This article outlines the key phases, roles, data requirements, and timeline for the successful implementation of EUDR compliance, as presented in the kick-off slides. The goal is to ensure a smooth transition and readiness for EUDR risk management.
1. Project Overview and Team Roles
An efficient EUDR implementation is best supported by a focused task force made up of relevant internal experts. The project begins with a kick-off for the client.
Key Recommended Roles and Responsibilities:
EUDR Project Lead:
Leads the project from the client side, bridging legal, sustainability, and operational topics for overall success.
Acts as the internal lead for the EUDR project.
Serves as the primary point of contact for Prewave.
Brings subject matter expertise in EUDR, legal, and/or sustainability topics.
Manages administration and access for Standard users on the platform.
Ensures internal coordination across departments.
Should have good awareness of legal requirements and risk management.
Sourcing Expert:
Represents the procurement function, connecting supplier knowledge with sourcing systems and internal workflows.
Serves as the go-to expert on client sourcing practices
Deep understanding of client’s procurement system and requirements
Best-case an expert in supplier relationship management and transparency
Responsible for Standard Users in the Procurement/Sourcing department
Integration Representative:
Owns the technical connection between Prewave's platform and the client's IT systems.
Ensures data flows securely and accurately with minimal disruption to existing systems.
Acts as the client technical integration expert.
Serves as a liaison between Prewave's integration team and internal IT stakeholders.
Requires a deep understanding of the client's IT systems and requirements.
Responsible for enabling a smooth integration between client's IT systems and Prewave's software.
2. Data Management: Foundation for Implementation
A clear definition of the EUDR scope and an assessment of supplier readiness are critical before moving forward with data implementation.
Product Information:
Foundation:
The scoping for all products must be completed.
Inbound-Outbound Mapping needs to be feasible on a high level.
All information from "Data Requirements" must be retrievable.
Inbound Data Requirements:
Internal article reference
product name
HS code
supplier site
scientific name (wooden products)
Optional
Quantity (in KG)
Activity (Import/Domestic)
Outbound Data Requirements:
Internal article reference
product name
HS code
Optional
quantity (in Kg)
scientific name (wooden products)
activity (Export/Domestic)
Inbound-Outbound Mapping:
Internal article reference (outbound product)
Internal article reference (inbound product)
supplier site
A product dataset is defined as the unique combination of your product reference and the corresponding supplying site reference.
Supplier Information:
Foundation:
Suppliers' awareness of EUDR and its implications for them.
Suppliers' preparedness for getting requests from Prewave.
Suppliers' readiness for EUDR-compliance.
Supplier Data Requirements:
Internal supplier reference
site name
country code
city
address
industry
contact email
3. Streamlining Data Setup with the Discovery Sheet
Prewave provides a Discovery Sheet to streamline Data Setup and Product Master Data.
Discovery Sheet Structure:
Input Supplier: Information about relevant suppliers to uniquely identify and reach out to them. All suppliers from whom EUDR-related products are purchased must be included in the system.
Input Inbound: EUDR-required information on Inbound Products.
Input Outbound: EUDR-required information on Outbound Products.
Inbound-Outbound Mapping: Maps the inbound and outbound products, defining the connections between them.
The Discovery Sheet uses a legend: Green is Mandatory, Yellow is Optional, and Brown is filled out by Prewave.
4. Defining Initial Scope and Programme
The initial scope is defined by identifying the number of inbound products, suppliers, and confirming if suppliers have been contacted or prepared. For an efficient process with the ability to incorporate learnings, initial countries can be onboarded in the first phase.
Important to note:
We strongly recommend to limit the Initial Phase to 20 Suppliers.
Proven Approaches to Selecting the Right Initial Scope
By Region (e.g., EU-based suppliers):
Easier coordination
Shared time zone and language
Local compliance context
By Relationship (e.g., suppliers with strong, established relationships):
Faster feedback cycles
Lower onboarding friction
Ideal for trialing early onboarding steps in a low-risk setting
By Criticality (e.g., suppliers most critical to production):
Surfaces the most urgent risks and compliance gaps early
Ensures readiness where supply disruption would have the biggest impact
The general recommended process for rollout is Initiate → Evaluate → Adjust → Full Rollout. An exemplary timeline shows phases for engaging EU and Non-EU suppliers based on the scoping parameters above, followed by extending the approach to all suppliers and conducting Supplier Maturity Assessments.
5. Proposed Timeline and Key Milestones
The EUDR risk management process is empowered by Prewave and executed by the client, aiming for EUDR readiness by December 2025.
The overall process is typically broken down into a Preparation Phase, Implementation Phase, and a Compliance/Integration Phase.
A general example of Key Milestones and Activities over the next 4 months might look like this:
Preparation Phase (Month 1):
Data Preparation: Client is responsible for this task.
Setup of Initial Products and Suppliers: Prewave is responsible for this task.
Implementation Phase (Months 2-3):
User Training: Prewave provides training.
Consultant Check-ins & Strategy: Prewave provides support.
Obtain SMA Results (Supplier Maturity Assessment): Client is responsible (First Batch, Second Batch).
Obtain DDS/Origin & Producer Info: Client is responsible (Initial Phase, Batch 2+).
EUDR Risk Assessment and Mitigation: Client is responsible (Initial Phase).
Due Diligence Statement Generation: Client is responsible (Initial Phase).
Important Note:
In order to enable the enablement sessions (like user training), the data must be given to Prewave in an accepted format at least two weeks beforehand. Otherwise, enablement sessions will have to be pushed back.
Compliance Phase + Integration Phase (Month 4):
API Discussions: Client is responsible for these discussions.
Important to note:
The Integration Phase is only relevant if an API integration is part of the contractual package. For further information please reach out to your Client Success contact person.
EUDR Project Timeline: User Training and Technical Integration
An efficient implementation process for EUDR compliance is supported by iterative user training aligned with the end-to-end process, and technical integration can commence as early as Week 1. This approach aims to enable early momentum while supporting a phased user rollout.
Key Milestones and Activities:
Week 1: Master Data & Actions
Participants will become familiar with the Prewave system.
Training will cover basic flows, including:
User and collection management.
Supplier creation and screening.
Self-assessments.
Inbound and outbound product management.
Week 3: Supplier Maturity Assessment
This week focuses on detailed training in Supplier Engagement.
Activities include the Supplier Maturity Assessment.
A feedback loop on initial cases and lessons learned will be incorporated.
Week 5: Product Origin Request
The primary activity is Supplier Engagement: requesting origins from your supplier.
This also involves the process to add and import origins into the system.
Week 6: Deforestation Checks & Risk Mitigation
Initiate Request Deforestation Checks.
Provide training in available risk mitigation actions.
Week 7: DDS Generation & TRACES
Conduct Risk Assessments and detailed training regarding DDS Generation.
An overview of the TRACES system will be provided.
Week 8+: Technical Integration
This last phase is only relevant if an API Integration is part of the contractual package. For further information please reach out to your Customer Success contact person.
This phase involves a deep-dive into technical requirements for API connection. The aim is to achieve alignment on necessary next steps for integration.
6. EUDR Integration Milestones and Flow
The integration process involves several steps to connect Prewave's platform with the client's systems and EU TRACES System.
Extensive information can be found in this article.
Key EUDR Integration Milestones:
Supplier Data Check: Upload supplier in Prewave (Sync) and check necessary data availability.
Inbound Product Setup: Upload inbound products in Prewave, including a reference number to link to customer systems.
Inbound DDS Flow Monitoring: Monitor inbound products, handle alerts (origin requests, pending satellite checks, assessments), link existing inbound DDS if available, or request new origins, and submit inbound DDS to EU Traces.
Outbound Product Creation & Linking: Outbound products can be created in parallel or after inbound is compliant. Early linking is recommended, as Prewave will inherit the inbound status once available.
Outbound DDS Generation & System Integration: Submit outbound DDS to EU TRACES and optionally receive alerts if outbound DDS is blocked due to inbound not yet cleared.
The integration flow involves data transfer from customer systems (Excel/Databases, ERP Applications, Cloud Provider) to Prewave for supplier master data sync and product data. This data then feeds into the EUDR Flow for creating inbound and outbound products, handling origin requests, risk assessments, and finally generating and sending DDS data to the EU Trace System.
General Considerations for Integration:
Use product reference as the identifier to link the product in the ERP system.
Mapping table for Supplier ID – ERP Supplier ID.
Ensure supplier contact information is provided, as it is mandatory for sending an Origin request.
API integration timelines vary based on the customer's technology stack and the integration approach (e.g., scheduled batch processing, event-driven triggers).
7. Ensuring a Positive Supplier Experience
Especially during the initial contact and data collection with suppliers, Prewave supports guaranteeing a positive supplier experience.
How Prewave Supports Suppliers:
Prewave provides the supplier information about EUDR through access to the Knowledge Hub.
The supplier receives a Product Origin Request from the Prewave system.
The supplier is required to register or log-in to the Prewave system.
Prewave's Supplier Success team provides a variety of support material to streamline information retrieval.
The supplier is required to provide a DDS or production and geolocation information.
The supplier has the possibility to forward the request to their upstream suppliers.
Once the supplier has uploaded their DDS or production & geolocation specific information, Prewave proceeds with the risk assessments.
Prewave's Success Team ensures a positive supplier experience.
8. Next Steps to Get Started
To begin the EUDR implementation project, the following immediate steps are needed:
Project Team: The client needs to provide names, roles, and contact details for all project stakeholders to streamline communication and task ownership.
Alignment: Align on key topics, timing, and format for the initial training to ensure the right users receive the right content from the start.
Initial Scope: Prewave's team will configure the platform for Initial suppliers ahead of the training session, allowing users to engage with real data during onboarding.
Deliver First Data Set: The client should share the first batch of product and supplier data. This enables early validation and ensures the project can successfully hit the rollout timeline.