How to manage the KIID on the Fundsquare platform - e-File

How to manage the Key Investor Information
Document on the Fundsquare platform
Or “WHERE IS THE KIID …?”
Document Library
Package to Regulator(s)
Fundsquare Webportal
Document Dissemination Service
White Labelling
Last update: 5/01/15
Table of contents
1 INTRODUCTION ...................................................................................................................................... 2
1.1 Purpose of the document ............................................................................................................... 2
1.2 Acronyms and abbreviations .......................................................................................................... 2
2 DOCUMENT LIBRARY ............................................................................................................................ 3
2.1 General........................................................................................................................................... 3
2.2
Upload via FTP .............................................................................................................................. 3
2.3 Manual upload within the Document Management ........................................................................ 5
3 THE REGULATOR PACKAGE ................................................................................................................ 7
3.1 General........................................................................................................................................... 7
3.2
The filing CLM ................................................................................................................................ 7
3.3
Package to the CSSF (for LU funds) ............................................................................................. 7
3.4 Packages to other Regulators (for LU and Non LU funds) ............................................................ 7
4 FUNDSQUARE WEBPORTAL................................................................................................................. 9
4.1 General........................................................................................................................................... 9
4.2
The DHS ........................................................................................................................................ 9
4.3
The Publication basket ................................................................................................................. 10
4.3.1
Automated publication ........................................................................................................ 10
4.3.1.1 Publication upon reception ..................................................................................................................10
4.3.1.2 Publication after transmission .............................................................................................................10
4.3.1.3 Publication without transmission .......................................................................................................10
4.3.2
Manual publication ............................................................................................................. 10
4.3.3
KIID Unpublication ............................................................................................................. 12
4.4 Difference between the DHS basket and the Publication basket ................................................ 12
4.5 The Publication CLM .................................................................................................................... 12
5 WHITE LABELLING ............................................................................................................................... 13
5.1 General......................................................................................................................................... 13
5.2
HTML White labelling ................................................................................................................... 13
5.3
XML White labelling ..................................................................................................................... 13
5.4 The White labelling CLM .............................................................................................................. 13
6 THE DOCUMENT DISSEMINATION SERVICE (“DDS”)....................................................................... 14
6.1 General......................................................................................................................................... 14
6.2 The dissemination CLM ............................................................................................................... 14
7 USEFUL TOOLS .................................................................................................................................... 15
7.1 General......................................................................................................................................... 15
7.2
Dashboard 3_24 Follow up: Detailed view on KIID ..................................................................... 15
7.3
Document properties .................................................................................................................... 15
7.4
Status of a share-class at FSQ and the CSSF ............................................................................ 16
Not to be transmitted or reproduced without the permission of Fundsquare
Disclaimer: This document is subject to change and chosen print screens showing fundnames are random and do under no
circumstances express recommendations for investments or any preferences of FSQ.
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Last update: 5/01/15
1 Introduction
1.1 Purpose of the document
The most asked question from the users of the Fundsquare (“FSQ”) platform when contacting FSQ is
“Where is my KIID?” This note deals with the availability of a Key Investor Information Document (“KIID”)
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in the various services and modules on the FSQ platform .
The second chapter starts with the sending and the upload of the KIIDs into the Document library
(Chapter 2) or “How can I upload a document in the library?”
The note explains the prerequisites of the Regulator filing (Chapter 3) (“Why is this KIID not included in
the package we received?”), the publication on the Fundsquare webportal (Chapter 4) as well as the
White Labelling (Chapter 5) (“Why is this KIID not visible?”) and finally in the documents sent with the
Document Dissemination Service (Chapter 6) (“Why has this KIID not been sent?”).
This note is aimed at “confirmed” user of the FSQ platform and should be read in conjunction with the
Regulator Update and KIID Distribution Guide. This document does not replace other available manuals
(e.g. Registration and Distribution Management, Document Management) that can be found on www.efile.lu under the Support section, “Consult our user manuals”.
1.2 Acronyms and abbreviations
Term
Description
CLM
Country Language Matrix
DDS
Document Dissemination Service
DHS
Document Hosting Service
FSQ
Fundsquare
FTP
File Transfer Protocol
HTML
HyperText Markup Language used to create web pages
KIID
Key Investor Information Document
KIID Factory
Service provider that produces KIIDs
Package
Email including KIIDs, either for a KIID update filing or a light
notification
XML
Extensible Markup Language
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the underlying rules do also majorly apply to the other document types that are accepted on the FSQ platform
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Disclaimer: This document is subject to change and chosen print screens showing fundnames are random and do under no
circumstances express recommendations for investments or any preferences of FSQ.
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Last update: 5/01/15
2 Document library
2.1 General
A KIID can be uploaded in the Document library via FTP or manually within the document management
tool. After the upload, documents are available in the document library.
HINT: Only the most recent version of a document is visible in the library. Any previous version available
can be found by using the
.
2.2 Upload via FTP
The KIID factory can be linked to the asset manager’s library and can bulk upload the KIIDs provided the
Fundsquare naming convention is applied.
Upon the upload of the KIIDs into the library, an acknowledgement file is sent by email to both the sender
and the owner of the library (and any other receiving party defined) including an indexation report as
outlined below:
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In case of an indexation error, the header of the acknowledgement email will mention “NOK” (not ok), eg
Fundsquare: Document Acknowledgement - Accusé de réception Documents [KIID Factory
(Luxembourg) S.A. / NOK ].
Potential error reasons:
“Unrecognized instrument”: the share-class is missing in the FSQ database; the static data file has to
be provided to [email protected] so that the share-class can be created. The ffs template is
available in the dashboard 1_2 – Static data file template. Alternatively, the fund administrator can
create the share-class via the FSQ Station. HINT: As soon as the share-class is set up, the KIID will
be “attached” to the latter and does not have to be resubmitted.
Incorrect file names of the KIID (document type, country code or language code non recognized);
Naming errors can be resolved by resending the correctly named KIID via FTP or by correcting the
indexation of the document in the “Documents with indexation error” tab:
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2.3 Manual upload within the Document Management
KIIDs can be manually uploaded by using the
the document management tool:
button in the document library section of
Upon completion of the upload, KIIDs are available in the document library:
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circumstances express recommendations for investments or any preferences of FSQ.
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HINT: By default, only active and inactive share-classes are preselected in the filter menu:
In order to search for KIIDs of closed share-classes, please check the
box as well.
HINT: If a document is deleted from the document library, it will also be unpublished.
Not to be transmitted or reproduced without the permission of Fundsquare
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circumstances express recommendations for investments or any preferences of FSQ.
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3 The Regulator Package
3.1 General
Instead of manually preparing a Regulator Package, the latter can be automatically created according to
a defined schedule. The schedule is defined upon instruction. KIIDs will be considered in automatically
generated Regulator packages (update or light notification) according to certain conditions.
Please note that for master-slave share class structures, KIIDs available for slave share classes will NOT
be included in the automatically prepared packages (but can be added manually).
3.2 The filing CLM
In order to define which language version is sent to the various Regulators, a filing CLM has to be defined
before the filing can take place. The information has to be provided for the setup and can be changed or
completed upon instruction after the initial setup.
The filing CLM is available in dashboard 0_1 – Country/Language matrix in the Efile - Regulator
Transmission tab.
3.3 Package to the CSSF (for LU funds)
The following conditions need to be met for KIIDs to be included in a package to the CSSF:
The status at FSQ or at the CSSF can be inactive (no constitution/activation date), but must not be
closed simultaneously (ie constitution date AND closing date) at BOTH FSQ AND the CSSF.
The share-class needs to have a matching CSSF code in the FSQ database
New KIID (not yet transmitted to the CSSF) with a more recent reference date than the latest KIID
filed to the CSSF
Status E or A or N or R in the registration matrix for Luxembourg
A KIID will not be considered if the CSSF has already received a KIID with the same reference date after
the KIID had been added to the library. KIIDs will be appear in the suggestions and be included in the
package to the CSSF until the KIIDs have been transmitted to the CSSF.
3.4 Packages to other Regulators (for LU and Non LU funds)
The following conditions need to be met for KIIDs to be included in a package to the Non LU Regulators
(and to the CSSF for Non Lu funds):
no closing date for the share-class in the FSQ database
For LU funds (to host regulators), the activation date at the CSSF needs to be set to a date that is not
in the future
New KIID (not yet transmitted to the relevant Regulator AND with a more recent reference date than
the latest KIID transmitted in an update package)
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Last update: 5/01/15
Minimum 1 KIID has been filed to the CSSF for the relevant share-class independent of the accepted
languages. This only applies to LU Funds.
KIID updates: Status R (or Na) in the registration matrix for the designated host country. For Belgium,
share-classes with a registration status set to Ri or Rp are excluded per definition of the Belgian
Regulator.
KIID light notification (for additional share-classes in an already registered subfund): Status E or A in
the registration matrix for the designated host country. HINT: In order to avoid considering KIIDs for a
light notification where a full notification packages is necessary, minimum one R (and/or Na) is
required per subfund.
no full notification in progress
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Last update: 5/01/15
4 Fundsquare webportal
4.1 General
In order to make a KIID available on the FSQ webportal, you can either use the DHS or the Publication
basket.
4.2 The DHS
Any KIID that has been filed via the Efile document management module will automatically be added to
the DHS basket and be available on the FSQ webportal. Alternatively, a KIID can be manually added to
this basket. The KIID has to be selected in the document library
using the
and added to the DHS basket by
and
button.
In the following screen, select Document Hosting basket and the country:
The available countries in the dropdown box are sourced from the registration matrix (Status E or A or
N or R (and their sub-status)).
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4.3 The Publication basket
4.3.1
Automated publication
In order to make a document available on the FSQ webportal, automations can be defined upon request
to [email protected]. Any publication automation requires the following conditions to be met:
the status of the share-class at FSQ has to be active
status R, or Ri or Rp in the registration matrix
status D in the distribution matrix
country/language mapping in the publication CLM
The following automatic publication mechanisms are available (Other publication mechanisms can be
developed according to your needs but might generate development and implementation costs):
4.3.1.1
Publication upon reception
The KIID is published immediately after upload into the document library via FTP.
4.3.1.2
Publication after transmission
The KIID is published as soon as it has been used in a regulator package. However, the transmitted KIID
will not be published if a more recent KIID (in terms of reference date) is available in the library.
HINT: It is possible to add a delay between transmission and publication.
4.3.1.3
Publication without transmission
A KIID can be published without being used in a regulator package if another language version with the
same reference date has been transmitted. Eg for Luxembourg, the English and German KIID can be
published after that only the French version with the same reference date has been filed.
4.3.2
Manual publication
KIIDs can be manually published via the Publication basket. The KIID has to be selected in the document
library
and to be added to the Publication basket by using the
button.
and
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In the next screen, select the Publication basket and validate.
After that a document has been added to the publication basket, the document is available on the FSQ
webportal, provided the shareclass is active in the FSQ database and the language used in the naming
convention of the KIID is mapped to a country in the publication CLM.
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4.3.3
KIID Unpublication
To unpublish a KIID, access the Publication basket, select and delete the document. Should the
document have been transmitted in a Regulator package, it has also to be removed from the DHS basket.
HINT: Only the most recent version of a document is visible in the publication basket. In order to
unpublish multiple versions of the same document, the latter have to be unpublished one after the other.
After deleting a document from the Publication basket, it is NOT physically deleted, it will still remain
available in the document library.
4.4 Difference between the DHS basket and the Publication basket
In terms of availability on the FSQ webpage, there is no difference between the two baskets. The
difference affects the availability for other services, ie XML White Labelling and Document Dissemination.
The publication of a KIID via the Publication basket is indeed a prerequisite for these two services,
whereas the publication via DHS is not.
4.5 The Publication CLM
The KIID is made available on the FSQ webportal according to generic publication CLM. The latter is a
set of rules that defines the default languages that are used in each country, by document type. Those
languages can be tailored according to your needs and upon written instruction to
[email protected].
The publication CLM is available in dashboard 0_1 – Country/Language matrix in the Publication _ WL
HTML tab.
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5 White labelling
5.1 General
Currently FSQ supports to type of white labelling technologies:
HTML white labelling
XML white labelling
5.2 HTML White labelling
In order to make the KIID available on a HTML white labelled website, the following conditions need to be
met (the order by which they are met is not relevant):
the status of the share-class at FSQ has to be active
the KIID has to be published (only the most recent version will be visible, either in the DHS basket or
in the Publication basket. Please consult the relevant chapters in this note.
Status E or A or N or R (and their sub-status) in the Registration matrix
the publication date in the KIID name has been met or past
For a HTML white labelled website, status D is optional.
5.3 XML White labelling
In order to make the KIID available on a XML white labelled website, the following conditions need to be
met (the order by which they are met is not relevant):
the status of the share-class at FSQ has to be active
the KIID has to be published (only the most recent version will be visible) (either upon indexation, by
a publication automation or manually with the publication basket). Please consult the relevant chapter
in this note.
the publication date in the KIID name has been met or past
status R in the Registration matrix or status D in the Distribution matrix
5.4 The White labelling CLM
A KIID can be made available in the white labelling according to a client specific CLM. The latter is a set
of rules that defines by fund the language(s) that is or are used for each country.
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6 The Document Dissemination Service (“DDS”)
6.1 General
The DDS sends KIIDs to distribution platforms, datavendors and individuals. The following conditions
need to be met (the order by which they are met is not relevant):
the status of the share-class at FSQ has to be active
the KIID has to be published in the Publication basket KIID (and the publication date has to be met or
passed)
status R (or Ri or Rp) in the Registration matrix
status D in the Distribution matrix
the share-class has to be selected in the relevant dissemination list:
After accessing a sending list with the dissemination setup module, the selection of the share class can
either be done by selecting the fund, the subfund or individual share classes within a sending list. HINT:
Dashboards are available for the most recent dissemination during the last 12 months.
6.2 The dissemination CLM
The dissemination CLM defines for each dissemination list, which languages will be sent, by document
and by country. It can be created upon request to [email protected].
HINT: If no CLM has been defined for a dissemination list, all available language versions will be sent.
Please note that for a dissemination of non-specific KIIDs to FUNDINFO, a dissemination CLM is
mandatory, as it is the source data to complete the “PublicationCountry“ information only required for the
FUNDINFO dissemination file.
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7 Useful tools
7.1 General
Various dashboards are available in the dashboard section of efile. Even if we do not explicitly make
reference to all of those dashboards, we suggest that you access them on a regular basis as they are
able to provide numerous kind of information. Depending on your needs, more customized dashboards
can be developed.
7.2 Dashboard 3_24 Follow up: Detailed view on KIID
In order to check the various conditions, we suggest to use the dashboard 3_24 Follow up: Detailed view
on KIID. This dashboard centralizes both the status in the FSQ and the CSSF database and allows you to
check the registration status of each KIID for each Regulator.
Document properties by filing country
Status in the FSQ
database
Status in the CSSF
database
Publication status
Registration status
Filing status
Distribution status
7.3 Document properties
Another way to check the use of a KIID is to access the document properties in the document library by
clicking
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The pop up screen shows the use in the different workflows (baskets):
7.4 Status of a share-class at FSQ and the CSSF
The status of a share-class in the FSQ database can be changed either by sending a completed FFS
form to [email protected]. The template is available in dashboard 1_2 – Static Data file Template Fund
administrators are also able to change the status on the FSQ station.
The status of the share-class at the CSSF can only be changed by an instruction to the CSSF directly
from the client or his legal representative.
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