TABLE OF CONTENTS

What is the Group Sync Assistant?

• What do I need to request data?
• What do I need to share data?
• How does the Group Sync Assistant work?
  • Step 1: Create request
  • Step 2: Approve/deny request
    • Requirements for approving requests for ESRS data 
  • Step 3: On approval - a snapshot of data is copied and saved
  • New request required for repeated syncs and updates to the same measure 

What is the Group Sync Assistant?

Group Sync Assistant is for sharing solution data in Sustainability Reporting. The Group Sync Assistant allows data to be shared between one setup and other setups. For example, when a company's subsidiaries also use Position Green, and the company has data to collect from its subsidiaries. 

Group Synch Assistant is not for sharing data within a setup.

ESRS is supported by Group Sync Assistant. Support for additional solutions will be added. 

What do I need to request data?

Contact your Position Green team to arrange the purchase of the Group Sync Assistant. This add-on must be enabled to be able to request data from other setups.

Once the Group Synch Assistant add-on is enabled, all controllers within an organization can create requests for data. The number of organizations data can be requested from is based on the pricing plan.

What do I need to share data?

All customers with Sustainability Reporting can share data without any cost.

Controllers have the correct level of access to share data.

Data may need to be prepared before it can be shared. See below for the requirements for approving requests for ESRS data. 

How does the Group Sync Assistant work?

Data is synced :

1. The requesting organization creates a request
   
2. The recipient organization approves or denies the request
   
3. Approval - a snapshot of data is copied and saved from the recipient to the requester.

See details for each step below.

Step 1: The requesting organization creates a request

From Home, go to Data reporting, select Group Sync Assistant and the tab, Outgoing requests. Click "New Request" to fill out the details of the request.

• Solution: ESRS is the solution which is currently supported.
• Year: Choose the year for which to share the data.
• Period: Full year.
• Request data from: Search in the list of organizations.
• Save data to: Select which org.unit to share the saved data to.

Click "Send request" to create the request. Controller(s) in the recipient organization will recieve an email notifying them to take action. The email contains a link to the "Incoming requests" tab.

Example creation of a new request.

Step 2: The recipient organization approves or denies the request

As the recipient of a request, from Home, go to Data reporting, select Group Sync Assistant and the tab, Incoming requests. Here, all requests will be listed.

• First, data must be consolidated within the org.unit. Only confirmed data on the recipient's top node in the org. structure will be shared.
  
• Approving a request is the final action and cannot be undone. The approval must be confirmed in this second step. The data is shared immediately when the approval is confirmed.
  
• A request can be denied. This action can be undone.
  
• A log including the approver or the denier's name is logged and shown with names (with e-mail links), for both incoming and outgoing requests.
  
• The person who approves or denies a request will receive a notification by email.

Requirements for approving requests for ESRS data 

• To be able to approve a request for ESRS data at least one ESRS measure needs to be confirmed and consolidated. All ESRS measures are under "To consolidation" in Group Sync Assistant.
  
• The ESRS measures that have been consolidated so far can be shared. It is not necessary that all measures must be consolidated to sync.
  
• To learn more about ESRS and consolidation, please contact your PG team. More documentation will be available shortly.

Step 3: Approval - a snapshot of data is copied and saved from the recipient to the requester 

On approval, a snapshot of the registration data is copied from the recipient company's setup and saved to the requester company's setup, to the selected org. unit in their setup.

• No matter what measures exist in the requester company's setup.
  
• New registrations will be created and match the recipient company's data.
  
• If the recipient company shares a measure the requester company doesn't have, it will be created and shown in their measure list.
• The copied data is found in the requester's setup, under "Data reporting". At the selected org. unit, reporting period and solution.

New request required for repeated syncs and updates to the same measure 

When synced data (measures) is updated in the recipient's setup, a new request needs to be created and approved to share the updated information. If some measures have already been synced, but others remain unsynced, a new request must be created for those missing measures as well. 

Upon approval, new registrations will be created for any missing measures in the requester's setup. Any previously synced measures will be overwritten if newer data is available.

Delete a request

Requests can be deleted if they are pending or denied. Delete a request by clicking the "..."-icon for the request and then click "Delete request."

When deleted the request will disappear from both the group company's list of outgoing requests and from the sub company's list of incoming requests. If a previously approved request exists with the same recipient, solution, and period, it will be displayed instead.