Data Collection & Automated Processing

Relevant User Roles in Data Collection

While the platform user role -“Data Custodians” are primarily responsible for submitting data and are not expected to analyze emissions reports nor take on major sustainability roles within the organization, other users may also be assigned data collection duties as well as sustainability responsibilities, in accordance with their designated user roles. This section applies to all users in these roles who may be tasked with data collection., subject to specific conditions for the “Viewer” role:

Administrator
Carbon Manager
Data Custodian
Environmental Expert
Viewers;
- Viewers who are Project Managers may submit data to any project task, even if they are not directly assigned to the task.
- Viewers who are NOT Project Managers can only submit data for tasks assigned specifically to them.
- All Viewers are able to access data submitted across the entire platform, regardless of task assignment.

Data Custodian Workflow

As a Data Custodian (and anyone who will be submitting data), you are responsible for collecting and submitting accurate emissions data for your assigned business units. This section guides you through the complete data submission process.

Receiving Task Assignments

Data Custodian Notifications Process:

Notifications regarding task assignments will be received through several channels;
- Email notification upon task assignment
- In-platform task alerts
- Direct links to assigned tasks
By clicking on any notification link, you will be taken directly to the relevant task data upload screen.
Please pay careful attention to both the task name—which typically reflects the sub-category of greenhouse gas (GHG) categories (for example, “Purchased heat and cooling” under Scope 2 or “Fugitive emissions” under Scope 1)—and the accompanying task description, which provides further details about the specific data you are required to submit.

Template Download and Completion

Template Access and Download

Step 1: Access your tasks

Click the notification link or go to "My Tasks" and select the relevant tasks you will be working on (see below image).
Please pay careful attention to task details again for what you need to submit;

1. GHG Scope and Category

2.Task name

3.Task description, which provides further information about the data required

Step 2: Download template

Locate the template download section
Click "Download Template"
Save to accessible location your device

Template Completion Best Practices

Maintaining data accuracy and applying consistent naming practices for activities ensures that potential emission factors can be matched more effectively. This also helps keep reports clear, accurate, and easy to interpret, making emission results straightforward to understand. Good data management and clean naming conventions further support the generation of accurate potential emission factor matches and reduction suggestions. See also details on the measurement review process.

Common Data Types:

Energy Consumption: Electricity, natural gas, fuel usage
Transportation: Vehicle miles, fuel consumption, shipping data
Waste: Volume, weight, disposal methods
Materials: Purchased goods, packaging, raw materials

Data Accuracy Guidelines:

✅Use actual measured data whenever possible
✅Clean naming of activities
✅Maintain consistent units of measurement
✅Include source documentation references
✅Validate calculations before submission
❌Avoid estimated data without clear methodology
❌Don't leave required fields blank
❌Avoid inconsistent date formats

Quality Assurance Checklist:

All required fields completed
Activity amount verified
Units match template specifications
Dates fall within measurement year
Source documentation available

Data Upload and Validation

Step 1: File upload

Return to your assigned task
Click "Add data"
Upload from your local folder or drag-and-drop template
Supported formats: Excel (.xlsx), CSV

💡Tips: Please carefully review the description provided to ensure that the data is submitted correctly for the appropriate task.

Step 2: Initial validation

The platform automatically performs:

Data type validation: Ensures numeric fields contain numbers
Required field check: Identifies missing mandatory information
Format validation: Verifies date formats and units
Range validation: Checks for reasonable values

🚧Handling data file validation errors

Common Error Types:

Missing required data: Fill in all mandatory fields
Incorrect data types: Ensure numbers are in numeric fields
Date format issues: Use consistent YYYY-MM-DD format
Unit mismatches: Verify units match template specifications

Error resolution process:

Through “Troubleshoot” on the platform
Downloading error log
Upload new file

1. Through “Troubleshoot” on the platform

Click "Troubleshoot" button
Review suggested modifications in error panel
Make corrections directly in platform editor or re-upload corrected file
Click "Save Changes" to apply modifications

ℹ️NOTE: You may return to the validation process later by accessing the same procedure through the “File” section of your Measurement project.

2. Viewing the errors by downloading log:

You can also view a summary of errors by downloading the error log, make the necessary corrections, and then re-upload the file.

In this example, the initially uploaded file contains a business unit that does not exist in the selected measurement year. To resolve this, correct the business unit name in the Excel file, rename the file, and then try uploading it again.

3. Upload the revised file after making the necessary corrections:

Prepare a file with necessary corrections.
Follow the steps to upload.

⚠️Important: When uploading a corrected file, make sure to change the file name. This allows you to track the different versions attempted, identifying which were incorrect and which are correct. (See also how to view previously submitted data.)

The following data validations are performed at this stage:

Description	Editing Capability
Check if CSV or Excel is uploaded	All other file format are rejected
Check if all mandatory columns are filled	Editing on OneSchema available through Troubleshoot. If additional/different columns are available - popup on OneSchema will allow users to map different columns to required columns If no columns are available - The user needs to update the data and re-upload the data to provide the columns
Check if there is any missing data in the mandatory columns	Editing on OneSchema available through Troubleshoot. Users can add missing data or edit the data on OneSchema
Verify that the column schema is correct (e.g., the amount of purchased electricity should be a number).	Editing on OneSchema available through Troubleshoot.
Verify that the value column schema is in the correct range (e.g., number should be positive).	Editing on OneSchema available through Troubleshoot.
Start and End Date must be in the valid Terrascope date format	Editing on OneSchema available through Troubleshoot.
End date must be after the Start date	Editing on OneSchema available through Troubleshoot.
Location must be valid ISO country.	Editing on OneSchema available through Troubleshoot.
Validate dropdown selections (e.g., the country must be selected from a valid list to ensure the location is correct, electricity origin is as per drop down, activity unit is limited depending on category)	Editing on OneSchema available through Troubleshoot. The user can select the correct dropdown option on OneSchema.
Verify BU/site entered into template matches node in Org. structure	Users can edit the business unit at an acitivity level within the "activities" tab under each data campaign.

Tracking File Upload Status for each Task

You can track the status of all files associated with each task, ensuring you do not lose track of which files you have attempted or those that require correction. This allows you to safely archive outdated or incorrect files from your own storage as needed.

Go to the “Tasks” section in your chosen Measurement project.
Select the specific task you wish to view files uploaded.
Click the “Files” tab to view all files associated with that task.
In the “Files” tab, you will see the count of files requiring user action (such as files marked “Failed” or “In Progress”), making it easy to attract attention.
For example, if three files are listed as either “In Progress” or “Failed,” the file count on the “Files” tab will display “3.”
Once a file’s status changes to “Imported” (following successful processing), it is removed from the count of pending files, and the file count updates accordingly.
You may also review the change history for each file as needed.

This file upload tracking is specific to the files within each task, and you can also view uploaded data files at the Measurement project level.

Step 3: Data transformation

Upon successful validation:

Platform processes raw data into standardized format
Units are normalized for calculations
Data is prepared for emission factor matching

Automated processing and emission calculation

Step 1: Emission Factor Matching

Automatic matching process:

System analyses activity descriptions and data types
Matches appropriate emission factors from database
Calculates emission volumes automatically
Flags unmatched activities for manual review

Matching success indicators:

✅Emission factors automatically assigned
✅Calculations completed
✅Data ready for Carbon Manager review

🚧Handling emission factor matching errors

Error resolution process:

When the message "Emission calculation failed" appears, you can view a summary of errors by downloading the error log, make any necessary corrections to the data file, and then re-upload the updated file.
However, not all errors require changes to the data file itself. In this case, the error log indicates that the emission factor (EF) matching failed because there is no applicable emission factor database available for the selected measurement year.
If such a case occurs, please contact your Project Manager for further assistance.

If a Carbon Manager encounters an "Emission calculation failed" message during data upload and automated processing, emission factor (EF) matching can be manually resolved by following these steps:

Click ‘Resolve’ when the error occurs.
Activities without assigned emission factors will be displayed.
To assign factors, select the activity line(s) that require emission factors; a bottom bar will appear. Click ‘Change EF’ in the bottom bar.
The side panel will present alternative emission factor suggestions based on similarity. Select the desired emission factor and click “Change EF” to apply the update.

Step 2: Final Processing Steps

Tracking Data Submission and Calculation Completion:

Carbon Managers and Project Managers are encouraged to proactively monitor the status of assigned tasks.*
Data becomes available in campaign activity tab
Review process can begin by Carbon Managers

*In future updates, Carbon Managers and Project Managers will automatically receive notifications via email and within the platform when a data submission is completed.

Visibility of Previously Submitted Data for each Measurement Project

This process ensures full visibility and easy access to all versions of previously submitted data for effective project tracking and troubleshooting.

What you can view regarding previously submitted data:

Files uploaded by end-users through the platform
Files that have been modified as part of troubleshooting

Steps to access uploaded files:

Navigate to the Files tab within the relevant Measurement project.
A list of file names uploaded by end-users will be displayed.
Click anywhere on the row of the file you want to access.
In the File Details panel on the right, you can see the timestamp of each file action.
Under the File History tab, access both the platform-generated Edited Version and the originally uploaded Raw Version of the file.
Click the eye icon to preview each version directly.
Files are also available for download if needed.

Viewing activities imported with specific files:

Locate “imported” files, from the three-dots menu, select “View Activities.”
This will display a list of activities associated with the selected file.

Resuming correction for files marked "Failed":

Locate files with a File Status of "Failed." From the three-dots menu, select “View Upload”.
You will be directed to the Data Validation stage for that file, where you can resume updating the data.