How to activate and submit your CDP climate change and/or CDP water and CDP supply chain questionnaires A step-by-step guide CDP respond@cdp.net +44 (0)20 3818 3946 www.cdp.net new.cdp.net 1
Version Nr. Revision Date Released Revision Summary 0.1 April 2016 April 2016 This guidance to the activation and submission process in the Online Response System (ORS) for companies who receive both an investor and customer request. 2
Contents Introduction... 4 Introduction... 4 The difference between your investor and customer information requests... 5 What is the difference between CDP supply chain and CDP climate change (investor) questionnaires?... 5 What is the difference between CDP supply chain and CDP water (investor) questionnaires?... 5 Will the questions in my investor and customer information requests overlap?... 6 What do I do if my investor and customer questionnaires overlap with one another?... 6 What do I do if my investor and customer questionnaires do not overlap with one another?... 6 How to activate CDP supply chain if also answering CDP water and/or CDP climate change 7 Step-by-step guide to activating your investor and supply chain questionnaires:... 8 How to activate your CDP climate change questionnaire:... 9 How to activate the CDP water questionnaire:... 11 How to activate your CDP supply chain questionnaire:... 12 How to submit CDP supply chain if also answering CDP climate change and/or CDP water 16 Why do the questionnaires need to be submitted in a certain way?... 16 How do I submit my CDP climate change (investor) questionnaire?... 17 How do I submit my CDP water (investor) questionnaire?... 18 How do I submit my CDP supply chain (investor) questionnaire?... 18 3
Introduction Introduction Some companies may be asked to complete multiple questionnaires for CDP as requested by both investors and customers. In these instances, such requests will need to be activated, completed and submitted to CDP in a certain order. This guide will provide you with: An understanding of the differences and similarities between an investor and a customer information request Identifying if your investor and supply chain questionnaires overlap A step-by-step guide on how to activate your investor and supply chain questionnaires A step-by-step guide on how to submit your investor and supply chain questionnaires 4
The difference between your investor and customer information requests What is the difference between CDP supply chain and CDP climate change (investor) questionnaires? The CDP climate change (investor) questionnaire involves 15 questions regarding climate change, including a sign off section. The response is made available to the investor signatories. The CDP supply chain climate change questionnaire includes the same 15 questions, including the sign off section, and 4 additional questions in the Supplier module that are specific to your supplier relationships. The response is made available to your customer(s). What is the difference between CDP supply chain and CDP water (investor) questionnaires? The CDP water (investor) questionnaire involves 10 questions regarding water, including a sign off section. The response is made available to the investor signatories. The CDP supply chain water questionnaire involves the same 10 questions, including the sign off section, and 3 additional questions in the Supplier water module that are specific to your supplier relationships. The response is made available to your customer(s). 5
Will the questions in my investor and customer information requests overlap? Your two invitation emails will detail what combinations of questionnaires you have been requested to provide by your investors and customer(s). Once you have registered and signed into new.cdp.net (see our Using CDP s ORS guide for information) your response dashboard will also indicate which questionnaires you have been asked to complete. Some of the questions will overlap if you have been asked to answer one of the following combinations of the investor and supply chain questionnaires: CDP climate change and CDP supply chain (climate change questions only); CDP water and CDP supply chain (water questions only); or CDP climate change, CDP water and CDP supply chain (climate change and/or water questions). For example, questions in the CDP climate change questionnaire will be the same as the climate change questions in CDP supply chain. Likewise, the questions in the CDP water questionnaire will be the same as the water questions in CDP supply chain. If you did not receive your invitation email for one of these programs, please contact respond@cdp.net. What do I do if my investor and customer questionnaires overlap with one another? When questions from the CDP climate change and/or CDP water questionnaires overlap with the questions in your CDP Supply Chain questionnaire, you will need to activate, complete and submit these questionnaires in a certain order. This is to save you time. We do not wish for you to have to enter the same information twice and the activation and submission sequence means that your answers in one questionnaire gets copied over into the other questionnaire. Please follow the step by step guides to activate and submit your questionnaires provided in this document for the copy over function to work. What do I do if my investor and customer questionnaires do not overlap with one another? If you have been asked to complete one of the following combinations of investor and supply chain questionnaires: CDP climate change and CDP supply chain (water only questions); or CDP water and CDP supply chain (climate change only questions). You will still need to activate your investor questionnaires before the supply chain questionnaire. The step-by-step instructions to do this are available on page 8. The completion and submission of your investor and supply chain questionnaires can be done in any order (although please note the different deadlines). 6
How to activate CDP supply chain if also answering CDP water and/or CDP climate change To begin answering your requested questionnaires, they first need to be activated. If your company has received any combination of an investor (climate change and/or water) information request and a supply chain information request, activation of these questionnaires need to be completed in a set order: Your investor questionnaire(s) must be activated first before you are able to activate your supply chain questionnaire. The supply chain questionnaire will remain disabled until activation of your investor questionnaire(s). Instructions will be visible on your dashboard when you are logged in as to which investor questionnaire(s) you need to activate before you will be able to activate the supply chain questionnaire. Please see an example below: The first person to activate a questionnaire becomes the main user for that questionnaire. Only the main user of your investor questionnaire(s) is able to activate the supply chain questionnaire. If you are unsure who is able to activate the supply chain questionnaire once it has become enabled, your dashboard will inform you underneath the supply chain option. 7
Step-by-step guide to activating your investor and supply chain questionnaires: 1. Using your invitation email, register and sign into new.cdp.net. See Using CDPs Online Response System guide for further instructions on registration. 2. Once signed in the questionnaires your organization has been requested to complete are listed as start now. As an example, the following guide will provide instructions on how to activate the questionnaires if you have been requested to complete both CDP climate change and CDP water investor questionnaires as well as climate change and water in CDP supply chain questionnaires. If you have been requested to complete the CDP climate change and CDP supply chain (climate change and/or water) questionnaires, follow steps 1-5 and step 7 If you have been requested to complete the CDP water and CDP supply chain (climate change and/or water) questionnaires, follow steps 6 and step 7 For any doubts on which order you must activate during this guide, your dashboard will prompt you as to which questionnaire(s) must be activated before the supply chain questionnaire. 8
How to activate your CDP climate change questionnaire: 3. Click on view underneath the climate change questionnaire option 4. The climate change block will be presented. Click on the Start button to activate the climate change questionnaire. 9
5. The climate change questionnaire will take roughly 5 minutes to activate. After this time, refresh your browser and the start button will be replaced with edit response. Click edit response and the ORS will pop-up into another tab or window (please ensure your pop-up blocker is disabled for the ORS to open). After following steps 1-5, if you have been requested to complete both water and climate change questionnaires, the supply chain block will still be disabled until the water questionnaire block is activated: 10
How to activate the CDP water questionnaire: 6. Repeat steps 1-5 to activate your water questionnaire as shown in the images below: 11
How to activate your CDP supply chain questionnaire: 7. Once your requested investor questionnaires have been activated, the supply chain questionnaire will now be available for activation. The disabled button is replaced with a start button on the supply chain block: 12
8. Click the start button. The supply chain questionnaire will take roughly 5 minutes to activate. After this time, refresh your browser and the start button will be replaced with edit response. 9. Please click on edit response and the ORS homepage will pop-up in an additional tab or browser window (please ensure your pop-up blocker is disabled for the ORS to open). 10. The ORS homepage will list the investor and supply chain questionnaires you have activated. In this example, the climate change, water and supply chain questionnaires are available to answer in the ORS. For companies who meet the questionnaire overlap scenarios listed on page 6: 11. The introduction page of your overlapping investor questionnaire(s) must be completed and saved before you will be able to access the supply chain questionnaire. 12. If you have not followed this order, you will receive instructions to do so when you enter the supply chain questionnaire as shown in the example below: 13
13. Once you have saved the respective introduction page(s) in the investor questionnaire (please see the Using CDP s ORS guide for further instructions on how to save the introduction page), the introduction page within the supply chain questionnaire will be presented. 14. Within the supply chain introduction page, click on the tick box provided for climate change and/or water and then click save at the bottom of the page. You may see greyed out fields once you have clicked the tick box and the introduction has expanded. These are copied from the answers you have provided in the investor questionnaire and are not editable. 15. Once saved, the supplier module becomes visible and is available for completion. 14
For companies who meet the questionnaire overlap scenarios listed on page 6: 16. Click on Answer Questionnaire for any questionnaire you wish to begin, in any order you wish to answer them (bearing in mind the differing program deadlines). Please use our Using CDP s ORS guide for further information. 15
How to submit CDP supply chain if also answering CDP climate change and/or CDP water Why do the questionnaires need to be submitted in a certain way? To avoid duplicating effort, the Online Response System (ORS) is designed to copy over answers you have entered in the investor information request into your supply chain questionnaire. These overlapping questions between the investor questionnaire(s) and the supply chain questionnaire are only presented in the relevant investor questionnaire. To copy the overlapping questions into your supply chain questionnaire, the investor questionnaire(s) must be submitted before the supply chain questionnaire. The ORS will not allow you to submit the supply chain questionnaire before your overlapping investor questionnaire(s) for that very reason. Once the overlapping investor questionnaire(s) have been submitted, the submit button will become available for supply chain. Just to note: Only the main user for each questionnaire is able to submit those respective questionnaires to CDP; and The questions that overlap between the investor and supply chain questionnaires cannot be edited once you submit the investor section. 16
How do I submit my CDP climate change (investor) questionnaire? (please follow the same steps to submit your water (investor) questionnaire) 1. When you are ready to submit the investor questionnaire, go back to the ORS homepage and you will see the section to submit in the middle. Accept the terms and conditions and determine whether the response is public or non-public. By default the box is ticked as public, but if you wish to submit a non-public response un-tick the box. Click on the submit button circled below. 2. A confirmation page will appear. Read through the final confirmation page to cover the last checks of your response. If you would like to proceed with the submission, click Confirm. 17
3. You will now have submitted your climate change (investor) response. Click on ORS Home to go back to the ORS homepage. 4. Once you have submitted successfully, you will see that there is a date in the middle column, and you will also receive a confirmation email with your response attached. If you have any problems with this, email us at respond@cdp.net How do I submit my CDP water (investor) questionnaire? 5. Repeat/follow steps 1-4 above to submit the water (investor) questionnaire. How do I submit my CDP supply chain (investor) questionnaire? 6. Once you have submitted the climate change (investor) and/or water (investor) questionnaire, the submit button will then become available for you to submit your supply chain response. You must submit the climate change (investor) and/or water (investor) questionnaires before submitting the supply chain. 7. Check you have completed the supplier module and/or supplier water module before submitting supply chain, and then repeat steps 1-4 above for the supply chain questionnaire. 18
8. Once successfully submitted, the ORS homepage will list your questionnaires with the submission date now listed on the right hand side. Please note that only the Main User for a particular program (and year) can submit the questionnaire for that particular program. 19