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Frequently asked questions (FAQ) on the SPOLD format
Acknowledgement of the organisations that have contributed to the development of the SPOLD format
The SPOLD format for life-cycle inventory data
The basic data used for environmental assessments of products (product life cycle inventory data) can be found in many different LCA databases and software. However, practically every database and software use their own format for storing and presenting the data, making data difficult to exchange and compare. To overcome these problems, the SPOLD format was developed in the years 1995 to 1997 as a joint effort by SPOLD and the different LCA database and software developers. Thus, the SPOLD format is a common format for exchange of life-cycle inventory data, allowing data to be understood, compared and exchanged, disregarding how they are stored in their original database.The SPOLD format is not intended as a questionnaire for data collection, nor for reporting final life cycle inventories. Questionnaires for data collection should be adapted to the specific users and can typically be made much simpler than the SPOLD format. Reports on final life cycle inventories should, in addition to the life cycle data as such, contain much more information on their purpose, commissioner, intended users, conclusions, limitations, etc.
The SPOLD format is first of all an electronic file format. This file format is described in the publication Weidema 1999a. If you do not have a commercial, SPOLD-compatible software for performing life cycle assessments, you may use the SPOLD Data Exchange Software to create, edit, view, import and export life cycle inventory data in the SPOLD '99 format. The SPOLD Data Exchange Software is freeware and can be downloaded from here. The software does not contain any calculation facilities and cannot be used to combine individual data sets into a product system or life cycle inventory. For this, you need to combine the SPOLD Data Exchange Software with a spreadsheet or a dedicated LCA software.
The SPOLD Data Exchange Software is currently maintained by 2.-0 LCA consultants. Software producers may download the source code, modify the software or to integrate it into their proprietary programs under general public license.
SPOLD-compliant software
Several software houses are working on making their LCA-software SPOLD-compliant (i.e. able to import and export data in SPOLD format).The following is a list of LCA-software that allows both import and export of data in SPOLD format, either fully or with some restrictions. We do not check the claims of the software producers, as we believe that this is a matter of trust between the software publisher and their customers:
SimaPro 5 by Pré can import and export files in the SPOLD ´99 format.
- TEAM 3.0 by Ecobilan can import and export files in SPOLD '99 format. According to personal information from the software publisher, the import/export is restricted to the information relative to the exchanges.
The following is a list of LCA-software and publishers, which currently claim that their software use the SPOLD format in one way or the other. SPOLD has not checked these claims, as we believe that this is a matter of trust between the software publisher and their customers:
- KCL-ECO 3.0 by KCL can read import and export files in the SPOLD '97 format, with some restrictions. The main difference between the KCL-ECO format and the SPOLD format is that whereas KCL-ECO has couple of (large) text fields for descriptive information such as module boundaries, allocation rules used, etc., the SPOLD format divides this data into many smaller fields. This means two things:
1) When importing data from SPOLD format, this descriptive information will be gathered together into (larger) KCL-ECO fields. Because the field titles are somewhat different, some information might be in a less logical place, but can however be found.
2) When exporting data to SPOLD format, the information entered into descriptive fields of KCL-ECO format, can’t be exported. However, an add-on to KCL-ECO 3.0 (named KCL DataMaster) allows you to enter the data into very specific SPOLD fields but this must be done manually.
In both cases, the most essential information of the module (data set), such as name, reference function, technology and geography, inputs/outputs and their values, will be exchanged automatically.Finally, you may use the SPOLD Data Exchange Software in conjunction with a standard spreadsheet program, such as Microsoft Excel. Please see the separate description of how this may be done.
- Umberto by Institut für Umweltinformatik Hamburg GmbH (current claim: “Supports import of data in SPOLD-format”)
Frequently asked questions on the SPOLD format
This FAQ should be seen as a supplement to the information given in the help file of the SPOLD Data Exchange Software and the explanations to the SPOLD '99 format (Weidema 1999a), not as a replacement of this information.What is the relation between the SPOLD format and the ISO activities on LCI data formats?
In the SPOLD file format there is a remark saying “Field ID numbers are NOT part of the file format but are used here for ease of reference”. Does that mean that they are not fixed ID numbers, so that they could change over time?
The SPOLD format seems to be very comprehensive, but also very detailed and prescriptive (for example, there are a lot of detailed fields under Time period and Cut-offs). Why can’t this information just be entered in text fields?
Can I use the SPOLD format if I do not have a LCA-software, which is fully SPOLD-compliant (i.e. is able to both import and export data in SPOLD format)?
If I have several unit processes, each with their own description and data, is it my choice to report them separately as unit processes or aggregate them into a system?
I don't have all the information that the format requests. Can I use the format anyway?
I miss a field for information on XXX.
The field that I want to use is too small for the information that I want to place there.
Can I include graphics and matemathical formulae?
How do I give my dataset a name?
How can I change the Reference Code of a dataset?
Can I change the status of my dataset from "System" to "Unit process" or vice versa?
I work with many different projects, each having their own product systems and datasets, which I store in my SPOLD Data Exchange Software. Is there any way I can isolate those datasets which belong to a specific project or product system?
Is there a regular maintenance and up-dating procedure for the SPOLD format and Data Exchange Software?
The SPOLD Data Exchange Software is being maintained by 2.-0 LCA consultants. Members of the SPOLD Database Networks regularly receive updated database files containing additions and revisions to the many look-ups in the software, e.g. the pre-defined lists of chemical substances, country codes, statistical classification etc. The most recent version of the software is always available for download from the SPOLD memorial site. The SPOLD format itself may also be revised, but to avoid loss of current SPOLD formatted data, and to avoid loss of the investments so far made in SPOLD compatible software and databases, such revisions are only made after careful consideration among the members of the SPOLD Data Networks. When the SPOLD format is updated, new software from SPOLD as well as the SPOLD Data Directory will still be able to read files in the old formats, including the original SPOLD '97 format.
What is the relation between the SPOLD format and the ISO activities on LCI data formats?
The work in the ISO Task Group on data formats (under the ISO TC207 / SC5 / WG2 1999-2001 resulted in the ISO Technical Specification 14048. This Technical Specification is close to the SPOLD format, but does not contain all the details and preseciptions of the SPOLD ´99 format and does contain some new fields.
In the SPOLD file format there is a remark saying “Field ID numbers are NOT part of the file format but are used here for ease of reference”. Does that mean that they are not fixed ID numbers, so that they could change over time?
That the ID numbers are not part of the format means that they are not to be taken into account by the machine-interpretable version of the format. The real unique ID of the fields are their names (Field area name. (dot) field name). The numeric ID’s are there just because it is easier when talking about the format to refer to field 201 than to “DataSetInformation.Type”.
The SPOLD format seems to be very comprehensive, but also very detailed and prescriptive (for example, there are a lot of detailed fields under Time period and Cut-offs). Why can’t this information just be entered in text fields?
In general, the SPOLD format has been made as prescriptive as possible, rather than leaving everything to free text fields. This allows more easy (and especially machine-interpretable) comparison of data.
Can I use the SPOLD format if I do not have a LCA-software, which is fully SPOLD-compliant (i.e. is able to both import and export data in SPOLD format)?
Yes, a number of research groups use the SPOLD Data Exchange Software for data entry and storage (either in its internal database or as ASCII-files). When they want to aggregate the datasets, they export them to an ordinary spreadsheet (for example using the special 'Export current dataset to Excel workbook' feature) or to an LCA-software that allows import of SPOLD datasets. The calculation result must then be entered manually into the SPOLD Data Exchange Software if you want to communicate the aggregated result in this form. Please see the separate description on how to convert spreadsheet data to the SPOLD format.
When describing a system, where do I place all the detailed information that I have on each sub-system?
If detailed information on all the unit processes of a system are available, there is actually no need for a separate dataset to report on the system. All that is needed is a dataset for each unit process, containing also the information on how to link to the next unit process in the chain. Any standard LCA-software (or spreadsheet) will then be able to link these unit processes into a system. Thus, the possibility to report data as "systems" should be reserved for such systems where the underlying unit processes are not available as separate datasets, either because they have been lost at an earlier stage of the data collection procedure or because they contain confidential information. When reporting such "intransparent" systems, the "system" dataset can only contain information on the total system and the most central processes and sub-systems. Separate data sets on the subsystems and unit processes that make up the system may then contain more information on these (quantitative when available, or just qualitative when quantitative data are only available at the system level).
If I have several unit processes, each with their own description and data, is it my choice to report them separately as unit processes or aggregate them into a system?
Yes, a data supplier can always decide not to publish the individual unit processes. However, we recommend that all data are published, to ensure transparency and the ability of the user to modify the data if desired. See also the answer to the question immediately above.
How can I describe the links between the individual unit processes (or sub-systems) in a large product system?
The necessary links are specified by entering the Reference Code of the connecting dataset in the field Location of each input from technosphere and output to technosphere. In the SPOLD Data Exchange Software, these links are not active and the linked datasets cannot automatically be aggregated. Automatic aggregation of SPOLD datasets can only be done in a dedicated software for life cycle assessments, which can interpret the specified links.
I don't have (or do not wish to share) data on emissions, but only data on an aggregated level, e.g. given in CO2-equivalents, person-equivalents or similar. Is that possible in the SPOLD format?
The user can define new output indicators, also the ones you mention, CO2-equivalents and person-equivalents. In fact you can give your output even in eco-points or monetary units. We do recognise that some industries may need to camouflage sensitive data, and that aggregated data are better than no data. However, our general advice is not to aggregate data, since such data are difficult to use for identifying improvement options. Therefore, such aggregated output indicators are not - and will not become - available as default options in the SPOLD Data Exchange Software.
I don't have all the information that the format requests. Can I use the format anyway?
The SPOLD format does not require anything of you. You do not have to fill in all the fields in the format. If you have no information for a specific field, you may simply leave it blank. The format does not constitute requirements for completeness or transparency. You may also create a dataset with qualitative information only, e.g. without any data on environmental inputs or outputs. Qualitative information may be as useful as quantitative. However, if you want to export a dataset or place it in the SPOLD Data Directory, it must have the status "finished", which means that a few fields are filled in, which are necessary for the dataset to be identifiable and meaningful to others. These are:
- Reference Function (name, amount, and unit), which explains what all the other data in the dataset refers to.
- Statistical Classification, where you classify the dataset according to the general area of human activity that the data relates to. This makes it easier to find the dataset in the database.I miss a field for information on XXX.
We have attempted to make the format as complete as possible, but it is unavoidable that specific users will like to add a field for a specific purpose. Often, the field you require will actually be there, but it may have a different name than what you expect when using your own terminology. However, if you are unable to find any field that suits your requirement, you can always use the fields in the field area (sub-tab) "Other" under "System model" for this additional information.
The field that I want to use is too small for the information that I want to place there.
It is often possible to shorten your text without loosing information. Try leaving out unnecessary words and redundant information. This may also make it easier for the reader to find the information that he is looking for. If you do not succeed by this procedure, place the remaining text in the field Other.InformationNotMentionedElsewhere (labelled "Other information" under the tab "System model").
Can I include graphics and matemathical formulae?
The formats for graphics and mathematical formulae have not yet been adequately harmonised for inclusion in the SPOLD format. We propose that you add a link in the relevant free text field to an Internet page where the graphics or formulae are then placed.
How do I give my dataset a name?
A name serves three purposes:
- unique identification,
- a human-interpretable label for easy identification,
- a label for searching among many others in a database.
To avoid redundancy, it is not possible to give a SPOLD dataset a separate name, since the three mentioned purposes are already fulfilled by information given in other fields:
- the Reference Code, which is autogenerated by the SPOLD Data Exchange Software, ensures unique identification,
- the Reference Function serves as a human-interpretable label for easy identification of the dataset,
- the field Statistical Classification serves a category label, which can be used in a structured database search. Free text-search is also possible on all product outputs and many other fields both in the SPOLD Database Network, and in the Database (Data Set List) in the File menu of the SPOLD Data Exchange Software (use 'Find...' under Options in the Data Set List).How can I change the Reference Code of a dataset?
To ensure unique identification of SPOLD datasets within a specific SPOLD Database Network, the reference code is autogenerated by the SPOLD Data Exchange Software. Every time you open an existing, finished dataset using the command "Edit", the dataset will automatically receive a new Reference code (if it is one of your own datasets, with your own three-letter company code, you may instead assign a new version number, thus keeping the old reference code).
Can I change the status of my dataset from "System" to "Unit process" or vice versa?
Yes, in the SPOLD Data Exchange Software this is possible by using 'Change Type...' under Options in the Data Set List ('Database...' in File menu)).
The "statistical classification" used by the SPOLD format appears to be an inconsistent mixture of activities and products?
The SPOLD format uses the classification system of the EU production and trade statistics (NACE, CPA and PRODCOM), hence the name. This classification system has the advantage that it is based on a complete correspondence between activities and products, so that any product is related to a specific activity class. Thus, the “mixture” of products and processes is actually an intended feature of this classification, and not an inconsistency. If you want a completely "consistent" nomenclature, you may simply add "Products from" in front of all activity names or "Production of" in front of all product names.
When the dataset is taken from another database or is edited from another SPOLD dataset, how should this be referenced and should the Generator be the Generator of the original dataset or the person mentioned under Data Entry in the original dataset?
An electronic database should be treated as any other publication (i.e. as a secondary source). A SPOLD dataset should be referenced to by the last name and initials of its author (the person mentioned under Data Entry), its year of publication (Timestamp / "Last modified" in the SPOLD Data Exchange Software) and with its Reference Code as title. For the new dataset that you edit, the Generator should be the Data Entry person of the original data (as with any secondary source). The Generator of the original dataset may be given under secondary sources.
When data come from a company's pamphlets, environmental reports or product datasheets, should I classify this as primary or secondary sources?
If the data are publicly available, they should be classified as Secondary sources. Primary sources are for data collected by the data generator and not published elsewhere (i.e. describing the site where measurements were made or giving references to personal communication or questionnaires).
In the energy and transport models, where can I report the method used for calculating primary energy consumption, and the allocations and assumptions made?
The energy and transport models are only relevant when reporting intransparent systems, i.e. systems for which the underlying unit processes are not available as separate datasets. For systems that are anyway intransparent, it is meaningless to give very precise information on exactly how the primary energy values are calculated, what allocations and assumptions were made etc. Thus, for these "models" there is only space for reporting roughly the most crucial information for a user of the dataset to judge whether the data are acceptable for his purpose (possibly with some adjustments). If you have more information, we suggest that you make a separate dataset for these sub-systems, and refer to this separate dataset by stating its reference code.
I have both net and gross energy values in my dataset, but the SPOLD format seems to require that I choose to report in either net or gross energy values?
It is preferable to report energy values consistently in either net or gross values throughout a dataset. However, if an individual energy value deviates from the one generally used, you may add that information under 'Data collection' for that individual exchange. You may also leave the energy values undefined (in the SPOLD Data Exchange Software, this is done by clicking the X in the upper right had corner of the dialogue box) although this is not recommended, since as data supplier you are closer to this information than any other prospective user of the data.
The SPOLD format software always presents my numeric data with three significant digits. Can I change this?
No, the scientific notation facility in the program uses always three digits, which allows reporting of data with a precision of at least 1%. Given the typical uncertainty in measurements, it would be misleading to express a larger degree of precision than what is possible with three significant digits. The actual significance on the mean value should be expressed in the field CV (CoefficientOfVariance).
The information on uncertainty that I have does not fit into the fields "Type of distribution" and "Coefficient of Variance"?
Uncertainty can be expressed in many ways. However, to make data on uncertainty more comparable, the SPOLD format prescribes the use of Type of distribution and Coefficient of Variance, which are both necessary and adequate in order to describe the uncertainty of any sample. If, for example, you know the minimum and the maximum values of the data, you write "range" under Type, consult the help file of the SPOLD Data Exchange Software to convert the min/max values into a Coefficient of Variance and describe the conversion done in the field Data treatment. If you have additional information on uncertainty, e.g. the size of the sample, this information can be placed in the field Collection method.
I work with many different projects, each having their own product systems and datasets, which I store in my SPOLD Data Exchange Software. Is there any way I can isolate those datasets which belong to a specific project or product system?
The SPOLD Data Exchange Software was not designed to store large numbers of data sets (we expected most people to use a dedicated LCA software for this), but you can solve your problem by adding your project name in the field 'LocalClassification'. When searching the data set list, you can then click on the column header 'Local classification', which will cause the data set list to be ordered according to the project names.
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