honda eu ghg survey guide

BS-PCS-D-28 22nd June 20177BS-PCS-WI-2

Confidential, Property of Honda

Honda EU GHG Survey GuideInstruction Manual

Honda Motor Co., Ltd.

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1



Before using this manual, please note:

1) The purpose of this manual is to support suppliers with the Honda GHG Survey, including the survey entry sheet and the submission system (SLIMOFFICE). (Each required action is displayed in one page).

2) The display in the Honda Environmental Data Management System (SLIMOFFICE) is under renovation, as is the survey template. Therefore, some images and words and/or sentences may be revised after this operation manual has been issued, however the basic layout will not be changed.

3) This manual is intended for use by suppliers to the following Honda factories:• Honda of the UK Manufacturing (HUM)• Honda France Manufacturing S.A.A. (HFM)• Honda Italia Industriale S.P.A. (HII)• Honda Turkiye A.S. (HTR)

Disclaimer

2



Manual Contents

1. Introduction (A) Introduction Sheet

(B) Sales Sheet

(D) GHG Emissions Sheet

(C) Assessment Sheet

(E) Reduction Plan Sheet

(G) Memo Sheet / Error Check

(F) Summary

4. Slimoffice Submission

2. Slimoffice Download

5. Frequently Asked Questions

3. Survey Entry Guidance

page 25

page 27

page 35

page 38

page 54

page 67

page 63

page 4

page 10

page 23

page 70

page 108

6. Honda Contactspage 113

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1) Introduction – Honda GHG Survey

i. Data Collection System Overviewii. Survey Entry Sheet Contentsiii. Data Entry Rulesiv. Supplier Target Information

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Supplier reporting process:

1) Supplier downloads survey file from SLIMOFFICE website (File includes past data where applicable)

2) Supplier completes survey (Excel)

3) Supplier uploads survey to SLIMOFFICE website –sends for internal approval before final submission

Database (Cloud) Slimoffice (Website) Supplier PC

*「SLIMOFFICE」is the system provided by Fujitsu and Fujitsu FIP.

Download

Upload

Honda’s GHG data collection is carried out using the “Honda Environmental Data Management System“ (SLIMOFFICE). This is a cloud-based system with no expense for suppliers.

*System Requirement:OS: Windows VISTA, Windows7, Windows8.1

(Desktop Mode only)Web Browser: Internet Explorer 9 (VISTA) , 11Excel: Microsoft Excel2007, 2010, 2013 (available

as Excel2003 book format)*The above is compliant with Microsoft Support Policy. The support will end when Microsoft ends support for the product*User ID registration is required in order to use the system (for approvers & representatives)

1

2

3

1

2

3

Download

Upload

1 i) Data Collection System Overview

5



Last update : April 19, 2016

1 i) Data Collection System Overview

6



1 ii) Survey Entry Sheet Contents

SLIMOFFICE

Survey Contents = Introduction + Summary + 4 Entry Sheets + 3 Supporting Sheets

Summary of data entered in entry sheets, plus previous

years’ data if applicable.Suppliers must review for data

accuracy and target management purposes.

Suppliers enter actual data for the current reporting year, and planned data for the next year.

2. Entry Sheets

Sales

Assessment

GHG Emissions

Reduction Plan

1. Introduction

Error Check

Memo

+ Supporting Sheets

3. Summary

CO2 Factor Calculation

7



1 iii) Data Input Rules

Example:

Please do not enter data using “copy & paste”.The data may not update correctly.

“10.0”“100.0”…

Dropdown selection “Dropdown selection”(light blue): Select from drop-down list (no manual entry)

Manual input “Manual input”(blue): Enter numbers or characters

Optional Input “Optional input” (green): Input at supplier’s discretion

No Entry Required “No Entry Required“ (grey): Not required to enter any numbers or characters

No Entry Required “No Entry Required“ (black): Not required to enter any numbers or characters

8



1 iv) Supplier Target Information

Target Period 12 monthsCalendar year or Financial year (supplier’s choice, but must remain consistent with previous year’s reporting)

Target Scope Scope 1 & 2 Emissions

Target Control Item “Gentani” = Key Performance Indicator

Supplier Target = 1% Gentani Reduction (year on year)

Gentani =

GHG Emissions (Ton CO2e)

Sales Amount to Honda (million JPY)

Mass Production Sales Only

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A) Survey Request

B) Password

C) Survey File Download

2. Slimoffice Download

RepresentativeRepresentative

AllAll

Representative

Receipt of Survey RequestSystem Access

Password RenewalPassword Reset

Survey File Download

Item Main Task Who Page

1112

1316

17

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A) Receipt of Survey Request : for Representative

cc:Subject: Request for research (Request)

To <Supplier>The research request below has been issued from the <<Environmental Management System SLIMOFFICE AS>>.Respond to this request appropriately.

Final Approver:Approver:

Research classification:Reply request date:Reply deadline date:Comment:

<<SLIMOFFICE AS>> Start-up procedureStart Internet Explorer, and access the following URL:

https://www.hondagreen.jp/smoas/

Note: This mail message is automatically sent from the <<Environmental Management System SLIMOFFICE AS>>.Do not reply to this message.

SAMPLE

Email From: Lv. 4 (Honda) To: Lv.5 (Representative)

Click!

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http://www.google.co.uk/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwjZtbm_jNLMAhXkJcAKHXhLCGEQjRwIBw&url=http://www.sevencreative.co.uk/email-marketing-systems/email-marketing-prices.php&psig=AFQjCNGfDd-DewsB3lidOKfDHCtNRtC8Kg&ust=1463058681927730



A) Accessing SLIMOFFICE : for Representative

Click!

Select Honda_PURInput User ID

and Password

URL: https://www.hondagreen.jp/smoas/

12



A) Accessing SLIMOFFICE : for Representative

Input area for User ID or Password.* Initial password will be sent to you by auto email.

Company name：Select HONDA_PUR

Password Reset – if you have forgotten your password or wish to change it, please see pages 14-15.

How to disable the pop-up block.


13



Initial password will be sent to you by auto email.

B) Password Reset

Input user ID and E-mail

Click!

Click!

URL for password reset will be sent to you by email. Access the URL.

Step 1

Step 2

Step 3

Step 4

Password reset in case of forgotten or misplaced password

Click!

14





input

B) Password Reset

Changing your own Password:Your password is reset before the survey however you should change your

password from the initial password sent to you from the SLIMOFFICE system.

Click!

Click!

Click!

15



B) Password Renewal

Update

[email protected]

Slimoffice passwords must be renewed every 12 months. When you log in to the system after the 12 months, the password registration window will open automatically.

Click!

Click!

Click!

12345678

A.B.C. Honda

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C) File Download: for Representative

Click!

Design change!

17



Company Select your company


18



Company

Click!


19



（File Name）

You may also receive additional information from

Honda here


20



（File Name）

Click!


21



（File Name）Click!

Do not change the version of excel file. Keep as“Microsoft Excel 97-2003”


If possible, please donot change the file

name

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3. Survey Entry Guidance

(i) Entry Guidance Manual LayoutA. Introduction SheetB. Sales SheetC. Assessment SheetD. GHG Emissions SheetE. Reduction Plan SheetF. Summary SheetG. Memo Sheet / Error Check

page 24page 25page 27page 35page 38page 54page 63page 67

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(i) Entry Guidance Manual Layout

The tab of the relevant sheet is highlighted in dark green.

Full image of the relevant sheet. (Red frame around relevant area)

Magnified image of relevant area

Guidance in detail; input requirements in blue, instructions bold

Tab colour indicates survey sheet (see Contents p3)

Page no.

24



(A) Introduction Sheet

Purpose – Suppliers should read this sheet prior to entering data in the survey, in order to provide understanding of the purpose of Honda’s GHG data collection activity and its target control.

3) Survey Entry Guidance

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3 A) Introduction Sheet – Language Selection

★Error Check■MemoSummary4.Reduction Plan3.GHG Emission2.Assessment1.SalesIntroduction

Click!

Click!

Select language(Display language in all sheets is changed by clicking this button)

Available languages:・English ・Japanese ・French・Italian ・Chinese ・Thai・Portuguese ・Spanish ・Vietnamese・Indonesian

Click “Jump to Sales” to navigate to next sheet

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(B) Sales Sheet

Purpose – Suppliers should enter sales amount to Honda:

Actual data for 2016 and planned data for 2017 is required

Please include mass production sales only

This data contributes to the gentani calculation


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3 B) Sales Sheet – Enter Company Information

Enter company information

Reporting date

Approver

Representative

Representative’s email

Phone #

Select “Yes” if this is the first year your company has reported to Honda or select “No” if this is the second year onwards

Complete

“NG!” Error message appears if company information is incomplete

：Follow the entry rule (D/MM/YYYY)

：Approver registered in Slimoffice

：Person who entered the data (This should be the representative registered in SLIMOFFICE)

：Representatives’ email address

：Representative’s contact number

Click!

Input


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3 B) Sales Sheet – Select Honda Factory

Select all Honda sites to which you are reporting GHG data (one site per row)

If no target sites are displayed in the dropdown list, or you are unsure of sites, please contact your Honda PIC.

Error message (as shown right) appears when data is entered in column F while columns D and E columns are left blank:

Click!

Click!


29



3 B) Sales Sheet – Select Trading Currency

Select Trading Currency used for your trade with the target site(s)

The normalised currency used for Gentani calculation is Japanese Yen (JPY) as indicated in cell P12. The exchange rate from Trading Currency to Gentani Currency is displayed automatically in column G.

If you have multiple trading currencies, please enter each currency (for each site) individually.

If the trading currency in use is not displayed, use the blank row in row 34.

Click!

Click!


30



3 B) Sales Sheet – Enter Sales Amount

Enter the sales amount for each site in trading currency

This will be automatically converted into normalised Gentani currency (JPY)

Please ensure that you report millions of trading currency

Input

2016 Actual


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“NG!” error message will be displayed when the ratio does not sum up to 100%, or if no ratio by product is entered for any reported sales

3 B) Sales Sheet – Ratio by Products

Enter the sales ratio by product

Ratio by Product summing to 100% is required for all sales reported

100%(No Alert)

Not 100% total (Alert)

No Entry (Alert)

Input


32



3 B) Sales Sheet – Next Year Plan

Enter planned sales value for next year

Please ensure that you report millions of trading currency

Error message occurs if planned sales for next year are the same as actual sales for this year – sales are unlikely to remain constant.

Input


33



3 B) Sales Sheet – Check

Input is required when the gap reaches ±30%

Check reported results in comparison to plan and/or previous years’ data (Not applicable if reporting for the first time)

2015 (actual) vs 2016 (actual) = “A vs C”

2016 (plan) vs 2016 (actual) = “B vs C”

2016 (actual) vs 2017 (plan) =“C vs D”

If the gap is greater than ±30%, enter a reason for this gap to the blue cell (cell is highlighted in blue automatically)

Ensure no error message in row 54

Click!


NEW for 2017:

If red error message shown in row 54, errors are remaining in the sheet - please correct before moving to next tab:

Error message shown if reason

not entered

34




(C) Assessment Sheet

Purpose: Suppliers should use this sheet as a self-assessment of GHG management. Please select

“Yes”, “No” or “In process”.

Suppliers will achieve a score out of 100 based on answers.

1) General Information on Company’s Environmental

Activities

2)Policy / Target / Organization

3)Standard / Process / Execution

4)Check / Evaluation / Feedback

40p

60p

100pTotal:

35



3 C) Assessment Sheet – Input Method

Select answers from dropdown lists

(Click the arrow to open the dropdown box and select your answer from the list)

Total points available = 100

Points are awarded as follows:

Yes 2 pointsIn Process (within 1-2 years) 1 pointsNo 0 points

Do not “copy & paste” when answering the questions.

Click!

Click!


36



3 C) Assessment Sheet – Additional Information

Enter additional information in Section 3 and 4 as required.

If the answer is “Yes”, the cell beneath is highlighted in blue and additional information is required.

Click “Jump to GHG Emission” to navigate to next tab:

“NG!” Error message appears if numerical answer is required and not provided

Error message appears if supplier does not answer all questions:

Click!

Input


NEW for 2017: If red error message shown in rows 96, 98 errors are remaining in the sheet - please correct before moving to next tab:

37




(D) GHG Emission Sheet

Purpose – Suppliers should enter GHG Emissions data:

Actual data for 2016 and planned data for 2017 is required

This data contributes to the gentani calculation

Entry is by type of energy as defined in international standards (Scope 1, 2 & 3)

Scope 1(Direct emission in your own area)

Scope 2(Indirect emission in your own area) i.e. Purchased electricity

Scope 3 Category 1 (Tier 1 Products)

Scope 3 Category 9 (Logistics)

Gap analysis

*Please refer to Honda GHG Calculation Standard for the definition of Scope 1,2 & 3 (p7-10, 13, 14)

38



3 D) GHG Emission Sheet – Select Reporting Method

Select GHG Reporting Method

Select either “Total Company Emissions” or “Honda Allocated Emissions” (click button)

Case A - Total Company Emissions： (If you select this, you will be required to enter the total

emissions for all of your company’s business (including Honda business) – Please go to page 40)

Case B - Honda Allocated Emissions： (If you select this, you will be required to enter only the

emissions exclusive to business with Honda site(s) you are reporting for – Please go to page 41)

Click!


39



3 D) GHG Emission Sheet – Reporting Method – Case A

Enter the percentage of your company’s sales which is allocated to Honda (%) into cell H16 (2016 Actual) and K16 (2017 Plan).

Case A: When “Total Company Emissions” is selected

Allocated

percentage of

sales to Honda(%)

Business for Honda

Total Business

(Reference) Calculation of Allocated Sales Percentage

The spreadsheet will use this percentage to calculate your company’s Honda-related emissions, and therefore Gentani.

Note: “Business for Honda” means business through direct trading with “Honda”. Indirect business such as trade via trading company and/or Tier 1 is not included. (Ref. “Honda GHG Calculation Standard” - definition of “for Honda”)

=

Input Input


2016 (Actual) 2017 (Plan)

40



3 D) GHG Emission Sheet – Reporting Method – Case B

When “Honda Allocated Emissions” is selected, H16 and K16 are black - no input is required for these cells.

Case B: When “Honda Allocated Emissions” is selected

No input required No input required



41



3 D) GHG Emission Sheet – Energy Type and Location

Enter the type of energy (electricity, heavy oil etc.) in either Scope 1 or Scope 2

Please ensure energy is entered in correct scope: Scope 1 = direct emissions, e.g. natural gas Scope 2 = indirect emissions, e.g. electricity

Select the area where the energy is used (i.e. location of factory)

Note – it is not possible to add rows. If there are not enough rows, please enter the energy with highest consumption first. Any remaining energy types should be grouped into “Estimation” (rows 52 and 76)

Input Click!

Scope 1

Scope 2


Click!

42



3 D) GHG Emissions Sheet – Energy Consumption Units

Enter CO2 factor units for each energy type (column F)

Enter your company’s latest CO2 factor for each energy type (column G)

CO2 factors should give a value for the number of tons of CO2e per unit of energy consumption. Therefore, for example, if the consumed amount (column H) is in kilolitres, you should use a CO2 factor which gives tons CO2e per kilolitre. If you need assistance converting CO2 factors, please contact your Honda PIC.

The list of CO2 factors which is available on Slimoffice is just for your reference. Suppliers should source their own CO2 factors (from energy company / energy bills / local environmental body etc.).

Input


43



3 D) GHG Emissions Sheet – Enter Energy Consumption

Enter Energy Consumption Data

Enter data for 2016 (Actual) and 2017 (Plan)

Case A: When the “Total Company Emissions” is selected (see page 39):

Enter total energy consumption for your company Energy consumption for Honda business is automatically

calculated using the allocated percentage of business which you entered in cells H16 and K16.

Case B: When the “Honda Allocated Emissions” is selected (see page 39):

Enter allocated energy consumption for Honda business only Please calculate and report the allocated energy consumption

for Honda business only.



44



Estimation of emissions data is allowed in rows 52, 76 within the following limits:

Scope 1 : 5%Scope 2 : 5%Scope 3 cate.9 : 100%

2016 Actual data for Scope 1 and 2 can have only 5% estimate – the remaining 95% should be actual data.

Honda understands 2017 plan data is 100% estimate however only 5% of the overall data for scope 1 and/or 2 can be entered in the estimation rows, therefore please enter estimate data for 2017 into columns I and J.

(For Scope 3 Cat 1 estimate, see pages 49 and 50)

Scope 3 Cat 9 data can be entered as 100% estimate if necessary (i.e. if no actual data is available)

Error message appears if estimation exceeds these limits:

3 D) GHG Emissions Sheet – Energy Estimates


45



3 D) GHG Emissions Sheet – Scope 3 Cat 1 Calculation

Indicate whether or not you produce 100% of the parts you supply to Honda from raw material

If yes, no further input required for Scope 3 Cat 1 - go to page 51

If no, proceed to next page

Click!

Click!

Scope 3 Cat 1 includes emissions resulting from your company’s supply chain.

Error message is displayed if question is not answered:


46



Further data entry requirements for Scope 3 Cat 1 depend on your answers to Assessment sheet Q-10 Section 3, and whether you produce all parts for Honda from raw material (see table below).

Scope 3 Cat 1 (GHG Emission Sheet):

Cells requiring input will be highlighted in blue:

Cells which calculate automatically will have no colour:

Cells which are not applicable will be black:


CASE A CASE B CASE C CASE D

100% from raw material? → Yes No

Assessment Section 3 Q-10→ NoYes

(100%)Yes

(Not 100%)No

Page # → 48 48 49 50


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(Case A: All parts produced from raw material - No further input required – go to page 51.)

Case B:

In section 3 qu. 10 of the Assessment, you indicated that you collect GHG data from 100% of your suppliers.


［No］

InputNot Required Automatic (from Assessment Section 3 Qu 10)

Please enter Actual data received from suppliers

［Yes］［100%］

GHG Emission Sheet:

Assessment Sheet:

GHG Emission Sheet:


48



Case C:

In section 3 qu. 10 of the Assessment, you indicated that you collect GHG data from some but not all of your suppliers.


［No］

InputNot Required

Automatic (from Assessment Section 3 Qu 10)

Please enter Actual data received from suppliers

(The spreadsheet will calculate an estimate for the remainder of your company’s scope 3 cat 1 emissions.)

［Yes］［Below 100%］

Automatic Calculation

GHG Emission Sheet:

Assessment Sheet:

GHG Emission Sheet:


49



Case D:

In section 3 qu. 10 of the Assessment, you indicated that you do not collect GHG data from any of of your suppliers.


［No］

Input

Not Required

Enter proportion (%) of in-house spend i.e. cost of manpower, production, overheads etc.. (This is relative to out-sourced spend i.e. cost of parts, logistics etc.)

The spreadsheet will calculate the remaining proportion of out-sourced spend, and will use this and Scope 1 + 2 emissions data, to provide an estimate of your company’s scope 3 cat 1 emissions.

Estimation formula (automatic) = Total of Scope 1+2 / In-house spend X Outsource spend

［No］

Automatic Calculation

GHG Emission Sheet:

Assessment Sheet:

GHG Emission Sheet:


50




Scope 3 Cat 9 includes emissions due to your company’s logistics operations.

Indicate to what extent your company’s logistics is controlled by Honda (2016 Actual and 2017 Plan)

Select “Yes” (i.e. logistics controlled by Honda), “Partly Yes” or “No”

Click! Click!

Click! Click!


51



Case A: Your company’s logistics is controlled by Honda – no further input required for Scope 3 Cat 9 – proceed to next page

Case B: You company’s logistics is not totally controlled by Honda (i.e. answer is Partly Yes or No) – additional input required:

Enter actual data and/or estimated GHG data for logistics (2016 Actual and 2017 Plan as applicable)

If actual data is available, please enter energy type, CO2 factor and consumption amount

If no actual data is available, please enter an estimate of CO2 in cell H97 and K97

Enter the energy type with the largest consumption as the first priority


Input Input

Not required


52



3 D) GHG Emissions Sheet – Checks

Check reported results in comparison to plan and/or previous years’ data (Not applicable if reporting for the first time)

2015 (actual) vs 2016 (actual) = “A vs C”

2016 (plan) vs 2016 (actual) = “B vs C”

2016 (actual) vs 2017 (plan) =“C vs D”

If the gap is greater than ±30%, enter a reason for this gap to the blue cell (the cell is highlighted in blue automatically)

Click “Jump to Reduction Plan” to navigate to next sheet:

Input is required when the gap reaches ±30%

Click!

2015 2016 2016 2017


NEW for 2017: If red error message shown in row 115, errors are remaining in the sheet - please correct before moving to next tab:

53




(E) Reduction Plan Sheet

Purpose – Suppliers should use this sheet to explain reduction achievement against targets in 2016 and to outline reduction planned for 2017. This includes identifying the contributions of different reduction activities, and also of factors outside of your company’s control.

Factors outside of company’s control

Optional: Example of Reduction Activity

Reduction Plan Management

Summary of Data Entered in GHG Emission and Sales sheets

Reduction due to reduction activities (automatic calculation)

54



3 E) Reduction Plan Sheet – Definition of Terms

Change in total emission amount (year

on year)

C) Factors outside of your

company’s control

B) Total reduction amount

by your reduction activities

= +

A) Summary of Data Reported in GHG Emission and Sales sheets This gives the change in total emission reduction amount planned

for next year, as reported in GHG Emission and sales sheet (No input required)

B) Factors Outside of your Company’s Control These are external factors which may influence your company’s

emissions (Input required)

C) Total Reduction Amount by your Reduction Activities This is the total reduction which is planned to be achieved by your

reduction activities (Automatically calculated from A) and B))

D) Reduction Activities This gives suppliers the option to share reduction activities that

are planned or have been carried out in their facilities

Change in total emission amount:


NEW Layout for 2017

A

B

C

D

55



3 E) Reduction Plan Sheet – Data Entry Note

If you selected “Yes” to the question “first year reporting to Honda” in the Sales tab, please complete sections B and C of the Reduction Plan sheet for 2017 Plan only.

Reduction amount shown as “-” (minus on this sheet)

No need to

enter

Please Note:


No further input required for this section

56



3E) Reduction Plan: B) Factors Outside of Your Company’s Control

Enter the planned change in CO2 emissions due to “Factors out of your company’s control”:- 2016 Actual and 2017 Plan

Change in business

Increase/decrease of CO2 emissions due to increase/decrease of business. (Automatic calculation - no input needed)

Change in CO2 factor

Increase / decrease of CO2 due to change in CO2 factors since previous year. (Automatic calculation with option to overwrite - if CO2 factors have changed, click link to see calculation tool)

Other factorsIncrease / decrease of CO2 due to any other reason (except reduction activities). (Manual input if applicable)


NEW calculation tool for 2017 Input (If Applicable) Click!

57



3E) Reduction Plan: B) Factors Outside of Your Company’s Control


NEW calculation tool for 2017 survey

If the CO2 factor for any energy source has changed since previous year, enter previous year’s factor in column D

Change in emissions due to CO2 factor change in 2016 Actual is calculated automatically once previous factors are entered. The result of calculation (cell G64) automatically shows in cell J22 of Reduction Plan.

For change in emissions due to CO2 factor change in 2017 Plan, no input is required; calculation uses factors entered in GHG Emissions sheet. The result (cell O64) is automatically shown in cell P22 of Reduction Plan.

Previous factors are provided for your reference (column J)

Input (If

Applicable)

Reference – previous year’s CO2 Factors

Result: Change in emissions due to change in business in 2016 compared to previous year

(Automatic calculation)

Result: Planned change in emissions due to change in business in 2017

compared to 2016 (Automatic calculation – no input needed)

Click to return to Reduction Plan

58



This is automatically calculated from difference between A) GHG Emissions reported in GHG Emission sheet and B) Factors out of your company’s control. (No action required if reporting for first time).

Case 1: The planned reduction was achieved:

(No comment needed)

Case 2: The planned reduction was not achieved:

Enter a comment to explain why the planned reduction due to reduction activities was not achieved

Not Required

3 E) Reduction Plan: C) Total Reduction Amount


Input

59



Reduction by capital investment

CO2 reduction activity with introduction of new facility, and/or replacement of facilities. (Any investment of facility is included)

Improvement by energy reduction

E.g. CO2 reduction activity through improvement of production process. (Production or non-production are both acceptable)

Improvement by renewable energy investment

The following cases are included in this category;a) Generation of electricity with low-carbon energyb) Purchase and use of low-carbon energy*Purchase and/or sale of carbon credits is not included.

Behavioral change E.g. Energy saving activities by employees

Identify reduction activities used by your company within the 4 categories below:

3E) Reduction Plan: C) Reduction By Reduction Activities (1)


60



3E) Reduction Plan: C) Reduction By Reduction Activities (2)

Allocate the contributions of CO2 reduction activities to the total reduction amount by ratio(%)

2017 Plan and 2016 Actual if applicable Reduction amount is automatically calculated using

the allocated ratio Ratios must sum to 100%


Input

Input

If 2016 reduction result is lower than planned, select a reason and countermeasure

These cells will be highlighted in blue automatically if applicable

61



3 E) Reduction Plan Sheet – Reduction Activity Example

Please share an example reduction activity at your company:

1) Select “category” and “sharing preference” from dropdown menus:

2) Enter the reduction amount (CO2e-ton) and name of the theme

3) Enter details of the activity (maximum 1000 letters)

Please note - If you would like to create a new line, press “Alt + Enter”.

Click!

Click!

Input

Input

Click! Click “Jump to Summary”:


62




(F) Summary Sheet

Purpose: This sheet summarises data reported with comparison to past submissions if applicable. Suppliers can view progress relative to plan and target.Approvers should check key results summarised on this sheet. Final quality check questions should also be completed.

Company InformationBusiness volume to Honda

(Sales Amount)

Environmental Self Assessment

GHG Emission (to Honda)

GHG Reduction Activity Management

(PDCA)

Target Control (Progress)

Quality Check

Bu

sin

ess I

nfo

.

Str

uctu

re

Com

pany’s

GH

G A

ctivitie

s

63




Data in the Summary tab is pulled through from the Sales, Assessment, GHG Emission and Reduction plan sheets, and previous surveys where applicable.

Please review sections 1, 2, 3 and 4 before submitting to Honda!

Section 4: Increase of emissions = “+” (plus), decrease of emission = “-” (minus). When “-” (minus) displays in the gap between Plan and Actual, it means “actual reduction is successful.”

3 F) Summary Sheet – GHG Reduction Management

64



Please review results in Target Control

(A reasonable gentani value is between 0 and 10, and the reduction target is -1%.)

Gentani is calculated automatically You can check progress relative to the target and the status of reduction

activities from the chart and graph.

If Gentani decreased significantly or increased, please provide a reason for this result (Please ask your Honda PIC if you require assistance with this)

3 F) Summary Sheet – Target Control

Progress Plan vs Actual

by reduction

activities

Previous year’s data if applicable

Automatic calculation

Input


65



3 F) Summary Sheet – Final Quality Check

Please complete final quality questions

All answers should be “Yes” – if the answer is not yes, please review your reported data

You will be unable to upload to SLIMOFFICE until all answers are “Yes”

Do not upload unless all answers are “Yes”.

Click!

Click!

NEW for 2017: If red error message shown in row 97, errors are remaining in the sheet -please correct before moving to next tab:

Click! Click “Jump to Memo”:


66




(G) Memo Sheet and Error Check Sheet

Purpose: Memo Sheet –Suppliers can use this sheet to enter any additional information for consideration by Honda PIC

Purpose: Error Check –Suppliers can view where any remaining errors are in order to amend them before survey submission.

If you have any item which needs to be shared with Honda, please use this space freely (free text). 1

The memo entered in this sheet will be registered in the data base.

Company name ABC Supplier

Reporting Date (D/MM/YYYY) Comment or message to Honda Written by

67



If you have any item which needs to be shared with Honda, please use this space freely (free text). 1

The memo entered in this sheet will be registered in the data base.

Company name ABC Supplier

Reporting Date (D/MM/YYYY) Comment or message to Honda Written by

3 G) Memo Sheet

Please use this sheet to add any additional comments or messages to Honda PIC if required.

This will be uploaded to the database and will be downloaded in future spreadsheets for your company

Click! Click “Jump to Error Check”:

68



Total # of errors ⇒

3 G) Error Check Sheet

In case of error, the row is

highlighted in yellow

Introduction■Memo★Error Check4.Reduction Plan3.GHG Emission2.Assessment1.SalesSummary

Please review all errors and correct before uploading survey Uploads will be rejected if errors remain Please note error 1 refers to Summary sheet – this should be

eliminated once you complete the Summary sheet.

Sheet Name

1

If you encounter an error message like the one displayed below, please refer to the error list and correct.

1 Confirmation and/or correction of data is needed in the following sheets before upload to Slimoffice

Upload NG

Requires

check (1)

Sheet name

(Survey File)Explanation

1 Summary There are error(s) in the "Summary" tab - you will be unable to upload until these errors are corrected.

1. Sales There are error(s) in the "Sales" tab - you will be unable to upload until these errors are corrected.

2. Assessment There are error(s) in the "Assessment" tab - you will be unable to upload until these errors are corrected.

3. GHG emission There are error(s) in the "GHG Emission" tab - you will be unable to upload until these errors are corrected.

69



A) Data Upload (Submission)

B) Approval

C) Status

FAQ

717884

8591

939495

103

108

RepresentativeRepresentativeRepresentative

RepresentativeRepresentative

ApproverApproverApprover

All

All

Data Upload: File attachmentError StatusReplacement of Uploaded File (before sending for approval)Send Approval RequestWithdrawal of Approval Request

Receipt of Survey RequestSystem AccessApproval / Rejection Process

Status Checking

Item Main Task Who Page

4. Slimoffice Submission

70



A) Data Upload: for Representative

Click!

71



Click!


72




73



Click!


74



Click!

Note: Do not click save multiple times, the system may take a short while to process the survey.


75



Click!


76



Please confirm the file name is displayed in green colour. If it is green, go to page 82, if it is red, see pages 78-81)


77



Error Status

If the file name is displayed in Red, there is an error. If errors are present, you cannot upload the file. Select “Error Status” displayed above.

Click!


78



Error Status

Click!


79



Sheet Locations in Error Details are as follows: (e.g. sheet location 3 above refers to the assessment) <Error Details>

<Excel File>

1 2 3 4 5 6 7 8

Please revise your survey data according to the error information. As long as there is an error, you will not be able to upload the file.


Error Status

80



Error Message Case (What’s happened)

"A reply file to be registered is in an invalid format."

The survey template uploaded in Slimoffice is now outdated. Please download current survey template.

"The template file downloaded for receiving a research request was notused for the reply."

A file which was not not downloaded from SLIMOFFICE was uploaded. Please download current survey template.

"No more than 12 digits in the integer part of numeric data can besaved."

The data entered has the wrong number of digits.

"A character string has been entered in a cell that accepts only numericvalues."

Only a numerical value is accepted, however a character string has been used.

"No more than 2000 characters of string data can be saved."

Too many characters have been entered.

Error Status: Error message list

Note: Once you have corrected any errors in your survey, please return to page 71 to upload amended version.


81



Error Status

Click!

File name should be displayed in green to show no errors are present.


82



Error Status

Click!


83



Survey title

The next step is to send your survey to the approver for approval. If you need to replace the uploaded file before sending for approval (“Approval Request”), click

the “Cancel” button and then go back to “Data Upload - Prepare Reply” on page 71.

If no replacement is necessary, please proceed to the next page!


In case you need to replace the upload file before sending “Approval Request”:

Click!

Click!

84



Click!


85



Survey titleHonda site

Click!


86



Company Name

Company Name

Company Name

Company Name

Representative

Approver

Approver

Click!

Select!

Select!

Select! (If any)

Note: If you select more than one approver, both approvers will be required to carry out the “Approve” process.


87



Survey titleHonda site

Click!

Company

nameRepresentative


88



Honda site


Survey titleCompany

nameRepresentative

(If you want to send a message to

the approver, write it here)

Click!

89



⇒Application is complete.

To Approver


90




A) Withdrawing Approval Request

Click!

Click!

If you need to withdraw the “Approval Request” (1):

91



A) Withdrawing Approval Request

If you need to withdraw the “Approval Request” (2):

Click!

Then, return to “Data Upload – Prepare Reply” p71

Click!

92



Email From: Representative To: Approver

B) Receipt of Approver Request: for Approver

cc:Subject: Request for approval (Request)

To <Approver>Please approve below in the <<Environmental Management System SLIMOFFICE AS>>.

Approver:Applicant:

Research classification:Comment:

<<SLIMOFFICE AS>> Start-up procedureStart Internet Explorer, and access the following URL:


Note: This mail message is automatically sent from the <<Environmental Management System SLIMOFFICE AS>>.Do not reply to this message.

SAMPLE

Click!

93





Input area for User ID or Password.* Initial password will be sent to you by auto email.

Company name：Select HONDA_PUR

Password Reset – if you have forgotten your password or wish to change it, please see pages 14-15.

How to disable the pop-up block.

B) Accessing SLIMOFFICE: for Approver


94



B) Approval Process: for Approver

Click!

95



Click!


96



Click!


97



Click!

Please check and confirm the data in the file.


98



Click!

Reject

If you select: The survey returns to the Representative for amendment and resubmission. (Approval will then be requested again.)


99



Please reconfirm the data quality before approval.

Click!


100




(Write here if you wish to send a message to the Representative)

Click!

101



Upload is complete(From Lv.5 Supplier to Lv.4

Honda)


102



C) Status Checking: for Rep. & Approver

Click!

103



Click!


104



Click!

●Complete ⇒ (Status) “Data upload is complete.”

You can check your status in the “Status” table.


105



⇒ (Status) “Data upload has already completed.”

You can see the uploaded file.

Click!


106



Click!You can see the

history here.


107



Category Q A

ReceiveRequest

There is no file available to download. Therefore, I am unable to follow the manual page 17-22.

Please contact Honda PIC.

ReceiveRequest

I corrected last year’s data since the end of last year’s survey, but this update has not been reflected.


UploadData

Error message is displayed when I click “Submit” button.

Please change the file name to the original name when you downloaded. If you still cannot upload, please contact Honda PIC.

UploadData

“Submit” button is not active. There is an error in the entry data in the survey file. Please check the entry data referring to the Error Check sheet of the survey, and the manual pages 78-81. Then re-try to upload according to the manual (page 71 onwards).

FAQ – Slimoffice (1)

108



Category Q A

Approval Is it required to register two approvers? No, registration of the 2nd approver is optional.

Replacementof the file(1)

How can I replace the upload file beforesending the “Approval request”?

Please refer the manual page 84.


How can I replace the upload file after sending the “Approval Request”?

Please refer the manual pages 91 + 92.


After the approval has been completed, some discrepancy has been found – how can I revise the data?

It is not possible for suppliers to replace an approved file. Honda can send back survey for revision, therefore please contact Honda PIC.

Other How can I change SLIMOFFICE userinformation?


Other I have forgotten my password and / or ID See page 14-16 in this manual for password reset. Please contact Honda PIC if you forget your User ID.

Other Will the system be locked if I enter the wrong password several times?

No, this system does not have a lock function.

Other Can I change my password? You can change it from “Change Password” displayed at the upper right side of the SLIMOFFICE display, or using the “Password Reset” on login page (see p14-16).

Other How can I get the latest manual when it is revised?

The latest manuals are available from “Manuals” on the right side top of the SLIMOFFICE display.

FAQ – Slimoffice (2)

109



FAQ – Survey Entry Sheet (1)

Category Q A

GeneralApprover and/or Representative displayed in the file is different from the actual approver and/or representative

The name of approver and representative entered in the file should be the same as the system users’ names. To replace a user, please contact your Honda PIC.

General Unable to enter data into some cells

All cells other than the cells in blue or in light blue are locked and entry is not required.If you are not able to enter to cells in blue or In light-blue please contact your Honda PIC.

GeneralThere are some discrepancies in the uploaded data

Please confirm the data is accurate before uploading.If you have found any discrepancy in the past uploaded data, please contact your Honda PIC.

Upload Upload is rejected because of an errorThere is(are) some error(s) in the spreadsheet. Please see the “Error Check” sheet and correct the error.

110



Category Q A

SalesThe target Honda site is not displayed in the dropdown list.

Please contact your Honda PIC.

SalesThe trading currency is not displayed in dropdown list.

Please contact your Honda PIC.

Sales What is the definition of “Sales”?For this survey, Honda requests that you report mass production sales only.

GHG Emission

How can I source the CO2 factors for my company?

Please ask the energy suppliers (e.g. electric power companies), a related government office, an industry group etc.

GHG Emission

What is the source of information of the CO2 factors in the reference file?

The CO2 factors attached to the file arefrom government offices or the relatedindustry. These are for your reference only.

GHG Emission

Our company uses fixed CO2 factors for our management. Does CO2 data for upload have to be calculated with the latest (variation) factors?

Yes, you may used fixed CO2 factors, however, you must continue to do this consistently.

GHG Emission

Which scope is import parts (pass through parts) classified to?

Regardless of capital ties, if you can obtainthe data for these parts, almost as if it is your own data, it is classified as Scope 1&2.


111



Category Q A

ReductionPlan

Is it possible to manually calculate the “change in business” value?

Not possible. The calculation formula to “change in business” is standardised by Honda.

ReductionPlan

Some expenses such as development of tools incurred due to improvement of production process. In this case, is it classified as “Improvement by Capital Investment”, or “Improvement by Energy Reduction”?

Please classify as follows;<Improvement by Capital Investment>- Replacement of facility- Change of production process caused by

new facility installment.<Improvement by Energy Reduction>- Renovation of facility, and/or developmentof tools for improvement of productionprocess.

Therefore, this would be classified as “Improvement by Energy Reduction”.

Reduction Plan

There are various reasons why theReduction Plan was not achieved in 2016. However, there are very limited options to select.

Select one main reason, and if no applicable reason is available, please select “Others”. Please add a note to the Memo tab if you would like to explain further.


112



Honda Contacts

Item Contact Person Facility

- Questions about entry file

HUM Environmental TeamLuca ApollonioCem SelcukAnne-Sophie Bray

Honda UKHonda Italy Honda TurkeyHonda France

- Questions about Honda Environmental Data Management System (SLIMOFFICE)

- User ID registration and revision

HUM Environmental Team([email protected])

Honda UK

113



Revision History

Date Entry Sheet Manual Revisions

November 14, 2013 Draft version

December 27, 2013 Draft for suppliers’ training

March 11, 2014 Official version for production run

March 17, 2015 Revision

May 25, 2015 Revision

May 15, 2016 Revision

Date HEMS Manual Revisions

February 27, 2015 Added workflow history function (p50)

February 27, 2015 Added password reset function (p53-55)

Date Combined Manual

May 31, 2016 Combined HEMS and Entry Sheet Manuals, updated all slides

May 26, 2017Manual reviewed and updated to reflect changes in the survey guide.

June 06, 2017 SLIMOFFICE access screen, contact person and minor changes.

June 22, 2017 p45 updated to reflect changes to survey file

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honda eu ghg survey guide

Documents