Capability template for compliance, risk and privacy
Emissions activity data schedule
When the reporting period closes, the environmental reporting owner gets one source-linked schedule of energy, fuel and transport quantities with units and the boundary supplied, estimates kept apart from measured activity, missing factor references and gaps listed. It calculates no emissions figure.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
At period close the activity data sits in several places: utility bills from one site, a fuel-card export from another, a freight log, last period's workbook. Before anyone can apply a factor, someone has to find out what is actually there. This capability does that in one pass and gives the environmental reporting owner a schedule in which every quantity names the record and document it came from.
The schedule keeps three groups apart: measured activity, estimated activity and activity whose basis was not stated. It shows the boundary exactly as the owner supplied it, sets aside every record that falls outside it or cannot be placed, and lists the gaps: readings that are blank, periods that run past the reporting period, one document claimed by two sites, quantities in units that cannot be combined. For each kind of activity it says whether a factor reference was supplied and whether its unit matches.
The owner decides every open point. The schedule chooses no emission factor, calculates no emissions or reportable figure, converts no unit and makes no statement about reporting rules.
Who starts the work, and when
The environmental reporting owner, or someone in site operations or finance working for them, starts it once the period has closed and the exports are in. It suits a monthly, quarterly or annual close, and it is useful when a portfolio company or a newly acquired site starts reporting for the first time. The owner supplies the inputs, reads the schedule and answers its questions before any calculation begins. A reviewer signs off any calculation or external statement later, outside this capability.
What they supply
- Reporting settings: the period, who approved the boundary and when, the change threshold against the prior period and the unit spellings that mean the same thing.
- The boundary: each site and whether it is in or out, as the owner approved it.
- The activity export: one row per record, with the quantity, unit, whether it is measured or estimated, and the document behind it.
- Factor references: the owner's own list of which reference applies to which item and unit. Only references the owner supplies are used.
- The prior-period workbook, as lines by site, item and unit, so missing and unusual lines show.
What comes out
One schedule in a fixed order. A count line proves that every record read is either in the schedule or set aside, and each set-aside record is listed with the reason. Then the three activity groups, subtotals of identical items in identical units, a factor-reference check, the gaps against the prior period, the comparison with that period, and a numbered list of questions for the owner. Blank values stay blank and are never read as zero.
An invented example
Illustrative example with invented data. The company, the people, the sites, the file names and every quantity below are invented. The company is a small invented energy services business, Tarnbeck Energy Services, with depots and yards that report to one environmental reporting owner. First come the five inputs the owner supplied, in full, then the schedule the capability returned.
The inputs
1. Reporting settings
Reporting period: 2026-10-01 to 2026-10-31
Boundary approved by: Imogen Valdry, environmental reporting owner, on 2026-11-02
Change threshold against the prior period: 25%
Unit spellings that mean the same: kWh = KWH = kwh; L = litres = ltr
2. Boundary (site, status)
site,status
Site A Depot,in
Site B Yard,in
Site C Workshop,in
Site D Cold Store,out
Site E Annex,in
3. Activity export
record_id,site,category,item,period_start,period_end,quantity,unit,basis,source_document
R01,Site A Depot,energy,Electricity,2026-10-01,2026-10-31,18420,kWh,measured,A-elec-oct.pdf
R02,Site A Depot,fuel,Diesel (generator),2026-10-01,2026-10-31,640,L,measured,A-diesel-log-oct.csv
R03,Site B Yard,energy,Electricity,2026-10-01,2026-10-31,9730,KWH,measured,B-elec-oct.pdf
R04,Site B Yard,energy,Natural gas,2026-10-01,2026-10-31,2600,m3,estimated,B-gas-estimate-oct.xlsx
R05,Site B Yard,fuel,Diesel (vehicles),2026-10-01,2026-10-31,1280,litres,measured,B-fuelcards-oct.csv
R06,Site C Workshop,energy,Electricity,2026-09-15,2026-10-14,6210,kWh,measured,C-elec-sep-oct.pdf
R07,Site C Workshop,energy,Natural gas,2026-10-01,2026-10-31,,m3,measured,C-gas-oct.pdf
R08,Site D Cold Store,energy,Electricity,2026-10-01,2026-10-31,22900,kWh,measured,D-elec-oct.pdf
R09,Site E Annex,energy,Electricity,2026-10-01,2026-10-31,9730,kWh,measured,B-elec-oct.pdf
R10,Site A Depot,fuel,Diesel (generator),2026-10-01,2026-10-31,640,L,measured,A-diesel-log-oct.csv
R11,Site A Depot,transport,Road freight (hired),2026-10-01,2026-10-31,4870,km,measured,A-freight-oct.csv
R12,Site B Yard,transport,Road freight (hired),2026-10-01,2026-10-31,5230,tonne-km,estimated,B-freight-estimate-oct.xlsx
R13,Site C Workshop,fuel,Diesel (vehicles),2026-10-01,2026-10-31,310,L,,C-fuelcards-oct.csv
R14,Site F Laydown,fuel,Diesel (generator),2026-10-01,2026-10-31,95,L,measured,F-diesel-oct.csv
R15,Site B Yard,fuel,Diesel (generator),2026-10-01,2026-10-31,210,L,measured,B-gen-log-oct.csv
R16,Site A Depot,fuel,Diesel (vehicles),2026-10-01,2026-10-31,1735,L,measured,A-fuelcards-oct.csv
4. Factor references (the owner's list)
item,unit,factor_ref
Electricity,kWh,F-01
Diesel (generator),L,F-02
Diesel (vehicles),L,F-02
Natural gas,kWh,F-03
Road freight (hired),tonne-km,F-04
5. Prior-period workbook (lines)
site,item,unit,quantity,basis
Site A Depot,Electricity,kWh,17980,measured
Site A Depot,Diesel (generator),L,610,measured
Site A Depot,Diesel (vehicles),L,1650,measured
Site A Depot,Road freight (hired),km,4500,measured
Site B Yard,Electricity,kWh,10100,measured
Site B Yard,Natural gas,m3,1900,estimated
Site B Yard,Diesel (vehicles),L,1190,measured
Site B Yard,Diesel (generator),L,190,measured
Site B Yard,Road freight (hired),tonne-km,4800,estimated
Site C Workshop,Electricity,kWh,6480,measured
Site C Workshop,Natural gas,m3,820,measured
Site C Workshop,Diesel (vehicles),L,300,measured
Site E Annex,Electricity,kWh,9420,measured
The output
EMISSIONS ACTIVITY DATA SCHEDULE: 1 to 31 October 2026
For: Imogen Valdry, environmental reporting owner. Boundary as supplied (approved by Imogen Valdry on 2 November 2026): in: Site A Depot, Site B Yard, Site C Workshop, Site E Annex. Out: Site D Cold Store.
Read: 16 activity records, 5 boundary lines, 5 factor references, 13 prior-period lines.
Count: 16 records read = 9 in the schedule + 7 set aside.
1. Measured activity (6 records)
- R01 · Site A Depot · Electricity · 18,420 kWh · 2026-10-01 to 2026-10-31 · A-elec-oct.pdf
- R02 · Site A Depot · Diesel (generator) · 640 L · 2026-10-01 to 2026-10-31 · A-diesel-log-oct.csv
- R05 · Site B Yard · Diesel (vehicles) · 1,280 L (supplied as "litres") · 2026-10-01 to 2026-10-31 · B-fuelcards-oct.csv
- R11 · Site A Depot · Road freight (hired) · 4,870 km · 2026-10-01 to 2026-10-31 · A-freight-oct.csv
- R15 · Site B Yard · Diesel (generator) · 210 L · 2026-10-01 to 2026-10-31 · B-gen-log-oct.csv
- R16 · Site A Depot · Diesel (vehicles) · 1,735 L · 2026-10-01 to 2026-10-31 · A-fuelcards-oct.csv
2. Estimated activity (2 records)
- R04 · Site B Yard · Natural gas · 2,600 m3 · 2026-10-01 to 2026-10-31 · B-gas-estimate-oct.xlsx
- R12 · Site B Yard · Road freight (hired) · 5,230 tonne-km · 2026-10-01 to 2026-10-31 · B-freight-estimate-oct.xlsx
3. Basis not stated (1 record)
- R13 · Site C Workshop · Diesel (vehicles) · 310 L · 2026-10-01 to 2026-10-31 · C-fuelcards-oct.csv. The basis column is blank, so this is not counted as measured.
4. Subtotals by item and unit
Same item, same unit, one group at a time; not emissions figures.
- Measured: Diesel (generator) 850 L (R02, R15). Diesel (vehicles) 3,015 L (R05, R16). Electricity 18,420 kWh (R01). Road freight (hired) 4,870 km (R11).
- Estimated: Natural gas 2,600 m3 (R04). Road freight (hired) 5,230 tonne-km (R12).
- Basis not stated: Diesel (vehicles) 310 L (R13).
- Road freight (hired) is reported in km and tonne-km; not combined.
5. Set aside (7 records)
- R03 · Site B Yard · Electricity · 9,730 kWh (supplied as "KWH") · B-elec-oct.pdf. Same document, item and period as R09 under Site E Annex. Needed: which site the document belongs to (question 1).
- R06 · Site C Workshop · Electricity · 6,210 kWh · C-elec-sep-oct.pdf. The period, 2026-09-15 to 2026-10-14, runs outside the reporting period; not split. Needed: how the owner wants it treated.
- R07 · Site C Workshop · Natural gas · quantity blank m3 · C-gas-oct.pdf. Blank is not zero. Needed: the reading.
- R08 · Site D Cold Store · Electricity · 22,900 kWh · D-elec-oct.pdf. The site is out of the boundary. Needed: nothing.
- R09 · Site E Annex · Electricity · 9,730 kWh · B-elec-oct.pdf. Same document, item and period as R03 under Site B Yard. Needed: which site the document belongs to (question 1).
- R10 · Site A Depot · Diesel (generator) · 640 L · A-diesel-log-oct.csv. Matches R02 in every field except the record ID; an exact duplicate; the subtotal uses R02. Needed: confirmation that it is a duplicate.
- R14 · Site F Laydown · Diesel (generator) · 95 L · F-diesel-oct.csv. The site is not on the boundary list. Needed: in or out.
6. Factor references
- Diesel (generator), L: supplied: F-02.
- Diesel (vehicles), L: supplied: F-02.
- Electricity, kWh: supplied: F-01.
- Natural gas, m3: unit differs: F-03 listed for kWh. The schedule does not convert.
- Road freight (hired), km: unit differs: F-04 listed for tonne-km. The schedule does not convert.
- Road freight (hired), tonne-km: supplied: F-04.
7. Gaps against the prior period (4)
- Site B Yard · Electricity (kWh): no usable record; R03 is set aside.
- Site C Workshop · Electricity (kWh): no usable record; R06 is set aside.
- Site C Workshop · Natural gas (m3): no usable record; R07 is set aside.
- Site E Annex · Electricity (kWh): no usable record; R09 is set aside.
No schedule line covers less than the whole period.
8. Comparison with the prior period
9 schedule lines were compared at a threshold of 25%. 1 is over it.
- Site B Yard · Natural gas: 2,600 m3 against 1,900 m3 (+36.8%). Estimated on both sides.
Questions for the environmental reporting owner: 10
- R03 and R09 cite one document, B-elec-oct.pdf, under two sites. Which site does it belong to, or is it split?
- R06 runs from 15 September to 14 October. How should it be treated for October?
- R07 has no quantity. What is the reading for Site C Workshop natural gas?
- R10 matches R02 in every field but the ID. Is it a duplicate?
- R14 is at Site F Laydown, which the boundary does not list. Is the site in or out?
- R13 has no basis. Is it measured or estimated?
- Natural gas in m3 has no factor reference in that unit; F-03 is listed for kWh. Which reference applies?
- Road freight (hired) in km has no factor reference in that unit; F-04 is listed for tonne-km. Which reference applies?
- Road freight (hired) is reported in km at Site A Depot and in tonne-km at Site B Yard, and the two are not combined. Is that the intended unit for each site?
- The Site B Yard natural gas estimate is 36.8% above last period. Is the estimate method unchanged?
Draft for the environmental reporting owner. It chooses no factor, calculates no emissions or reportable figure and makes no statement about reporting rules. The owner approves the boundary and the factors, and a reviewer signs off any calculation or external statement. Nothing has been sent, posted or changed.
Where it fits
- Compliance, risk and privacy, where reporting figures need a record of where each quantity came from.
- Health, safety and environment, which often owns the environmental data collection.
- Energy, where activity is spread across sites, meters and fuel suppliers.
- Manufacturing, where plant energy, fuel and inbound transport sit in different systems.
- Logistics and trade, where fuel and hired freight make up most of the activity.
- Established businesses, where several sites report to one owner each period.
- Private equity and portfolios, where portfolio companies report on a set rhythm and the data arrives in different shapes.
It is a different piece of work from Audit evidence index, which links an audit's requests to documents, and from Dataset profile, which describes an unfamiliar table before it is used.
What has to change for your company
Set your reporting period and the boundary, and say who approves it. Decide your change threshold against the prior period and your list of unit spellings. Add the factor references your owner has approved, by item and unit. Decide how a record that straddles two periods is handled, since the capability sets it aside rather than splitting it. If your exports use other column headers, rename them to the default headers or change the template once. Keep the rule that a person approves boundaries and factors and a reviewer signs off any calculation or external statement.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example in Claude on 10 November 2026, and the record is published with it. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past period your owner already knows, with cases written in advance: a blank reading, a bill that runs across the period end, a site missing from the boundary. The owner checks every quantity against its source document before anyone relies on the schedule.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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