Article
Which HR and social data do you need to collect for EcoVadis?
In brief
The EcoVadis Labor & Human Rights theme groups seven precise criteria, assessed through a management system built on policies, actions (measures and certifications) and results (reporting). On the results side, five HR indicators come up systematically for an SME. They already exist in standard Belgian documents — the prevention service's annual report, the training plan, the staff register — but scopes must be settled and trends explained.
What are the theme's seven criteria?
- Employee health and safety (working conditions, accidents, prevention)
- Working conditions (social dialogue, remuneration, working time)
- Skills development (training, career management)
- Diversity, equity and inclusion (anti-discrimination, gender equality)
- Union rights and social dialogue (freedom of association, collective agreements)
- Human rights (prevention of forced labour and child labour, respect for fundamental freedoms)
- Consumers and customers (customer health and safety, for aspects linked to the use of products or services)
What does a real file look like at a Walloon printer of size S?
| Indicator | 2024 | 2025 | Source |
|---|---|---|---|
| Hours worked | 37,331 | 35,862 | Prevention service annual report — Form A, 2025 (§2.1) |
| Days lost (work-related injury/death/illness) | 192 | 245 | idem, §2.2 (calendar days lost) |
| Workplace accidents | 3 | 1 | idem, §2.2 (1 accident with permanent incapacity) |
| Training hours / employee | 19.2 | ≈ 14.0 | 2025 annual training plan (45.5 days delivered × 8 h ÷ 26) |
| % of women | 6.89 | 7.69 | 2 women / 26 workers |
Which scopes do you have to settle?
- Hours worked: 35,862 h excluding temporary workers. The prevention service additionally declares 5,136 h of temporary workers (0 accidents). If 2024's 37,331 h included temps, then 40,998 h should be retained for 2025 — settle it once to keep the same method year over year.
- Accidents: 1 declared accident + 4 minor accidents + 0 commuting accidents. Frequency rate 27.9; actual severity rate 6.8.
- Training: 45.5 days delivered in 2025, converted at 8 h/day; if the company counts 7.6 h/day, the result becomes 13.3 h. A clear drop versus 2024 — document it, because EcoVadis looks at the trend.
- % of women: 2025 headcount of 26 workers, two women identified in the skills file. 2024's 6.89% corresponded to 2/29 — headcount down, women stable. To be confirmed by HR: the skills file mixes employees and temporary workers.
How do you anticipate unfavourable signals?
Two signals to prepare before reassessment in this example: severity (245 days lost versus 192, inflated by a single accident with permanent incapacity) and the drop in training hours. For each, prepare the evidence sheet with the narrative explaining the gap rather than hoping it goes unnoticed.
Key takeaways
- Five HR indicators cover the theme's reporting for an SME: hours worked, days lost, accidents, training hours per employee, % of women.
- The standard Belgian sources already exist: the prevention service's annual report (Form A), the training plan, the staff register.
- Settle scopes once (temporary workers in or out, hours per training day) and stick to them every year.
- Document unfavourable trends with a narrative: consistency and explanation count as much as the value.
Frequently asked questions
Where do you find these figures in a Belgian SME?
The internal prevention and protection service's annual report (Form A) provides hours worked, accidents and days lost; the annual training plan gives training hours; the staff register gives headcount and the gender split.
What if an indicator deteriorates from one year to the next?
Do not hide it: EcoVadis looks at the trend. Prepare an evidence sheet with a narrative explaining the gap (for instance a single accident with long-term incapacity inflating days lost) — better than a missing or inconsistent figure.