eTrace FAQs

‘Old’ system   : RSPO IT System ;
‘New’ system  : RSPO eTrace


  • RSPO eTrace is the new and improved system for the traceability of physical trade of RSPO Certified Sustainable Palm Oil (CSPO).

  • With RSPO eTrace, we hope to have improved the current traceability System, in order to serve the vision of RSPO In transforming the market to make sustainable palm oil the norm.  Transparency, disclosure, clarity and efficiency in the physical trading of CSPO along the supply chain are imperative in fulfilling this vision. Members play a key role in ensuring this is achieved by participating, contributing and administrating the RSPO CSPO transactions to the best of their abilities.

  • The new system will be launched on July 23rd, 2012.

  • Yes, RSPO eTrace will replace the existing RSPO IT System as it is a new and improved traceability system for administrating the physical trade of Certified Sustainable Palm Oil (CSPO).

  • While the original objectives remain the same, the RSPO eTrace has improved functionalities, small new features together with an enhanced look-and feel as well as user friendliness. It is designed to serve as closely as possible the needs of the RSPO members in the supply chain. It will provide a clear overview of your transactions, your stock, and the conversions and downgrades you performed to it.

    In addition to this, the RSPO eTrace system also comprises a Download Area, and a Directory. In these respective areas, users can download manuals, traceability information, and search for the contact details of other players in the market.

  • The RSPO eTrace is a result of extensive and intensive discussions amongst members of the RSPO’s Trade & Traceability Standing Committee on how to improve the current RSPO IT System to ensure transparency, disclosure, clarity and efficiency in the physical trading of CSPO along the supply chain.  It is designed to serve as closely as possible the needs of the RSPO members along the supply chain. The online platform for both the existing and new system is technically developed and managed by UTZ CERTIFIED.

  • RSPO offers four supply chain models; a physical trading system via Mass Balance (MB), Segregated (SG) and Identity Preserved (IP) through the online platform managed by UTZ CERTIFIED and trading of green certificates through GreenPalm.  RSPO eTrace is a traceability system that covers only the physical trading of Certified Sustainable Palm Oil (CSPO).

  • No, RSPO eTrace does not affect the trading of green certificates through GreenPalm. Your transactions under the GreenPalm certificate trading program should continue to be recorded through the GreenPalm system.

    • RSPO certified members currently using the existing RSPO IT System.
    • RSPO certified members who are not currently using the existing RSPO IT System but who plan in the future to sell or buy RSPO CSPO physically via IP, SG or MB
    • Newly certified  RSPO members

  • A dedicated team is preparing to transfer your stock positions from the current system to RSPO eTrace. This will be done in the month before the go-live date of RSPO eTrace in the third quarter of 2012. You will be able to start using the system as soon as it goes live. Once 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 system. There will be more communications, information, detailed guidelines and steps on the migration process as we get closer to the date when the new system kicks off.

     
  • In the next few weeks and months, there will several communications bulletins on RSPO eTrace covering these aspects:
    • Communication 2: Update on major changes in RSPO eTrace versus the current RSPO IT System
    • Communication 3:  On what the migration process entails and how existing users are impacted. The final launch date will be shared at this stage. 
    • Communication 4: More explanation on the migration process further and what existing users should do after the go live date.
    • Communication 5:  Announcement of RSPO eTrace going live. At this stage you will be able to go in the system and perform your new transactions.
    Please click here [or http://www.rspo.org/file/commplan.png] to view communication flow chart.
  • All circulars/announcements will be published in the RSPO website (www.rspo.org.)

  • In order to learn about the specific functionalities of the system, we will provide online training videos at the moment RSPO eTrace goes live. These online videos explain in an easy step-by-step method how you can best use the system. All these materials will also be carried on the website.

  • The RSPO will send the circulars throughout this transitional period to all our member organizations’ database. And all information will also be published and updated on our website. The RSPO also kindly request that you to distribute this information within your organization to those involved in the administration of RSPO CSPO physical IP, SG and MB trades in order to ensure that this information reaches all the relevant parties.

  • When the system goes live, there will be a dedicated email address and team to respond to technical questions at that stage. For general enquiries on RSPO eTrace for now, please send to: etrace@rspo.org

  • Yes there will be an online training video which will be shared on both the RSPO corporate website and the RSPO eTrace portal which will guide users in an easy and simple format on how to use the new system. This material will be available closer to the date of the launch in Quarter 3 of 2012.
  • The online platform for both the existing and new system is technically developed by UTZ CERTIFIED, as the service provider. We have used this opportunity to name the new system as RSPO eTrace so that independent of the service provider used, there is clarity that this is a RSPO commissioned and utilized system and platform.
  • RSPO eTrace will provide tracking and tracing of CSPO movement from the CPO mill to the last refinery, similar to the current system. It will not be applicable beyond the last refinery.Any transaction/movement after the last refinery will be traced through a unique number which will be given to the refined products exiting the last refinery. The tracking and tracing will be monitored by the seller and buyer and checked by the certification body through the implementation of the conventional supply chain audit.

    Any claims made on the final products must be supported by evidence of sourcing of the raw material input (which is traceable to the unique number) and in line with the relevant requirement published by RSPO.
  • No.  Members who do not complete or submit the yearly surveillance audit report on file by June 25th, 2012, cannot be migrated to RSPO eTrace. Consequently, these members will not be able to administer their Segregated/Mass Balance transactions in RSPO eTrace when it goes live in Q3, 2012. 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.

    Please make sure that your annual surveillance audit is implemented and that the final report is forwarded to Palmoil@support.utzcertified.org before June 25th, 2012. In this way the migration team has adequate time to accurately and fully transfer your certification information to RSPO eTrace.
  • In the future, Certifying Bodies will be required to include this process into their audits. An advisory will be circulated on this when the details have been finalized. For now, CBs continue to play a role in ensuring accurate and adequate information is administered by member companies using the system.
  • Yes there will be a two week transaction free period just before RSPO eTrace goes live to ensure that your information from the current RSPO IT System is transferred in an accurate and timely manner.

    During the transaction free period, we will take the volume remaining on your member account in the current RSPO IT system and we will transfer this volume to RSPO eTrace. After we have transferred all your valid certification information and remaining certified volume, you will be able to start using the system as soon as it goes live.

    During this 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. It is our sincere aim to minimize the disruption caused during the migration process for current active users, and apologize in advance for any inconvenience caused during this critical transition.

  • The exact dates for the Transaction free period will be July 7th – July 23rd 2012.
  • Once RSPO eTrace goes live, the ‘old’ 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.

 

 

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