete, and we are proud of working with an enterprise that considers sustainability aspects and carries out different actions to promote it. In the same way, we believe it’s important that collaborators and suppliers also carry out these aspects. Congratulations. I like this comment because I think that represents perfectly the stakeholders’ engagement. We published all the comments in the houseorgan of ACEFAT for transfer this comments to our staff, and we will implement a list of actions to improve what stakeholders have detected that we are going to comment.
  • We have classified the suggestions stakeholders made in 4 big themes: Communication, activity, stakeholders and presentation of the report. Activity: Their suggestions talked about improving the information we give about the activity lines, indicators, and explaining in a best way what is our business. Although the other points will be solved in the 2009 report, the first point will be in 2010 report. On December, ACEFAT will be 20 years old, and we have thought about doing a special edition of the Sustainability Report where we emphasize about the origin and the importance of the fact that the utility companies and the City Council joined for this objective.
  • Stakeholders: Some people told us about knowing the citizens’ opinion because they are the most affected stakeholder of the utility works. It’s one of the indicators we are working on (XXXX?), in one hand we have started to ask directly to the citizen about their relation with the works, and for the other the Council Hall elaborates a annual survey, and we are analyzing if their information can helps us to improve our processes or its too much generalist. Some comments also told about giving further details of suppliers, customers and the staff, spetially about the social benefits and the profile.
  • About the presentation. We want to have a more attractive appearance of the format. We want to increase the languages we do the report. 2008 one was just in Catalan, but in 2009 we want to publish in Spanish and Catalan. We also want to elaborate a short format, something more executive and perhaps we can translate it to English? Include a summary with the most important facts and events of the year.
  • And the last one is Communication: for the reasons I explained before we must improve the instructions of the Materiality Survey and keep updated the list of contacts.
  • 10 ASPECTS YOU SHOULD TAKE INTO ACCOUNT TO WRITE YOUR SUSTAINABILITY REPORT: MANAGEMENT ENGAGEMENT I think It’s the first and more important step. If management is not implicated, it’s very hard the project goes on. Someone must leader the CSR project and it’s the management. I also want to tell about the importance of publishing how your organization works. There are two big topics: the transparency and the exhaustivity of your values. You are exposing your organization and everyone can express his opinion about it, things that there are good and things that there aren’t so good, and we must think in how to improve them. PLANNING Plan the different phases of the process of elaborating the report is very important. I think that the first one is always the most complicated because you have no conscience about what resources you’ll need to accomplish the project. INDICATORS I said before but thanks to the Integrated Management System we have a good number of indicators. Elaborate the report on base to the GRI guides let us improve our indicators in several ways: - It has been a source of new indicators for our System. - These new indicators let us to analyze and act in some aspects that we haven’t contemplated until that moment - GRI System let us to compare our indicators with other organizations and make benchmarking. APPLICATION LEVEL If you have an indicators battery it would be easier to have an A, but it’s important you know what you can carry out and then establish objectives related to. We are A self-declared, and the next step will be being checked by GRI about the methodology. FORMAT AND VISUAL ASPECTS Do the structure and think about an attractive presentation of the report. Being creative and imaginative, and reaching a consensus about it. It’s perfect if you have a parallel story that can give a message of what’s the meaning of the year for the organization. LANGUAGE (REGISTER AND GRAMMAR CORRECTION) Once you have the values and you have thought about the structure organization has to think about the register will have the report. Finally, I wrote it, thinking in my work mates. COMMUNICATION WITH THE STAKEHOLDERS For this year, the entry of the interests of our stakeholders has been the materiality survey, in the next years, we hope to wide these entries through the meeting with the responsibles of CSR of our stakeholders. FEED-BACK OF THE STAKHOLDERS. PLAN ACTIONS. It’s important to give an answer to all the inputs stakeholders makes you arrive. If you haven’t someone who leaders the stakeholder answer and someone that plans the actions, you will be opening a door that you must know if you could close it. BUDGET Budget is an important thing and more in the actual context. Budget it’s not always money, sometimes it arrives in order to education. IMPROVE AND CONTINUOUS REPORTING We want to publish our sustainability report every year.
  • And finally, I want to show my grateful for their patience and helpful to consultants of Lavola (Amanda, Judit i Anna), and people of GRI (Ásthildur, Leontien and Rutger). And of course, to all my workmates because without their work I couldn’t been here.
  • And finally, I want to show my grateful for their patience and helpful to consultants of Lavola (Amanda, Judit i Anna), and people of GRI (Ásthildur, Leontien and Rutger). And of course, to all my workmates because without their work I couldn’t been here.

Transcript

  • 1. Reporting for SMEs: Learn from Small Pioneers
  • 2. ACEFAT
  • 3. Our staff
  • 4. Staff’s evolution ?
  • 5. Integrated Management System
    • PROCESS MANAGEMENT  CONTINUOUS IMPROVEMENT  INDICATORS
    Implementation of the Integrated Management System  March 2007 Certification of the Integrated Management System  March 2008
  • 6. RSE.PIME Program  CSR.SME Program
    • Gender-neutral language
    • Gender equality diagnosis
    • Specific education
    • CSR integrated in the business management
    • Non-violence protocol
    • Sustainability Report 2008
    • Sustainability Report 2009
    RSE.PIME (November 2008 – May 2010)
  • 7. Sustainability report
  • 8. Materiality survey
    • 99 answers to the materiality survey sent with the Sustainability Report 2008
  • 9. Stakeholders’ comments
    • Topics we will improve in the Sustainability Report 2009 thanks to the stakeholders’ comments:
  • 10. Stakeholders’ comments
    • Topics we will improve in the Sustainability Report 2009 thanks to the stakeholders’ comments:
  • 11. Stakeholders’ comments
    • Topics we will improve in the Sustainability Report 2009 thanks to the stakeholders’ comments:
  • 12. Stakeholders’ comments
    • Topics we will improve in the Sustainability Report 2009 thanks to the stakeholders’ comments:
  • 13. Conclusions
  • 14. Reporting for SMEs: Learn from Small Pioneers
  • 15. Reporting for SMEs: Learn from Small Pioneers