Ubisoft 2016 Annual Report Download - page 81

Corporate social responsibility
4
Methodology note on employee-related, environmental andsocial reporting
❙ 4.1.5 REPORTING PRINCIPLE
The Group’s Administration Department, in conjunction with the
Sustainable Development Department, is responsible for steering
and coordinating CSR reporting. It has therefore drawn up a
reporting protocol that:
♦
defi nes a list of quantitative and qualitative indicators and their
correspondence to the GRI framework;
♦
specifi es the defi nitions of indicators so that they are uniform for
the whole Group and leave no room for interpretation;
♦ specifi es the methods for collecting and calculating indicators;
♦ specifi es the scope used.
This protocol serves as a reference for the Sustainable Development
Department in charge of collecting and consolidating data. To that
end, its role is to:
♦ tell its local representatives or contacts what information they
need to collect;
♦ ensure that the information collected is available, uniform and
documented;
♦
check the completeness, consistency and plausibility of data,
notably by analyzing the main changes compared with the
previous period;
♦
ensure that the absence of data collection has been justifi ed
and explained.
Once the collected data have been validated and consolidated,
the Administration Department gets involved, making sure that
the reporting protocol was followed and checking the plausibility
of the data.
The Sustainable Development Department then drafts this section
of the Annual Report, focusing on CSR indicators as a whole.
Specifi cations on the methods for collecting
data
♦ As regards employee-related indicators, these are collected:
• either directly, using the Business Object reporting tool, which
makes it possible to exploit data from the human resources
management software program (HRTB) used by all the Group’s
subsidiaries;
• or using a qualitative and quantitative questionnaire designed
to supplement data not available in the HRTB.
The human resources indicators collected in this manner conform to
the defi nitions defi ned jointly by the Human Resources Department
and the Administration Department, as indicated in the reporting
protocol.
♦ Data for environmental and social indicators is collected
from:
• each site, using a qualitative and quantitative questionnaire
prepared in line with the reporting protocol;
•cross-functional departments for the collection of global data
at Group level.
Consolidation and verifi cation
The subsidiaries submit their employee-related, environmental and
social data to the Sustainable Development Department in charge
of collecting and ensuring the consistency of data.
On the basis of all the consolidated data, the Administration
Department conducts various controls (analytical data review,
consistency checks, spot checks on documentation, etc.) to validate
the information published.
❙ 4.1.6 METHODOLOGICAL CLARIFICATIONS
OF THE INDICATORS
As regards employee-related data
♦
Staff are defi ned as all employees registered at the end of the
period, regardless of the type of employment (full- or part-time),
with an open-ended or fi xed-term contract. Casual workers,
seasonal workers, freelancers, the self-employed, interns, those
on work-study contracts, sub-contractors and temporary workers
are not included.
♦
A hire is defi ned as any individual who joins the workforce during
the period in question. Fixed-term contract renewals are not
included in new hires.
♦
The male-female pay ratio, based on the total workforce, is
calculated by level of responsibility within each subsidiary
for which both men and women are represented. This ratio is
weighted by the corresponding headcount, then consolidated
by country.
♦
To determine the number of training hours, consideration is
given to training activities undertaken on site by an internal or
external trainer, attendance at specialist conferences included
in the training plan, and e-learning with an automated system
for monitoring completed sessions. Other training such as other
e-learning courses, team meetings, etc. is therefore excluded.
Furthermore, only training hours relating to sessions undertaken
and completed during the fi nancial year are taken into account,
irrespective of their duration. Logged training hours also include
training given to employees present during the period but who
had left the Group as of the reporting date.
♦
In order to determine the number of employees trained, an
employee who takes part in several training programs is only
counted once.
♦
A manager is defi ned as someone who is hierarchically responsible
for at least one person (also including interns not counted as
staff).
♦
A top manager is defi ned as a member of the Executive Committee,
a Director reporting directly to the Executive Committee, or an
offi cer of a subsidiary.
- Registration Document 2016 79