In case the corporate legal entity is registered then only the lead user of this entity can invite users from the other entities to join the UDB (not the IT team of the UDB). Nevertheless each site will have to be registered separately since it is covered by a separate mass-balancing system. If the certification is at the level of group then only an group entity will receive an invitation. If the certificates are available for each entity then each entity will be registered on UDB as an organization. An EO can work with VS and ensure the appropriate lead users are invited.
Each time a transaction from a specific site is registered, it should be linked to the respective valid certificate. We need to clarify the issue of self-certification but if these transaction could be linked to the available certificate that was issued as a result of the audit.
Multiple certificates (Same of different VS) can be linked to the same organization. A terminal/site under another certificate for same organization is possible. If we are referring to a site that is not certified then this feature will be enabled.
Any economic operator will have to be on boarded only once in the UDB in order to be able to register transactions. In case of different parts of the business being certified by different certification schemes, the VS will have to upload the different certificates. EOs will have to link respective transactions to the relevant certificate.
The user information can be inserted either by the users themselves or by the their certification scheme. In both cases, information becomes valid once it is confirmed by the economic operator concerned.
EO user registration is only by invitation. Ideally, VS/CB can only update certificates. However, some parts of the certificates may require updates by EO to ease the burden on VS during initial onboarding.
According to the published timing, it is expected that all economic operators should be on-boarded by the end of March 2023. Nevertheless, there is no specific deadline for this since it is considered that economic operators have the incentive to on-board as soon as possible, since those who are not in the system will not be able to register transactions and their raw material and/ or fuels risk to stay outside of the system and not counted for different targets.
There are 3 options to update sustainability: a) Online b) edelivery or system to system & c) with support of service provider.
The message is valid & such options may disappear in the future if those screens will not be enabled for the specific role/user. Mean whilst it is also a placeholder for users who can expect some of these features to be enabled for them.
This is intentional & blocked to avoid a user populating unnecessary data and to ensure adherence for the timeline communicated.
The initial stocks features will be activated once the on-boarding is competed but no later than end March 2023. If the users want to test the application please use the acceptance environment. Live environment should only be used to populate real data. We recommend EOs to follow trainings via VS or those organized by EC.
A user manual will be available along with training. More communication for EOs is to be expected via VS
The current legal basis covers only transport fuels but anticipating the revised UDB text agreed by the co-legislators we will need to cover also bioliquids.
The transactions could be registered directly by the economic operators. If services providers are used, the economic operators can choose one of them for all transactions.
All Biogas producers & consumers, DSO/TSOs to verify the injection & withdrawal, Schemes who certify producers, GO issuers/ registers
Yes, can request inclusions of product names to the existing list
We will include generic names for “biogas from mix of inputs” and “biomethane from mix of inputs”
Currently it is 5 minutes, we are planning to increase it to 15 minutes
For Acceptance it can remain, we have not planned a timeframe for it.
Both the Voluntary schemes need to provide the same NTR number for the Economic operator.
Onboarding has to be done twice as certificates are different for each VS. If the correct NTR is used the EO will have both certificates linked to his NTR.
No and also not possible from Prod to Acc. Acceptance is pure testing ground.
This is an issue of recipients mail server configurations. Invites are sent from our Central Notification System of European Commission (EU-CORPORATE-NOTIFICATION-SYSTEM@ec.europa.eu). The Recipients organization should ensure emails from the domain ec.europa.eu are trusted by recipient’s mail server (white list).
First time login it needs to refresh after the invitation is acceptance, after that the login is faster.
Yes. It’s available now. You can click on the ‘EN’ symbol on the top right corner and switch a language from EU.
The list of materials used by all voluntary schemes are available on UDB. Any interpretations by national systems will be mapped.
The UDB follows EDPR; The IT security standards of the European Commission are public and can be found here:https://commission.europa.eu/publications/security-standards-applying-all-european-commission-information-systems_en
Release notes are released here: https://webgate.ec.europa.eu/fpfis/wikis/display/UNIONDB/Release+Notes every two weeks. If you act as a watcher on this page, you will get updates.
Yes, each legal entity (Economic Operator in the UDB), should be identified with one NTR ID. If there are two NTR IDs, this means that there are two EOs.
The EO provides essential information to ISCC (as you as familiar with, the NTR ID, information about materials, scopes and GHG). ISCC compiles the data and uploads it into the UDB.
The legal entity is the overarching organization, called Economic Operator/Organization in the UDB. The site corresponds to the operational unit (main certified site) and other sites covered by the certificate, such as storage facilities (not individually certified), and dependent collecting points.
If these sites are not ISCC certified, we cannot add them to the UDB under the ISCC certificate.
In the acceptance environment is still under development, so bugs or other issues may occur.
The EO shall update the mass-balance start date & duration direct in the UDB.
Unfortunately, this is not envisioned in the UDB.
Transactions would need to be registered on UDB within 72 hours. However, there is a flexibility on UDB for providing PoS details on the PoS identifier generated within the end of mass-balance period or before a sale can be made with this consignment.
The 72 hours applies from the date of either the invoice or shipment details are available with the Economic Operator. This provides flexibility already for the economic Operator that the transaction may be registered after the shipment (example invoice is generated). Once the transaction is generated, UDB will provide the PoS identifier back to the Economic Operator. The Economic Operator is able to record the emission details before the end of the 3 months balancing period or before the sale of this received consignment on UDB.
There is a transaction reference which the EO can use to link their document to UDB transaction.
If the Buyer does not accept or reject and considering the sale is already shipped, the transaction can be cancelled by the seller
A sale & production cannot be introduced on UDB without having the input in stock
- possible losses of raw materials or final product from production;
This would be allowed implicitly as part of conversion or explicitly for adjustments due to losses
- registration period that allows the EO to do Mass Balance of up to 3 months;
It is possible to register the transaction after the date of Mass-balance end date provided the date of transaction is within the mass-balance period. This will be allowed until the EO has verified & marked the end of mass-balance.
- automatic interconnection in UDB platform between production batches and raw materials;
Yes inputs & outputs are linked for specific batches/consignment.
- managing the raw materials for production as they do in their production plant and not only in a FIFO model;
The EO may choose which raw materials to use for conversion/production & decide which output consignments to group before further sale.
- all final documents SD and PoS should have the possibility to be filled according to the manual existing ones, not missing the cases of the km travelled or any new field changes that happened in the last months.
Updates for sourcing contacts (new ones) can be made at any point in time online on UDB or via eDelivery exchange.
We will create process to remove unprocessed (not needed) feedstock. There will be need to report NTR and name of EO to whom it will be sell (transaction). This EO doesn’t need to be registered.
Yes, this will be made available publicly when the scheme has nominated the same.
The harmonized materials list is consulted with the schemes & Member states already. All fuels listed can only be extended if it is adopted in the directives. All raw materials are listed as per the certification process & can be extended based on recommendation from Certification body/scheme.
All national schemes have been requested to notify EC to be included in the UDB. When a national scheme has notified commission the consignments certified under national schemes & further traded will be transparent to Economic operators.
As of January 2024, all Economic Operators whose organization & certificates are onboarded by their scheme will be able to register their initial stocks (closing of mass-balance) and the trade transaction. Where the Economic Operators completes this registration at a later date, they will be able to submit trade transaction ex-poste when they are registered correctly.
National schemes may notify & include their scheme into UDB without being recognized by EC. DG Ener has sent notifications to all member states to notify their details.
There is ongoing work on linking the UDB with national databases. All certification schemes will be on boarded in UDB, included the ones not recognized by the Commission but used by EU MSs.
There is no hotline planned, As we said we train the trainer, I don’t think the schemes are taking responsibility on this aspect. We are available to engage in a productive dialogue, and hope to assist you towards the effort of a functioning EU UDB
Yes, if they are certified by voluntary schemes and are part of the supply chain.
No. UDB is only available in EU languages.
A guideline for material processing will cover most of these questions.
If the scope of site is meant here, then the scope of materials valid for the site is what is meant. This should also be specified in the certificate & is normally the responsibility of VS.
If the scope of an EO is referred to here, then it is as per the definition in the certificate. Please refer to the below link about the possible values of scope of EO.
Date of processing can be grouped as long as the emission characteristics for processing within the date range is constant. i.e. The EO may chose to use the last day of the week or month to apply conversion.
The conversion allows indeed input or output material & quantity. In such case UDB can recognize the yield at site level but not necessarily at each individual step unless those steps are registered on UDB for each processing step / material created. Implementing a standard yield approach would mean further corrections in subsequent stage for rounding off or variations. We understand that there is no standard yield that can be applied through out the year. Hence this approach is universal for all types of processing. In such cases using a standard yield may not provide accurate information to UDB about the reality to the auditors during audits thereby the reliability of information on UDB.
A batch of input materials with same emission characteristics when converted to an output materials, a new PoS is generated by UDB. An EO will be informed about the different consignments (unique emission & origin characteristics) that he converted in order to use them for future trades. The implementation specifics both on online & e-Delivery will be explained in the guidelines.
Losses can be adjusted during conversion process. Alternatively UDB will provide an feature to adjust losses during mass-balance period.
Transfers between sites for same EO & same certificate will be enabled.
If the crushing activity is executed at the same site and can be uniquely identifiable on UDB as a new material name then this can be registered on UDB using a trade transaction. In the case where the material name is same after crushing & there is a need to recognize the losses after crushing in terms of quantity then the losses features can be applied.
Due to the variation across the markets the first registration of a feedstock or fuel has the flexibility to update the emissions before the subsequent sale is made. In all other subsequent trades, the trade cannot be registered until the PoS details are completed. In such a case your suggestion makes sense and to that effect the rule of 72 hours does not hold good. We indeed encourage submission of all documents together, but do recognize that there is a time period needed for the market to digitize their processes.
Yes, Please refer to prior workgroup engagement & the information available on wiki that describes the mandatory & optional fields. User manuals for transactions will also be available soon.
Yes, this is possible.
Normally losses due to transportation & storage will be allowed to be adjusted. This feature will be allowed in the future. Mean whilst it is at the discretion of the buyer to accept the trade transaction. Considering on UDB the trade transaction is for the sale of a consignment that could be shipped in multiple consignments on different dates, what matters is the invoiced stocks that are eventually shipped.
Original PoS is the PoS of the material & consignment that originated from & is normally issued to 1st gathering point by UDB. It is unique. This means each consignment at any point in value chain will have a combination of POS that can uniquely identify a consignment with its emission footprint. The existing Systems at EOs may store such reference received from UDB in order to aggregate or split for referencing in further trading or conversion. The term original PoS also is referred for a new material generated during a material conversion process.
Training sessions are available from February that can cover these topics.
To be able to add the in and out materials and the GHG characteristics, it is possible whilst registering the certificate scope. Additionally GHG emissions are updated for the trade transactions. The question was not very clear to us.
This feature for auto notification is in our backlog for Q2. The Buyer / seller can see all transactions (accepted, rejected, pending etc.) once they log onto UDB and navigate to the manage transactions section.
In case of errors in volumes, units & other details, the transaction can be rejected by Buyer in order to correct the same transaction by seller.
Delivery site can also be updated by the buyer subsequently without rejecting the transaction.
GHG Emissions can be updated until the end of Mass-balance period or mandatorily before the consignment is sold.
A seller cannot register a trade on UDB without the PoS details being filled out. i.e. A buyer cannot recognize this transaction in their mass-balance if the trade transaction is not registered by Seller on UDB. It is in their mutual interest to do so at the earliest. i.e. within the mass-balance period.
- Should they take into account only the biofuel, that is contained in the final mix, or should they declare the quantity of mixture? Biofuel is produced based on certain inputs that are supplied from a certified trader etc. Only these quantities can be used for conversion to biofuel
- What information should be registered with 72 hours? (Quantity, raw material, country of origin?)
– Assuming we are referring to conversion of materials to biofuel, then the quantity, raw materials are applicable. Country of origin is traced by UDB automatically for consignments being converted.
These dates are not applicable until most of the EOs are onboarded across the schemes.
Initial stock registration takes into account stock of EOs at a given point in time (Date to be defined). Any trades after this date can only be registered by sellers (except point of origin). As a buyer one can accept such trades. It is possible initially for some period of time to register such trades ex-post
We have taken note that the first gathering point/trader will have 72 hours to send us its batch of raw materials on the platform: This is 72 hours from the date of invoice -Do we also have 72h to accept it?
Yes, this would also apply for Accept & Rejection of transactions.
-Once accepted can we make changes?
No, this will then need to be a corrective procedure, However a buyer can reject the trade so that the seller can correct it.
-If the deliverer does not use the tool, what happens? I
t is the sellers responsibility to register. Otherwise such consignments are not recognized on UDB
-What are everyone's responsibilities?
-Who is responsible if the accepted value is wrong?
Seller is responsible to register the trade transaction. Buyer has the option to accept or reject. Seller can correct the information before resubmitting
YES, since the 1st gathering point will have to register the transactions and encode a point of origin. Nevertheless, the points of origin are not supposed to register transactions
Any transfers to a site that is listed in the certificate is to be included. UDB only recognizes sites & not storage tanks etc.
Processing & Production is to be recorded under material conversion.
There is a delay of several days between the transaction and the POS
Transactions have to be registered within 72 hours of traded date/shipment.
PoS can be updated later but before the end of mass-balance period. A stock cannot be registered for sale to buyer on UDB if the PoS is not up to date.
Could you please articulate the pre-selected third parties? We are not engaged with CarburE & neither clear about their activities? On UDB an EO can submit transaction programmatically from their IT systems or with the help of a service provider nominated by Voluntary scheme who can submit on their behalf. With this approach it is possible to submit bulk transactions.
All feedstocks being collected by first gathering point shall be registered by 1st gathering point on the UDB. Again the same approach as above holds good. A trade transaction will include material, quantity etc. Emission characteristics can be updated at a later point in time. Subsequently when 1st gathering point sells to another party, all information shall be available before registering the trade on the UDB.
The trade transactions is to be registered within 72 hours based on the invoice/shipment details. However the emission details can be updated until the end-of mass-balance period or the sale of the stock, whichever is earlier. In other words, the sale of the stock cannot be registered on UDB unless the emission details are unknown.
A transaction on UDB is the physical movement of the stock or the trade transaction (for trading without shipment) i.e. on the basis of an Invoice generated during shipment, but not necessarily the PoS. PoS can be updated at a later point in time (if unknown at the point of shipment).
YES, it is pending onboarding of Eos
Initial stock registration is one time activity and cannot be traced in UDB due to lack tracing of such materials encoded. We do not plan to provide bulk upload for the initial stocks registration.
We are discussing with the national databases about integration with UDB. The goal would be to reduce burden on Economic operator after integration.
For certificates where there are combination of one or more GHG types i.e. the certification of the specific sites & process. The following options can be used (the UDB available certificate GHG categories: DV,AV,NUTS2)
For reporting about the GHG method (the UDB choices available for the GHG calculation method are: TDV,DDV,AV) on PoS for a consignment that has a combination of different GHG applied at different points in the value chain.