USERS` MANUAL
Contents
1. COMPANY NAME Registered office Street VIA DEL CONSOLATO 34 Postal code 00160 City ROMA x Province RM Country ITALY Contact Fiscal code Surname ROSSI Name MARIO Phone no 06 72 546666 Faxno 0672434343 Email mario rossi mail it Notes notes Figure 15 Change actual data So using the modify function the user can modify the details concerning either the consultant or the employee Figure 15 The operational mode is exactly the same described above for the first entry Once the modification is completed the user shall click on Save to confirm 5 3 3 Cancellation of existing responsible person This function shall be used if the user has communicated a wrong responsible person either consultant or employee In this case the user shall select the function cancellation and click on save for confirmation The system does not require any data but verifies the cancellation feasibility In effect the cancel function can be used only if a responsible person is not linked to any other communication After cancellation the system allows to insert data concerning the true responsible person using the function above described see paragraph 5 3 1 12 5 4 Preliminary data and final balance When the user logs in the System automatically verifies that the communication has been sent by the deadline as reported in th2. January 2013 the window is completely empty and the user shall fill in all fields 5 4 1 Relevant data concerning funds subfunds The system requires the applicant to fill in a list of details concerning active funds subfunds The funds subfunds can be classified as follows e either funds subfunds marketed Italy to retail investors at least one unit share class regardless of the offer is still pending or it is closed e funds subfunds marketed in Italy only to professional investors The system requires both general information that shall be filled in for all types of funds regardless they are marketed to retail investors or to professional investors and specific information different for diverse category of targeted investors The general information includes the fund subfund name this shall be indicated in full without shortenings without mention of the class and the currency unless they are included in the name the fund subfund kind that is whether it is an open ended fund or a closed ended one whether or not the fund subfund is UCITS IV compliant the fund subfund s nationality fund subfund s Investitor target that is whether the fund subfund is marketed to retail investors at least one unit share class or conversely only to professional investors 14 The specific information concerns the offer s state e As far as funds subfunds marke
3. are done accessing services that require authenticati Password Languages Username English Italiano BGR1 0 Warn me before logging me into other sites LOGIN clear Figure 2 Authentication error If the identification codes are correct the applicant can access the system and its available function 4 1 The identification codes To have access to the System the user shall use the same access codes username and password provided by CONSOB with respect to the Teleraccolta System for Intermediaries and or to Procedure for filing by internet OICR offering documentation However if the user does not have the required access codes he shall contact the Intermediaries Division at the following e mail address contributi risparmiogestito consob it 4 2 Exiting the system The applicant can logout by selecting logout in the top right hand corner of the page Then the ad hoc logout page will be displayed cfr Figure 3 9CONSOB Sistem Integrati Sistema Integrato di Autenticazione 51 Copyright 2012 CONSOB All rights reserved Figure 3 Successful log out 5 The available functions After the applicant s identification the user will see the page displayed in Figure 4 This page discloses banner called corporate data This banner includes the applicant s CONSOB code the address of the applicant s registered office the address for requests of payment if differe
4. when the user intends to amend a previous communication but also during the first communication January 2013 This function must not be used for removing product when it has been liquidated or expired the appropriate function to be 16 used in the latter case is the Amend previous communications function In order to make the deletion effective the user has to confirm by clicking on Save If the selected product has already been chosen for amendment deletion the user is given the opportunity to reset previous details by selecting the option Cancel operation In this case all the product s details of the previous communication will be restored Cancel operation Cancel Figure 21 Delete All the listed products must be selected during the first communication either for amendment or for deletion The initial list may contain product that should not be present in such a case the user will remove the product as explained above The appropriately listed products instead have to be selected in order to have the required informational fields changed 17 5 4 5 Communicating the investment services the company is authorized to Once the communication regarding products details is completed the user may continue the communication by clicking on Continue Conditional upon the type of the applicant the System will open a new window where the user can select as appropriate the investment services offered
5. 4 3 How to cancel the entry of new 16 5 4 4 Search and modify an existing Product 16 5 4 5 Communicating the investment services the company is authorized 0 18 lt ee nesses edness ne bs E E 20 5 6 Search previous 21 1 Figure index Fieu T lt UIC ATOM window 5 UTC MICA OU C11 ON 5 SUCCESSIU emncoesestonsbatent 6 Poured 6 Figure 5 Empty address Wind Ow 7 FUE rer E E E E E 7 aD 8 Figure 8 Functions available for an existing 4 55 2 524 522 8 Figure 9 Data regarding the responsible Person 9 Figure 10 First confirmation responsible 9 Figure 11 Functions available for an existing responsible Person cccccccesssssssseesseeeeeeeceeeeeeeeeeaaaaeeeeeeeees 10 Figure 12 Data rega
6. COMMISSIONE NAZIONALE PER LE SOCDETA E LA Bons INTERNET PROCEDURE TO COLLECT DATA AND INFORMATION REQUIRED FOR CALCULATION OF CONSOB ANNUAL FEES TO BE PAID BY ASSET MANAGEMENT FIRMS SICAV S AND UNDERTAKINGS FOR COLLECTIVE INVESTMENT USERS MANUAL VERSION 1 0 Contents E A E 3 e 6110006 er ee en eer ee 4 2 E ETE ce eens ey ete 4 A Accessing the System 2 4 MEM A I gt 5 925 6 Tan 81 6 ele e S E E 2 5 2 Information concerning the address for requests Of 7 5 3 Data management by the responsible person in charge of sending the information to CONSOB 9 Jk ING WES OOMSIDIC 10 5 3 2 Change data concerning existing responsible person 12 5 3 3 Cancellation of existing responsible 12 5 4 Preliminary data and final 13 5 4 1 Relevant data concerning funds subfunds 14 542 TN TL SUM 15 5
7. any name the address of the registered office These details are provided automatically by the system and cannot be modified 5 2 Information concerning the address for requests of payment There are some fields useful for communicating the address where the CONSOB payment s request shall be sent These fields shall be filled in only if this address is different from registered office of the applicant At the beginning if the address has not been communicated yet only an empty box will be visible This box shall be flagged in case the applicant wants to provide this information Address for request of payment Flag if different from the registered office or ifthe displayed registered office is wrong or incarnplete Figure 5 Empty address window If the applicant flags the box the system will show the fields useful to insert the new address Address for request of payment v Flag if different from the registered office or if the displayed registered office is wrong or incomplete Street Postal code 0 Prv State Country At To the kind attention of Figure 6 New address The system requires Street number Postal Code City to be selected using the search button Prv State Area district Country to be selected using the search button The user can add two further fields with a short description in order to identify specify the person
8. by the company The user will be shown the investment services that the company has been authorized to New communication Autorized services Type Preliminary data Final balance Arend Reference date 02 01 2013 Type of applicant Italian asset management company Italian SIGA Authorized services at the reference date Collective portfolio management Discretionary portfolio management service Investment advice Go back Cancel communication Continue Figure 22 Authorized Services The Asset Management companies SICAV have to communicate whether they own the authorization for collective portfolio management discretionary portfolio management service investment advice The harmonized asset management companies having established a branch in Italy shall communicate whether they have the authorization for individual discretionary portfolio management investment advice Other types of applicants are not required to send the communication concerning the authorized investment services other mutual investment funds SICAV offering units shares Once this part of the communication is completed the user may click on Continue 2 The user shall select only the investment services the company has been authorized to at the date the communication refers to In particular it means that all the procedures required by the Regolamento della Banca art 34 paragraph 3 and by the d lgs
9. by the system and cannot be changed by the user The user can either decide to cancel the data clicking on Cancel or conversely the user can confirm the information provided clicking on Insert If the data are filled in correctly the system provides a confirmation message adding the new fund subfund to the list the identification code is still temporarily equal to zero The user can select new funds from the list in order to check the details the user can eventually amend the details before sending communication 15 The system shows an error message in case the user inserts the same name more than once see paragraph 5 5 5 4 3 How to cancel the entry of a new product During the communicating procedure while the user is inserting a new product if the user realizes that such a new product should not be inserted he can move the cursor on the table using the mouse and select the product to be cancelled After selecting the product the following window with three available functions will appear Cancel insert Cancel Figure 19 How to cancel a new product If the user clicks on Cancel Insert the procedure is cancelled and the communication for the new product no longer holds 5 4 4 Search and modify an existing product This function allows modifying some fields of a communication regarding an existing product The user will select the product from the table of the communication Drive the curs
10. e Communication n 12094970 CONSOB 5 December 2012 Depending on the date the log in has been made the system determines whether the communication shall be intended as a preliminary data or a final balance displaying the reference date of the communication It seems appropriate to point out that final balance we mean data updated to December 31 this data shall be transmitted not later than January 15 preliminary data we mean data updated to September 30 this data shall be transmitted not later than October 15 For each reference date it is possible to send only one communication First of all the system requires the specification of the category the intermediary belongs to The user can choose from the three options Italian Asset Management company Italian SICAV Harmonized Asset Management Company having established a branch in Italy Other Mutual Investment Funds SICAV offering units shares pursuant to 42 c 1 5 of Legislative Decree 58 of 24 February 1998 CONSOB FEES DUE CONSOB BY SGR OICR Available functions New communication Type of applicant Corporate data Contact details Type Preliminary data Final balance Amend Reference date 02 01 2013 Communications Preliminary data Final Type of applicant balance Italian asset management company Italian SICAV Amend previous ommunication Harmonized asset management company having establi
11. e affecting the address previously specified In both the above mentioned cases the operational mode is the same as the one described before adopted to communicate the address the first time At the end of the procedure the user should confirm by clicking on Save If the user clicks on Reset current data will be cancelled and the system will reload the address already stored Anytime the user is allowed to invalidate the actual address by specifying that the right address is that of the registered office This occurs by removing the selection from the different from the registered office option 5 3 Data management the responsible person in charge of sending the information to CONSOB Moving down the box for specifying the address the user can find the box to provide with details about the person appointed for sending the information to the Authority CONSOB The user has to fill in the information required in the box if the details are already stored the system the user will be able to change them The user will be asked to provide details regarding Whether he is an employee of the applicant company or conversely he is a consultant If he is a consultant the personal details and the address of the registered office If the user is an employee he will provide with his personal details Current communications responsible person Employee Consultant Legal person Fiscal c
12. esponsible person The user will face three available options New responsible person Change the details regarding the existing responsible person Cancel the existing responsible person 5 3 1 New responsible person This function allows providing with details of a new contact person either the first time or a contact person different from the previous one The first piece of information to be provided regards the employee status of the new contact person 1 whether or not he is an employee of the applicant company If not the consultant option must be selected If the new contact person is an employee then the following fields should be filled in Name family name and fiscal code if Italian Phone and fax numbers e mail address If the predetermined fields cannot be filled in and only in this case the user is also given the option to provide with a brief description in the Note fields Contact Fiscal code Surname Name Phone no Fax no Email Notes Figure 12 Data regarding the responsible person employee individual If the new contact person is not an employee he is consultant he has to specify details regarding the company he works for see the previous section The user may look for the subject within the system exploiting the search function by specifying the fiscal code and or the name the name searching is compulsory for f
13. he realizes that some information needs amending he is given the opportunity of amending previous communications Amend previous communication The System shows the user the same steps he has followed in order to send the original communication The System allows the user to amend any data provided in the previous communication The user may Amend the type of the applicant Amend any information regarding the products considered in the previous communication Amend the investment services the company was authorized at the date the communication refers to As far as the corrections regarding products information are concerned the user may be able to perform exactly the same sort of operations available in the procedure followed to prepare the original communication that is the user can add new products previously erroneously ruled out amend some details regarding existing products and remove some products mistakenly considered in the previous session In the amending communication the user is given the opportunity to select enter a product that was previously appointed for removal or a product that is no longer in the list because previously considered inactive do this the user shall click on the Reopen fund subfund option and digit the appropriate code number of the product to be selected as shown in the following window Enter the code of the fund subfund to reopen Code Enter the code
14. n 58 1998 are successfully completed 18 5 4 6 Communication summary and sending process Before sending the communication to the Authority CONSOB the System shows a summary with some of the provided information In particular the user may see the responsible person the type of the applicant the investment services the company has been authorized to the list of the funds considered active for the purpose of the communication the list of the funds not considered inactive for the purpose of the communication The user may require the System to perform a check of the communication by clicking on Check communication If the check does not reveal any errors typos and the user is confident he has correctly completed the required informational fields the communication can be sent by clicking on Send communication Instead if the user thinks a further check is necessary he can click on Go back in order to re enter the communication In this case the user 15 allowed to modify some fields as described above Once the communication is sent to the Authority clicking on Send communication the System will show a brief message of receipt with the protocol code of the operation The user may print the receipt off in pdf format clicking on Print receipt 19 5 5 Amendment If the user has already sent a communication either preliminary data or final balance at a certain date and afterward
15. n and principal foreign area districts are indicated in Italian language while as far as country names are concerned conversely the names are present both in Italian and in English language Once data are provided the user shall click on Save for confirmation 11 5 3 2 Change data concerning existing responsible person This function shall be used when the user has already transmitted the details of the responsible person and would like to modify that When conversely the user would like to indicate a new responsible person he shall use the function indicated in the previous paragraph 5 3 1 As far as employee data are concerned the function can be used in order to amend previous mistakes or to modify details earlier provided As far as consultant data are concerned it is possible to amend the mistakes or to communicate data changes e g change concerning the registered office however such data are subject to a validation process by CONSOB Hence the user cannot changes them further until the validation process is completed When user selects a function the system shows the new available sub functions beneath the fields dedicated to the details Current communications responsible person Function Confirmation of current data Newresponsible Modify data ofthe current resp Cancellation of the current resp Type Employee Consultant Legal person Fiscal code 07962111999
16. nt from registered office s address the contact person in charge of sending the information to CONSOB such contact person can be either an employee of the CIS managing company or an external counsel service provider for further details the user can have a look the following 5 1 5 2 and 5 3 There is also the logout item see the 4 2 in the left hand corner of the page the user can find the available functions for successive selection FEES DUE TO CONSOB BY SGR OICR veer sicari SEE oe Available functions Corporate data Corporate data CONSOB Code 9999 Company name COMPANY NAME SPA Contact details Registered office Communications Preliminary data Final Stront rose TE Postal code 00186 Amend previous Province Country ITALY communication Search 4 Address for request of payment Sent communications _ Flag if different from the registered office or if the displayed registered office is wrong or incomplete Current communications responsible person Function Confirmation of current data O Newresponsible Modify data ofthe current resp Cancellation ofthe current resp Type Employee Consultant Figure 4 Initial page 5 1 Corporate data In the top of the page dedicated to corporate data Figure 4 the user will be able to read the Consob code comp
17. ode 10245680010 Company name COMPANY NAME Registered office Street VIA SETTEMBRE 22 Postal code 00150 City ROMA Province RM Country ITALY Contact Fiscal code RSSMRR75HI5E954T Surname Rossi Name Mario Phone no 06 75 667692 Fax 06 47266844321 Email mario rassi mail it Figure 9 Data regarding the responsible person No data are stored when the user enters the System the first time All the fields have thus to be filled in Then the user may click either on Save for confirmation or on Reset to cancel the information just entered The buttons are displayed in the following Figure Figure 10 First confirmation responsible person If the user s details are already stored all the fields in the box are in the read only mode and cannot be accessed In order to access the data the user should select the appropriate function from the list available just below the information box see Figure 11 below Consultant is the person who is not employed by the applicant The consultant either may work for another company different from the applicant one or may be law officer 9 Current communications responsible person 6 Function 9 Confirmation of current data Newresponsible Modify data ofthe current resp O Cancellation ofthe current resp Figure 11 Functions available for an existing r
18. of a fund subfund no longer present into the current list Reopen fund subfund Cancel Figure 23 Reopen fund subfund The code number must match the one used in the communication in which the fund was to be removed If the code number can be found the System will open the product and will make available the associated Insert new function The user may amend as appropriate confer the fund subfund the active state and then store the changes by clicking on Save The System allows to retrieve only close end funds at the date of the communication The System does not allow to enter a time t communication to retrieve funds for earlier reference dates 1 1 1 2 etc 20 5 6 Search previous communications The System allows the user to look for previous communications To do this the user may select the appropriate function from the list of available functions The System thus shows a window where the user may provide with the criteria useful to find the desired communication Reference date of the communication Type of communication preliminary data final balance amendment Once the parameter has been set the user shall click on Search Then a table containing a list of communications will appear Each communication is identified by its key details If the user selects clicks on one of these communications it will pop up a pdf containing some relevant information of the selected comm
19. or moving the mouse and click on the product name After selecting the product the System shows the product s details and the following window will appear Three functions are available Fund subfund detail Code 100299 6 Function Confirmation of current data Update of current data Delete erroneously included Figure 20 Modify an existing product Clicking on Confirmation of current data the user can see the details of the product but he cannot modify them In this operational mode the System does not allow to amend any informational field in such a way to prevent unintentional typos The Confirm option is selected by default If the user selects the Update of current data function he can modify add some details regarding the product the user is also given the possibility to change the offer state the product may have been liquidated expired as a result it should not be considered for the computation of the annual fees On the other hand it may change the marketing strategy of the fund for instance the fund was initially intended for professional investors only and now it is available for retail investors or vice versa Once the fields have been changed the user should confirm these amendments by clicking on Save Using the Delete function the user will remove the product from the list This function shall be used only when a product is erroneously present in the list This may happen
20. oreign subjects When the name is specified the user has to pay attention to digit the entire name correctly This will speed up the searching process and make it more effective 10 Legal person Fiscal code Company name 2 Figure 13 Search responsible person consultant legal person If the subject is found the user will see the details in the read only mode If the user would like to change the stored details he can surely do it using the appropriate function see section 5 3 2 after completing the ongoing activity Instead if the subject s details are not stored yet the user can add them by specifying the following fields Fiscal code if Italian Name Registered Office address The system requires Road and street number Postal Code City to be selected using the search button Prv State Area district Country to be selected using the search button Legal person Fiscal code Company name Registered office Street Postal code City 2 PrwState Country Figure 14 New responsible person legal person It 1s recommended to select the city town using the search button Once this is done both the Area district and the Country fields will be automatically filled in see Section 5 2 The system is based on a Italian database so that as far as area district names are concerned the names of both Italia
21. rding the responsible person 1 10 Figure 13 Search responsible person consultant legal 11 Figure 14 New responsible person legal person ssssssssseeecececceeeeceeeaaaeeseeceseeeeeeeeeeeeeeeeeeeeaaaeaseessess 11 Rt ST CA AU a E A 12 Fig re 10 13 Figure 17 Product management Window ainni aE 14 Fig re 19 lisent new OIE 15 Figure 19 How to cancel new product eeeeeeeesssneeeccccceceeeeeeeseeeeeeeesnnanaeeeceeeeeeeeeeeeeeeeeeeseeaaaaeeeeeeeeeeeeeees 16 Figure 20 Modify Search an existing Product ssssssssssssssssssssssssssssssssssssssssssssssssesssssssssssssssssssesssesesees 16 CNC hea ce sects sere EA E EE A AE E N E EEA 17 Figure 22 Authorized ica r ere E E ee ee ee ne ere 18 Figure 23 Select fund subidas r OE a E O AREE ri 20 Figure 24 Search previous communications ssssssssssssssssseseseeeesseeeeseessseseeeseseeseeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeeeeo 21 2 Introduction The herein document describes the u
22. se of the internet system to transmit data and information required for calculation of CONSOB annual fees to be paid pursuant art 40 par 3 of Law 23 December 1994 n 724 by asset management firms Sicav s and undertakings for collective investment In order to ensure assistance a helpdesk system is available to the users Should you need any clarifications with respect to such information flow please contact the Intermediaries Division at the following email address contributi risparmiogestito consob it 3 General rules By means of the system the applicant shall transmit the following information address where the CONSOB has to send the payment request if different from registered office contact person in charge of sending the information to CONSOB Such contact person can be either an employee of CIS managing company or an external counsel service provider only for Italian asset management companies and for harmonized asset management companies having established a branch in Italy the investment services advice on investment discretionary portfolio management such companies have obtained the authorization for the list of funds subfunds registered for retail and or institutional offering in Italy The system provides also functions that allow to search and to print previous communications 4 Accessing the system and identification In order to use the system minimal technical requirement shall be sa
23. shed a branch in Italy Search Other mutual investment funds SICAV offering units shares Sent communications Cancel communication Continue Figure 16 Type of applicant Then the user can either continue or cancel the communication The cancellation function is available anytime during the process If the user decides to continue the window concerning funds subfunds active at the reference date is displayed 13 Corporate data Contact details Funds subfunds currently communicated Communications A a Code 2 Product name Country 2 Target 2 Offer state Offer end 2 Function Preliminary data Final balance Search Available functions Sent communications Insert fund subfund Figure 17 Product management window Within a table the system shows the funds subfunds that were active in the previous communication In case the current one is the first communication January 2013 the table will contain the list of active fund subfunds at the last payment The system provides automatically an identification code for each fund In case a new applicant logs in at this step the table will be empty In case the current one 15 the first communication the system specifies only the identification code and the name of each fund subfund so that the user shall fill the fields in with further details see paragraph 5 4 1 and 5 4 4 In case the first communication occurs later than
24. ted to retail investors at least one unit share class are concerned the user can choose from the three following options active with pending offer active with closed offer when the fund or every class of the fund is not marketed anymore even if it continues to be managed for instance this may happen for structured funds inactive when the fund is nor marketed neither managed anymore In this case the fund subfund requires the user to specify if the fund has been liquidated or has been unwound for different reasons for instance merger with another fund e As far as funds subfunds marketed only to professional investors are concerned the only piece of information to be provided is whether the funds subfunds are still marketed or not 5 4 2 Insert new fund subfund In the fund subfund is not included into the list the System displays automatically the user shall select the insert new fund function The system will thus open a new window that includes the information specified in the latest paragraph Fund subfund detail Function New product insertion Productmame Product type Open ended Closed ended UCITS IV compliant ves No Country Extra EU EU UCITS Investor target Only professional Retail Insert new fund Cancel Figure 18 Insert new product Also the identification code is displayed this is automatically provided
25. tisfied an internet browser better if it is at the state of art such as MS Internet Explorer 8 Mozilla Firefox 10 0 Google Chrome a monitor with a resolution of at least 1024x768 pixels recommended 1280x1024 the activation of cookies and javascript into the browser After activating the browser the webpage is available at the following CONSOB website http www consob it mainen target markets_partecipants UCITS index html In the aforementioned page the ad hoc link data and information required for calculation of CONSOB annual fees shall be selected So on the user may open the application and the System Access page can be seen Figure 1 now the identification codes and password provided by CONSOB must be entered If the identification codes are wrong and the system is not able to identify the applicant the access will be rejected and an error page will be displayed Figure 2 CONSOB Sistenu Integrati Sistema Integrato di Autenticazione 51 Enter your Username and For security reasons please Log Out and Exit your web browser whe Password Languages Username English Italiana pmm peeti Warn me before logging me into other sites LOGIN clear Figure 1 Authentication window EXCONSOR Sistemi Integrati Sistema Integrato di Autenticazione 514 Enter vour Username and For security reasons please Log Out and Exit your web browser when you
26. to whom the request shall be addressed As far as Italian cities are concerned it is recommended to select the appropriate one using the search button once this is done both the Province and the Country fields will be automatically filled in In case the search process turns out to be unsuccessful the user may be able to fill the fields in by typing from the keyboard Abroad locations shall be typed in from the keyboard Two fields can be specified the first with the name of the town the second with the name of the Prv State Area district this turns out to be useful for the postal service The name of the country shall be selected using the search button City Edinburgh 2 Prv State Scotland Country UNITED KINGDOM Figure 7 Address abroad Once the fields of the box are filled in the user shall click on Save for confirmation If successful the system makes the association between the user and the specified address then it allows further functionalities Address for request of payment v Flag if different from the registered office or if the displayed registered office is wrong or incomplete Function Confirmation of current data Newaddress Modification Correction of the current data Figure 8 Functions available for an existing address Selecting one of the options the user will Specify a new address to replace the existing one Amend any mistak
27. unication CONSOB FEES DUE TO CONSOB BY SGR OICR Available functions Sent communications User sicavi Logout ae Corporate data Search Filters Contact details Type Reference date Communications Preliminary data Final Reference date Open date Amend previous gt Submission date Consob file n A communication Preliminary data 30 09 2012 18 1 2 2012 Search Amend previous communication 30 09 2012 18 12 2012 e Amend previous communication 30 09 2012 18 1 2 2012 Sent communications 18 1 2 2012 12002232 18 1 2 2012 12002233 18 1 2 2012 12002234 Amend previous communication 30 09 2012 20 1 2 2012 Figure 24 Search previous communications 21 0
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