Transition Period from palmtrace to prisma

Upcoming Transition to RSPO’s new certification, trade and traceability system – prisma

We are pleased to introduce prisma, the new RSPO Information System, representing a significant advancement in RSPO’s efforts to enhance the efficiency and effectiveness of our certification processes.

prisma, which stands for “Palm Resource Information and Sustainability Management,” is RSPO’s platform designed to enhance trade and compliance with global sustainability regulations. As a unified point of collaboration for all RSPO stakeholders, prisma organises critical information and optimises operational efficiency, fostering better alignment and accountability across the palm oil supply chain. With a strong emphasis on standardising audit reports within its certification module, prisma enables advanced data analytics, driving improved adherence to RSPO Standards and ensuring sustainable practices throughout the industry. 

Transition from PalmTrace to prisma

This announcement serves to inform all RSPO Members about the upcoming transition from our existing IT platform, PalmTrace, to the new prisma platform. This transition is a critical step forward in improving our digital infrastructure and providing you with better tools and resources. prisma is set to officially launch on 2 February 2025, at 12:00 CET (19:00 MYT). 

Important timelines 

• Overall Transition Period for Certification Bodies (CBs): 1 November 2024 – 31 March 2025
• Overall Transition Period for Members: 1 January 2025 – 31 January 2025
• Cut-Over Period (Blackout dates): 31 January 2025 (12:00 CET) to 2 February 2025 (11:59 CET)

For RSPO Members (current PalmTrace users):

1. Transactions and remaining volumes:

Members are reminded to perform any final transactions or activities in PalmTrace before 31 January 2025, 12:00 CET. Please note that any pending transactions or activities in PalmTrace from 31 January 2025, 12:00 CET, will be cancelled, and any associated volumes will be returned to the previous account holder.

2. RSPO Licences:

• All licence updates and requests for new licences must be submitted in PalmTrace by 17 January 2025.
• RSPO has instructed Certification Bodies to submit requests for a time extension for any PalmTrace licences expiring in January 2025. The extension can be granted for a maximum of three (3) months from the original licence expiry date. However, for licences already extended to the maximum three (3) months, no further extensions will be permitted.

3. Invoice and Payment Information
   • Effective from 2 February 2025, RSPO will handle all invoicing and payments for transactions conducted on prisma.
   • For transactions conducted on PalmTrace on/before 31 January 2025, invoicing and payments will remain with Rainforest Alliance (RA).
   • Action required: If your organisation requires RSPO to be registered in your Supplier/Vendor Management System to accommodate the changes in invoicing details (including a new invoicing party and bank account number), please contact us at [email protected].

4. prisma onboarding and data migration
5. Data migration
   • RSPO will migrate your existing PalmTrace data (Sites/Facilities, Stock Balance, etc.) to prisma.
   • We have conducted a data verification exercise in November 2024, which closed on 9 December 2024. Members will have the opportunity to review and update their entity and site information in prisma during the soft launch starting on 23 December 2024.

2. Onboarding and training
   • We started training sessions (online and offline) in October, November & December 2024 to help you get familiar with prisma’s features and functionalities..
   • Further training sessions will continue in January 2025, and details will be communicated via email.

For Certification Bodies (CBs):

1. Universal Audit Report template: 

• As part of the transition to prisma, RSPO has prepared a Universal Audit Report template applicable to RSPO Principles and Criteria, RSPO Independent Smallholder Standard, and RSPO Supply Chain Certification audits. 
• Certification Bodies are required to use this template for all audits conducted from 1 November 2024 onwards. 

2. Licence requests: 

• CBs are reminded to submit any licence requests by 17 January 2025, 23:59 CET.
• Requests submitted after this date may not be reviewed or approved by RSPO. 
• CBs are encouraged to plan and communicate with Certificate Holders to avoid any unexpected disruptions during the transition phase.

General Reservation Clause

RSPO reserves the right to amend the dates and timelines mentioned in this announcement if deemed necessary. Any changes will be communicated promptly to all members via email and RSPO website.

For More Information

Please visit our prisma site at https://prismabyrspo.org. Additionally, we have attached an FAQ document that addresses common questions about this transition and its impact on the RSPO Members and the Certification Bodies.

Further questions

If you have any further questions or need clarification, please do not hesitate to contact us at  [email protected]. Our team is here to support you throughout this transition. 

Thank you for your continued commitment to sustainable palm oil.