Communication Circular 3, 8 June 2012
Message 1): ANNOUNCING THE TRANSACTION FREE PERIOD
From July 7th until July 23, the RSPO will have a trading free period for the physical trades on our trading platform During this period will go through a migration and are updating our systems to the new RSPO eTrace system It is our objective to minimize the disruption caused during this process for our members. Therefore we would like to ask all members to finalize all their transactions and make sure their trading partners do the same before July 7th.
During the transaction free period, the current RSPO IT system will not be available and you will not be able to record any transactions. On July 23rd when the RSPO eTrace goes live, the current traceability system will be available only as a “read-only mode”. While all physical CSPO transactions from then on will have to be administered within the new RSPO eTrace system
Dear RSPO members,
With reference to the previous communications circular sent to you on RSPO eTrace, we would like to announce the GO-LIVE date!
1. GO-LIVE DATE for RSPO eTrace
We are glad to announce that the exact GO-LIVE date of RSPO eTrace has been determined. The improved traceability system for administrating the physical trade of Certified Sustainable Palm Oil (CSPO) will be launched on July 23, 2012.
2. TRANSACTION FREE PERIOD
As mentioned in the previous communications, there will be a transaction free period of 10 working days prior to the GO-LIVE date in order to ensure that your information from the current RSPO IT-system will be transferred in an accurate and timely manner into RSPO eTrace.
This transaction free period will be from July 7, 2012 until July 23, 2012.
Note that during the transaction free period, the current RSPO IT system will not be available and you will not be able to record any transactions. Any transactions not recorded before or during the transaction free period must be recorded by you retrospectively in RSPO eTrace after it is launched.
More detailed information will be shared with you in the following communications circulars.
3. IMMEDIATE ACTION REQUIRED ON ANNUAL CERTIFICATION SURVEILLANCE AUDIT
We have noticed some critical gaps in the required annual certification surveillance audits – specifically for Mills - for the current certification period. It seems that either the annual audits are not being implemented as required; or alternatively, it could be possible that the annual audits have been completed but the surveillance report has not been forwarded by the Certifying Bodies (CB) to Palmoil@support.utzcertified.org. It is highly critical that you check the status of this by logging into the current RSPO IT system and verify if your certification details in the system correspond with your annual surveillance report.
ACTION 1: Please make sure that your annual surveillance audit is implemented and that the final report is forwarded to Palmoil@support.utzcertified.org before June 25, 2012. In this way the migration team has adequate time to accurately and fully transfer your certification information to RSPO eTrace.
DISRUPTIVE IMPLICATIONS: Members who do not complete or submit the yearly surveillance audit report on file by June 25, 2012, cannot be migrated to RSPO eTrace. Consequently, these members will not be able to administer their SG/MB transactions in RSPO eTrace when it goes live on July 23, 2012.
If you have any questions on the status of your certification process, please contact RSPO at email@example.com.
Please make sure you will read the next communications in the coming weeks, for more detailed information.
Spread the news!
We kindly ask you to distribute this information within your organization to those involved in the administration of RSPO CSPO physical IP, SG and MB trades.
Please also familiar yourself with the prior communications, which can be accessed here (http://www.rspo.org/en/communication_circular and the Questions & Answers can be accessed via http://www.rspo.org/en/rspo_etrace_faqs
If you have any questions on or about RSPO eTrace, please send your enquiries to: firstname.lastname@example.org
RSPO eTrace FAQs - please click HERE.