Review of Key Information Document (KID) delegation management functionality

Published on 21 May 2025 Email this Share this on LinkedIn Share this on Facebook Communiqué Review of Key Information Document (KID) delegation management functionality Following numerous requests from the industry, a new delegation management system will be implemented on the Key Information Document (KID) submission procedure from 26 May

1. This will enable a declarant to delegate a scope of funds under management to a sender (a legal entity, rather than an individual as in the previous delegation management system). A designated sender will then be able to submit KIDs on behalf of the declarant in the following ways : Via the dedicated eDesk approach – for a list of eDesk users defined by the sender Via the API solution (S3 protocol), enabling automation – through its own bucket Please note: As of the above date, old delegations will be inactive. They will remain visible for one month in the eDesk procedure to facilitate the transition. The user guide has been updated to include more details on this new delegation management. You can consult it by following this link. If you have any questions, please contact edesk@cssf.lu. (published on 21 May 2025, updated on 3 June 2025) 20 November 2024 - Updated on 14 July 2025 User Guide – Key Information Document Version 1.5 Technical document PDF (1.17Mb) Relevant for Investment fund managers Specialised investment funds (SIFs) Undertakings for collective investment in transferable securities (UCITS) Undertakings for collective investment subject to Part II of the Law of 17 December 2010 (Part II UCIs) Key Information Document Practical and technical guidance Key Information Document Practical and technical guidance TABLE OF CONTENTS
2. Glossary .................................................................................................................... 4 1.
3. Glossary ................................................................................................................. 4
4. Introduction ............................................................................................................... 4
5. Scope........................................................................................................................ 4
6. eDesk application ....................................................................................................... 5 4.
7. Authentication and connection ................................................................................... 5 4.
8. eDesk dashboard homepage...................................................................................... 5 4.
9. Access to procedures ................................................................................................ 6 4.
10. KID submission ....................................................................................................... 6 4.4.
11. Main dashboard.................................................................................................. 6 4.4.
12. Submission of Key Information Documents (KIDs).................................................. 7 4.4.
13. Consultation of Key Information Documents (KIDs) ................................................ 9 4.4.
14. Delegation management ................................................................................... 10
15. S3 File collection....................................................................................................... 14 5.
16. S3 system reporting technical specifications .............................................................. 14 5.1.
17. Reporting file ................................................................................................... 14 5.1.1.
18. Reporting format ........................................................................................ 14 5.1.1.
19. Naming conventions .................................................................................... 14 5.1.1.
20. Submission process..................................................................................... 17 5.1.1.
21. ZIP technical specifications .......................................................................... 18 5.1.
22. CSSF feedback file ............................................................................................ 18 5.1.2.
23. Naming convention ..................................................................................... 18 5.1.2.
24. File content ................................................................................................ 19 5.1.2.2.
25. Report status .......................................................................................... 19 5.1.2.2.
26. ReportUids previously processed ............................................................... 19 5.1.2.2.
27. Feedback message at report level .............................................................. 19 5.
28. Reporting entities obligations .................................................................................. 20 5.2.
29. Data quality ..................................................................................................... 20 5.2.
30. Review the feedback files and correct the rejected reports..................................... 20 5.
31. Testing with CSSF .................................................................................................. 20
32. Contact information .................................................................................................. 21 KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 2/21 Update information Date Version Changes 16/10/2024 1.0 Publication of the document 19/11/2024 1.1 Details on the delegation feature (4.4.4) 17/01/2025 1.2 Archive size set to 50 Mb 14/05/2025 1.3 Review of the delegation management (4.4.4) 05/06/2025 1.4 deletion of the description of the old delegation management (4.4.4) 10/07/2025 1.5 KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) Naming convention of the pdf file 3/21
33. Glossary 1.
34. Notion Glossary Definition A bucket is a container for objects. S3 stores data as objects Bucket within buckets. An object is a file and any metadata that describes the file. Each entity manages its own separate buckets to be used for each report type. IFMs Investment Fund Managers The “IT Expert” is an eDesk specific role that is granted by the IT Expert “Advanced User” of the entity to the person managing access to the S3 API. A person with this role is responsible for creating, viewing and revoking access keys. S3 – or “simple storage service” – is the object storage protocol (through a web service interface) used by the CSSF for the file S3 exchange. In this context, S3 simply refers to the protocol for managing object storage and does not rely on any services provided by commercial cloud providers. UCI Undertakings for Collective Investment KID Key Information Document
35. Introduction The general objective of this document is to provide practical and technical information on the Key Information Document submission to CSSF. All the entities concerned by KID submission must provide a document to CSSF when they establish or update them. It is strongly recommended that all entities sends us every year their documents, even if they have not been updated. This will help to have a reliable statistical database on which to carry out consistent analyses. The entities subject to the External Asset Managers reporting can submit it through 2 channels: via online form filling (eDesk procedure) or by S3 submission. The KID received are then sent for publication to Fundsquare.
36. Scope The KID must be submitted by the fund (self managed) or IFM (management company for UCITS or AIFM for AIFs externally managed). This means that the enrolment process must be done by the entity responsible for the submission of the data. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 4/21
37. eDesk application 4.
38. Authentication and connection The person in charge of submitting the document is required to have an eDesk account (available with a LuxTrust authentication) and must be linked to the relevant entity. Further details can be found in the User Guide (“Authentication and user account management”) from the dedicated section of the CSSF eDesk Portal homepage: https://edesk.apps.cssf.lu/edesk- dashboard/dashboard/getstarted. 4.
39. eDesk dashboard homepage The eDesk homepage screen is split as follows: • The Header is the upper part of the screen where you can find: o The navigation menu that shows several useful links. “CSSF.lu” sends you back to the CSSF website. “About the CSSF” and “Privacy policy” send you to the dedicated CSSF website sections respectively about CSSF itself and its privacy policy. o The language option is available on each screen and it is possible to switch between languages throughout the authentication procedure. o The “Log in” button takes you to the screen to be used to connect to the eDesk portal. o The “Procedures” button that takes you to the “Log in” page if you are not connected yet or the procedures list. • The Toolbox gathers several e-services (applications) that do not require an authentication. • The News section presents the latest information related to eDesk. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 5/21 4.
40. Access to procedures Click on the “Access to procedures” button and search for the KID deposit operation using the ‘Investment funds and vehicles / Investment fund managers’ filter. To access the procedure, click on the hyperlink “Key Information Document (KID PRIIPs/KID)”. 4.
41. KID submission 4.4.
42. Main dashboard The main dashboard offers three features : • Procedure for sending the KID : submit one or more KID for the entity you are responsible for • Consultation of the KID : view a summary of all the KID that have previously been submitted KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 6/21 • Delegation management : manage submission delegations to third parts 4.4.
43. Submission of Key Information Documents (KIDs) There are four main stages in filing a KID. To make it easier to process your KID, it is strongly advised to use the following nomenclature for all your KID: “DOCREP-ENNNNNNNN-CCCCCCCCPPPP-YYYY-MM-DD-KI-LL-nnnn”. To start the submission process, click on the “Submit a KID” button:
44. Entity selection In the first step, the user must select the entity for which they need to submit a KID. The list of all the entities with which he has a relationship is displayed. The user selects one of the entities and clicks on the ‘Submit’ button to move on to the next step. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 7/21
45. Upload of KIDs This view allows the user to upload the document in pdf format. Click on the ‘Browse your documents’ button to access your local directory and select the document to upload. Once the document has been added, click on the ‘Next’ button to confirm the details of the uploaded document.
46. Update of KIDs This step allows you to update the various pieces of information associated with the KID that has been filed: sub-fund, share class, document date, language, and to specify whether it is a PRIIPs or not. It is also an opportunity to mention the various additional share classes associated with the KID that has been filed. In this case, click on the “Add a share class” button and select the appropriate share type from the list. If multiple documents are added at the same time, it is possible to duplicate the document date, language and PRIIPS label. Simply select the checkbox associated with this label. If all the information is complete, click on the ‘Submit’ button to move on to the next step. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 8/21
47. Summary and submit KIDs This view provides a summary of the information on the document(s) that have been submitted. It is still possible to update these information by clicking on the action buttons in the corresponding column. Two actions are possible: ‘Modify the information’ and ‘Delete the document’. If all the information meets the user’s expectations, click on the ‘Submit’ button to submit the KID definitively. A confirmation pop-up is displayed. When the ‘Send’ button is clicked again, the submission confirmation message is displayed. 4.4.
48. Consultation of Key Information Documents (KIDs) This feature allows you to view all the KIDs filed for the entity. KIDs are displayed from the most recent to the oldest date. This section allows you to consult the KIDs you have submitted, as well as all the KIDs transmitted by the other people linked to your entity. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 9/21 4.4.
49. Delegation management The “Delegation management” menu allows a declarant or a sender to consult their entity’s delegations by clicking on the “Manage your delegations” button. Declarant: Entity responsible for transmitting the KID, which can designate one or more senders to transmit KIDs for the funds under management. Sender: Entity designated by the declarant to transmit KIDs via S3 and eDesk for a scope of funds defined by the declarant. The following screen appears: This section allows you to manage your delegations as a declarant and/or as a sender. As a declarant, you can delegate to an entity the submission of KIDs for a scope of funds. The sender can thus transmit the KIDs according to his choice via S3 or eDesk. As a sender, you can accept/refuse a delegation received by a declarant. Only advanced users are authorized to manage delegations as a declarant or sender. Other users are allowed to consult delegations. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 10/21 As a declarant, click on the “Create a new delegation” button, a pop-up window appears: • Enter the sender (enter the name or the reference of the entity) who will be responsible for filing the KID on behalf of the declarant. • Add a communication (optional) • Select the funds under management for which you wish to grant a delegation. There are two options: o “Select all funds permanently”: this option allows you to permanently authorise all funds of your entity. When a new fund is linked to your entity, you do not have to add him on the delegation. o • “Select fund by fund”: this option allows you to authorise a scope of funds. At the end, click on the “Confirm” button All advanced users of the sender receive an e-mail with the subject: “Invitation to contribute on CSSF eDesk Key Information Documents (KID) for funds”. An eDesk link is available in the email to consult the delegation and thus accept or refuse the declarant’s delegation (only an advanced user of the sender can accept or refuse). When the advanced user of the sender accepts the declarant’s delegation, a pop-up window appears. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 11/21 The sender acknowledges the funds delegated by the declarant. The sender also acknowledges that they are automatically authorized to transmit KIDs on behalf of the declarant (for delegated funds only) via S
50. The sender can therefore transmit via his own bucket an archive concerning a fund delegated by his declarant. Finally, the sender must select the eDesk users linked to their entity who will be authorized to submit KIDs/consult the KIDs transmitted on behalf of the declarant. There are two options: • “Select all users permanently”: this option allows you to permanently authorize all eDesk users of your entity. When a new eDesk user is linked to your entity, you do not have to add him on the delegation. • “Select user by user”: this option allows you to authorize a scope of eDesk users. At the end, click on the “Confirm” button. The sender is therefore authorized to consult all KIDs transmitted for the delegated funds regardless of the submitting entity. At any time, the sender can: • Consult the details of a delegation by clicking the “Consult this delegation” button. • Modify the eDesk users authorized for a delegation by clicking the “Modify authorized users” button. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 12/21 • Cancel a delegation by clicking the "Cancel this delegation" button. At any time, the declarant can: • Consult the details of a delegation by clicking the "View this delegation" button. • Modify the delegated funds by clicking the "Modify delegated funds" button. • Cancel a delegation by clicking the "Cancel this delegation" button. KEY INFORMATION DOCUMENT Version of 2025/07/14 (EN) Version 1.5 (EN) 13/21
51. S3 File collection 5.
52. S3 system reporting technical specifications Method of transmitting reports via Application Programming Interface can be found on our website following this link. In the eDesk IT management console, the ‘IT Expert’ must create a bucket ‘Key Information Document (KID PRIIPs/KID)’. The "IT Expert" is in charge of monitoring all S3 credentials that might be created. The sharing of S3 credentials and file upload through a third party remains the role responsibility of the entity. 5.1.
53. Reporting file 5.1.1.
54. Reporting format The Key Information Document shall be reported in the PDF format. A JSON containing information about the KID and the submitting entity must be added to the PDF. The JSON and the PDF must be compressed in a ZIP format. During the file submission the system performs a check on the zip naming and format and its contents. Key Information document JSON schema : The schema concerning the reporting is available at: JSON Schema 5.1.1.
55. • Naming conventions ZIP file The mandatory file naming convention for .zip files is specified below. Format: KIDFUND-ENNNNNNNN-UUID.ext Code Meaning Structu Authorised value re KIDFUND Reporting type Char