Data Input User Guide US / Canada UK / Europe Australia Hong Kong +1 866 408 3273 +44 (0) 207 651 0800 +61 (0) 2 8211 2717 +852 2293 2390 support@evestment.com europe@evestment.com australia@evestment.com asia@evestment.com www.evestment.com
Table of Contents 1.0 INTRODUCTION... 1 2.0 ADD PRODUCTS... 2 2.1 Adding Traditional Product... 3 2.2 Adding an Alternative Product... 4 3.0 DASHBOARD PAGE... 8 4.0 SUBMIT DATA... 10 4.1 Submit Data by Section... 11 4.2 Submit Data by Firm and Product... 15 4.3 Explanation of Sections and Terms... 16 4.3 Helpful Features... 19 5.0 QUICK ENTRY... 20 5.1 Traditional Products... 20 5.2 Alternative Products... 22 6.0 OTHER MODULES... 23 6.1 Upload Documents... 23 6.2 Print Manager... 24 6.3 Administration... 24 1.0 Introduction Your database profile is your firm s first impression to the investment community. Consultants and investors rely on evestment to conduct searches, perform due diligence and monitor managers. Providing the most complete and relevant data positions your firm for success. This User Guide provides an overview for using the Data Input system. Use links in the Table of Contents section to navigate quickly to the section you want to view. Please contact the evestment Data Team at data@evestment.com with any questions or concerns you may have. Your first visit to evestment When first opening the Data Input portal, you will land on the Input Dashboard, which provides a wealth of useful information. But, if you are a new user, it can be overwhelming. 1 www.evestment.com
Data Input Dashboard: Before exploring the dashboard, for the benefit of new users, we ll start with adding a new product. If you are a seasoned user, you can skip directly to the Dashboard Page section. 2.0 Add Products At the top of the dashboard, you will find tabs that take you to various sections of the Data Input portal. Click on Add Product: You can choose to add either a Traditional or an Alternative product. Let s start with a Traditional product: 2 www.evestment.com
2.1 Adding Traditional Product After you ve chosen the traditional product option, complete the fields as shown: Check the field at bottom of left hand column only if Rocaton requested you add a product to their Account Level portal. Save & Continue to next step: Adding a vehicle to the product. Before any performance data can be submitted for a product, it must have at least one investment vehicle added to the product. A vehicle is a means by which a client can invest in a strategy (or fund). Think of the strategy (or fund) as the overriding set of standards the manager follows, and the vehicle as a way to segregate funds within the strategy for different purposes or clients. Vehicles can have different legal structures, depending on the type of contract that they enter into (e.g. separate account, mutual fund, etc.). On the Vehicle Availability screen, click Add: 3 www.evestment.com
Complete the fields on the vehicle page and Save: You are now ready to submit data for your product. USER TIP: If you need to add additional vehicles to an existing product, go to the Dashboard, and click on the Vehicle Availability link for the product. You will see a list of existing vehicles for that product. Click Add and complete the fields on the vehicle page and Save: 2.2 Adding an Alternative Product Alternative Funds are slightly different than Traditional Products, but data is entered in much the same way. Alternative Funds are divided into two types: Standard Funds and Master/Feeder Funds. Let s start with the Standard Fund, and we will explain the difference between the two types later in this section. Standard Fund: Under the Add Product tab, choose Alternative: Choose Add Standard Fund: 4 www.evestment.com
Complete the fields to create your new Standard Fund and Save: Similar to Traditional Products, Alternative Funds must have a Share Class created for the fund. A Share Class works much the same as a vehicle does for a Traditional Product. When creating a Standard Fund you will also create Share Classes (one or more) inside for Fund to complete the product addition. Once you create the fund, the system will prompt you to Save and Add Share Class. An Alternative Fund can have as many Share Classes as necessary. Master / Feeder Fund: The other type of Alternative Fund is a Master/Feeder Fund. With a Master/Feeder Fund, you must add a Feeder layer. Under the Feeder layer, you add Share Classes just as you did for the Standard Product. Share Classes cannot be added directly to the Master Fund, rather they must flow from the Feeder level. See Master Fund structure example: 5 www.evestment.com
To add a Master/Feeder Alternative Product, choose Add Master/Feeder Fund and complete the fields: Once all fields are complete, hit Save and Add Feeder: Next, complete the Add Feeder section: 6 www.evestment.com
Once all fields are complete, hit Save and Add Share Class: Add the Share Class. Notice that the Fund Structure shows in the left panel, and you can continue to add Feeders and Share Classes from this window. This section is also known as the Profile page. Save your Share Class. Now you are ready to submit data to your products. USER TIP: To add additional Feeders or additional Share Classes to a Master Fund, go to the Dashboard, locate your product in the Firm/Product Update Summary section, find the Profile section link and click on it. 7 www.evestment.com
3.0 Dashboard Page The Input Dashboard page gives you a snapshot of your input progress in real time. It also serves as a launching pad for submitting your data. The page is broken into 4 sections: Below is a description of each section: 1 Update Timeline: Within the Update Timeline section, at a glance you can see the links to key sections for Traditional and Alternative Products as well as Firm-level data. To the right of the link the due date is displayed for each section. You can click any of the links to be taken directly to that section of the input portal. The due dates roll forward at the end of each period (month or quarter). 8 www.evestment.com
2 Firm / Product Update Summary A list of your firm and products displays the percent complete for each category, plus who updated each section last and when. Click on the Expand All button to see all sections for every product. Or, click the plus sign beside a product to expand the sections for a specific product. USER TIP: If you have added Russell Rep. Accounts, a tab a top of the page will provide information and links to update the Russell Rep. Account data. In the expanded view, a breakdown of % Complete for each section shows in the far right column. Click on the section link to be taken directly to that input screen. Your firm and firm-level sections are always at the top of the page with products listed below. Useful features include: Export data to Excel Expand or Collapse the list to see just the details you want to see. USER TIP: A 100% complete designation doesn t necessarily mean that every single field within a section was completed. It means that enough information was completed to consider the section compete for purposes of gauging overall completeness of the data. 9 www.evestment.com
3 Alerts Alerts notify you if you need to reconcile any unmatched holdings. Click the arrow under the Resolve column and the system will take you to a list of all Unmatched Holdings. Choose Confirm (check mark) to accept the Best Match suggestions. Choose Reject (X) to leave the item as it stands. Be sure to Save Selected Matches before you close the window. 4 All Sections % Complete This score is a consolidated look at your overall progress for all data input. If your score remains low, it is possible that you are getting dropped from screens due to missing data. By getting this percentage as close to 100% as possible, you are getting maximum exposure to all potential investors and clients. 4.0 Submit Data You can submit data either by Product/Firm or by Section: Let s start with Submit by Section. Note: The Data Input Portal contains many sections, most of which are straight-forward and don t require a detailed explanation. Not all sections will be covered in this manual. When a section has unique features or functionality, it will be covered here within the Submit Data section. If you have any questions, please contact the evestment Data team at data@evestment.com. 10 www.evestment.com
4.1 Submit Data by Section In Submit by Section, you can start with any section and stay within that section, moving successively through the Products, completing only that section. Then, you can select a different section and follow the same steps. Once you choose Submit by Section, you select a section using the drop-down Field in the Navigation Panel. Select your desired section and the input screen for that section opens on your page. In the above scenario, all the products that have Account Turnover as one of their input sections will be listed in the Navigation Panel. Work though the Account Turnover section for each Product, making sure to save before moving to next Product. If you forget to save the system will display this warning: The Save button has the option to choose Save & Next, which will move you to the next Product for that section. Personnel Information: When a Product s Management Team Primary Location is different from the Firms location, you can indicate that at the bottom of the Personnel Info section, shown here: 11 www.evestment.com
Holdings: On the Holding page, complete Step 1, then download the Excel Template. It contains instructions on how to complete the template, plus sample data. Once you save the template (give it a unique name) go back to the Holdings Page and Import from Excel. Additionally, you can copy and paste holdings (include headers) from your template into the text box on the middle of the page. Your imported data will look like this before you save it: Once you hit Save, a validation screen will open if there are errors on the page. You can make correction on the validation screen: You can validate, accept the changes the system suggests, or override the field. You do not have to take any action in order to save the file. Once you made any changes, save the file. Features: You can delete the holdings and start over. You can review the holdings by downloading a file. You can clear the screen before you save. Once you upload and save the holdings, the input box will be empty. 12 www.evestment.com
Countries & Currencies In this section, you will be given one of two layouts depending on your product s geographic focus. If you are updating data for a developed market product, you have the option to show a more granular list of Emerging Markets: Click on Show More button and Emerging Markets countries will be displayed. AUM and Accounts: On the AUM and Accounts section, you will find a Total Asset & Accounts section at the top of the screen. This functions as a reference check for all the other sections. For each subsequent section, you will see Reported Totals at the bottom of the table. The total entered in the top grid will show as the Reported Totals and will give an error message if the totals don t tie to Totals for that subsection. 13 www.evestment.com
When totals do not tie back you will receive warnings or errors. A warning message (in yellow) will not prevent you from saving your data, however an error (in red) must be resolved you will be allowed to save the page. Click on the Show Details button to see a list of the warnings and/or errors. You can see by an updated % Complete that the page saved even with warnings. Click on each warning link and it will take you to the field that needs correction. Error messages show in red and will not allow you to save before fixing the error. The same links will show at the bottom of your page, so that you can link directly to the field. 14 www.evestment.com
Characteristics: Sector Allocations S&P/NCSI GICS and Russell Global Sectors (previously included on the Allocation page with Countries and Currencies) are now found on the Characteristics page. 4.2 Submit Data by Firm and Product Choose Submit by Product/Firm from the Submit Data menu. The initial data submission screen will open. Notice the black Navigation Panel along the left side of your screen: The Product/Firm Navigation Panel is smart, displaying only the sections that apply to the product you are viewing. For example, the Exposure section shows only to Alternative products so you won t see it when you ve selected a Traditional product. Open the drop-down field at the top to see your Firm and all of your Products in the list. Choose a product or your firm. The navigation panel displays all the sections that apply to this particular product, starting with Performance. You can work through the sections in any order you like. The icons on the left will indicate if a section is updated. On the bottom left of your screen, a % Complete indicator is updated each time you save the page. On the right, you will see the user and date that the page was last updated. 15 www.evestment.com
Features of note on the Performance Page: Input field start with the most recent dates at the top of the screen, to avoid the need to scroll down to find your input field. You can add ten more years at a time to the bottom of your input fields to go back as far as you need to input historical performance. Future periods are grayed out to prevent accidentally entering data into future periods. Certain terms have a dotted line underneath them. Hover over the term and a definition and/or explanation of the term will appear. Additional links are embedded that will open a pop-up window or a full document to provide information when and where you need it. 4.3 Explanation of Sections and Terms Firm Level Quarterly Information AUM & Accounts This section allows you to input your firm-wide assets under management in millions and the number of accounts your firm manages. Platform AUM (if applicable) Intended for managers with SMA/Wrap strategies, this section allows you to indicate whether or not you offer model portfolios on UMA platforms. This section also captures the total UMA assets under advisement, the number of UMA platforms in which you participate, and the assets being managed for a variety of platforms. All values should be reported in Millions. Account Turnover - This section allows you to display the number of accounts gained and/or lost over the current calendar year. In addition to the number of accounts gained/lost for the firm as a whole, this table includes the monetary amount in millions and percentage of the firm assets represented by those accounts. When calculating the percentage of firm assets gained/lost, the total assets in the denominator should be as of the beginning of the year. For example, let s say your firm has $100 million in assets at the beginning of the year and through market appreciation you now have $120 million. If during the given quarter you lose 1 account for $10 million, you would divide $10 million by $100 million (not the $120 million) to calculate the percentage of assets that account represented. Financial Info This section allows managers to report basic income statement and balance sheet information for their firm. This includes the gross revenue, EBITDA, net income, debt, equity, etc. Additionally, this section allows a manager to report if they are a subsidiary of a Parent / Holding Company and asks for the same income statement and balance sheet information for the Parent / Holding Company. Key Professionals - These are members of the firm s team who have direct effect on the performance of a strategy, e.g. Portfolio Managers, Analysts, Researchers, and Traders. This does not include marketing or client service members. Personnel Info This section allows you to display the breakdown of staff by function, such as the number of Portfolio Managers, Research Analysts, Traders, etc., irrespective of product responsibilities, as well as the average years of experience in the industry and with the firm. It also asks you to indicate the compensation structure for Portfolio Managers and Analysts. This information is utilized to evaluate how firms reward their key employees and if they will be able to retain those employees on a going-forward basis. PVRE AUM & Accounts (if applicable) This section allows you to input your firm s assets and accounts for private real estate according to Geographic Region, Account Structure, Property Type, and Investment Structure. Please complete this section as thoroughly and accurately as possible paying particular attention to the total fields for your designated currency, keeping in mind all numbers are represented in millions. 16 www.evestment.com
Firm Level Static Information General Firm Info This section allows you to input/update general information about your organization, such as legal firm name, address, phone & fax number, the year the firm was founded, the type of firm, and whether or not the firm is affiliated with a Broker/Dealer. Ownership Information This section allows you to indicate whether the firm is employee-owned (and, if so, the percentage of employee ownership and the number of employee owners) or owned by a parent company (and, if so, the name of the parent organization). In addition, it allows you to display any minority ownership in your firm and the corresponding breakdown for that type of ownership (i.e. African-American, Asian, Hispanic, Female, etc.). Corporate Governance The corporate governance section allows you to explain your firm s corporate governance policy. This section also collects voting information and the number of staff members that are dedicated to corporate governance activities. When asked about exercising ownership rights through voting, you are expected to answer in the terms of proxy voting. Operations Info The operations section provides managers the opportunity to explain firm regulations and internal controls. You are able to list the organizations by which a firm is regulated, internal controls governing the firm, disaster recovery plans, and other firm processes and documentation. GIPS Compliance This section allows you to indicate whether performance for all of your strategies is calculated in accordance with AIMR PPS and if it has been audited by an independent third-party. You can also provide details on the type and level of insurance your firm carries in case of legal action taken against the firm. The insurance questions are not applicable and therefore not asked on US-based managers. Investment Professionals See also Key Professionals. Members of the product s portfolio team who have direct effect on the performance of the strategy. Examples include Portfolio Managers, Analysts, Researchers, Traders, etc. This does not include marketing or client service members. Firm Commentary This is narrative section where you can provide a brief description of your firm s background, which should include when the firm was started and who it was started by, if it was a spin-off of another organization and any other important information related to the description of the firm. PVRE Finance & Acct (if applicable) - This section allows you to input information related to your firm s private real estate finance and accounting policies. Here you will upload your firm s written Investment Policies, Internal Investment Approval Reports, Asset-by-Asset Profit and Loss Statement, Planned Distribution Procedures, and any Side-Letter Agreements or Rotation/Allocation Policies, where applicable. Unlike other sections, this section will save automatically when you click the upload button. PVRE Insurance & Legal (if applicable) This section allows you to input your firm s private real estate information on compliancy with the regulatory agencies, audits, and code of ethics. In this section, you are also able to upload any compliance letters or your firm s written code of ethics. These documents will save to the page only after the save button has been pressed. PVRE General Partner (if applicable) This section allows you to add information about any private real estate partnerships, agents, co-investors, and lenders, past or present, that your firm works with. In this section you will upload resumes, descriptions, references, as well as add any pertinent information about future hiring plans and organizational growth plans. Product Level Quarterly Information AUM & Accounts - Allows you to input your product assets (in millions) and accounts. Please complete this section as thoroughly and accurately as possible paying particular attention to the Total fields. 17 www.evestment.com
Account Turnover - This section allows you to display the number of accounts gained and/or lost during each quarter. In addition to the number of accounts gained/lost for the product, this table also includes the dollar amount and percentage of the total assets represented by those accounts. When calculating the percentage of product assets gained/lost, the total assets in the denominator should be as of the beginning of the year. For example, let s say your product has $100 million in assets at the beginning of the year and through market appreciation you now have $120 million. If during the given quarter you lose 1 account for $10 million, you would divide $10 million by $100 million (not the $120 million) to calculate the percentage of assets that account represented. Characteristics This section is specific to each product type, asset class, and investment focus of the selected strategy. Refer to the Glossary of Terms in the Support section for further explanation of all included data points. Countries & Currencies This questionnaire asks which specific countries and currencies a manager has investments in. For example, 60% of the portfolio is invested in the US dollars and 40% is in Euros. The country allocation percentage is based on the market exposure that the investment provides, not the exchange where the security is traded or country where the business is incorporated. Documentation This section allows you to upload fund/product documents to the database to be downloaded by clients. If applicable, a fund prospectus, subscription agreements, private placement memorandums, and due diligence reports can be uploaded. Additionally, any third-party relationships and Security of Assets & Security Lending Practices can be disclosed. Note: Any documents uploaded in this section are not visible to other Investment Manager clients of evestment. Holdings This section allows you to upload your product holdings. Please note that this data is only viewable to consultant and plan sponsor clients. Performance This section allows you to enter historical performance figures. You can submit track records for multiple vehicles. Please note the currency dropdown. This dropdown will default to the base currency selected in the product profile and allows you to select the currency for which you wish to report/edit returns. By editing the default base currency, changes will be applied to all other selected viewable currencies. Performance can also be exported to Excel. From the Excel template, you can copy and paste the returns into the performance table. A product must have a vehicle added to it before performance data can be input. Performance Disclosures This section allows the manager the ability to populate specific data points related to the product s performance. You are able to toggle through separate vehicle types in order to provide complete data for each specific track record. Here you will find such fields as weighting methods, composite dispersion and some accounting/auditing information. Information about GIPS Performance Disclosures is tracked in this section as well. Product Level Static Information Product Profile - This section allows you to input/update general information about the product. This is also the place to update the status of the product. It requires you to enter the full product name, an abbreviated product name, select the asset class under which this product falls, as well as information regarding the appropriate benchmark, style emphasis, and how performance is reported for the product. Additionally, this section also requires you to provide the investment focus, geographic focus, and base currency as well as other currencies in which to display the product. Vehicle Availability This section allows you to provide a detailed listing of all vehicles available to clients for the selected product. This information will allow our consulting and plan sponsor clients to query and view what is available to their clients when conducting a manager selection exercise. This section includes country of registration, vehicle/contract category, legal vehicle structure, vehicle name, vehicle identifier, and share class information (for alternative products). A product must have a vehicle attached to it before performance data can be input. 18 www.evestment.com
Fee Schedules This section allows you to enter your product-level fee schedule. After selecting an appropriate currency and fee schedule type, you are then able to provide your firm s actual fee schedules for a separate account, commingled fund, and/or mutual fund for each investment product. The system allows clients to calculate the precise amount they will have to pay annually to have access to the investment strategy and the vehicle type they desire. This section also allows you to indicate the services are included in your fees such as custody services, whether or not your firm accepts performance-based fees, and whether you operate under Most Favored Nation clauses. Every time you update your fee schedule, our system recalculates the fee in dollars and basis points associated with each of the following mandate sizes: 10, 15, 25, 50, 100, and 250 million. It is very important that your fee schedule be kept up-to-date and accurate at all times for all products. Comments may be added to the text box at the bottom of the page. Investment Professionals See also Key Professionals. This section allows you to associate the key investment professionals involved with the day-to-day management of a specific investment strategy. Product Narratives This is a series of narrative questions relating to a specific product s investment strategy, securities screening process, portfolio construction methodology, buy/sell discipline and trading/execution, as well as provides a section for additional comments as needed. It provides you with an opportunity to articulate the overall process your firm utilizes in the management of the investment strategy. This qualitative information is very important to consultants, financial advisors and plan sponsors, so they get a sense of what portfolio management techniques the firm utilizes and not just how the manager does in terms of historical performance. Derivatives & ESG This section asks some additional questions specific to this product that are not covered in the Portfolio Characteristics section, such as Are derivatives used in this product? and Can this product be managed under Environmental/Social/Governance Investment bias? Based on your answer to these questions, you may be asked to further explain what type of vetting is used and the ability to provide additional comments in order to clarify objectives. These questions are very important to answer because it provides our clients with more detailed information and allows them to further understand the product and how it is managed on a day-to-day basis. 4.3 Helpful Features Settings: You will find User Settings, Reset Menu, and Support under the Settings tab located at the top right of every page. Under User Settings My Profile, you can update your personal information. Support provides contact information for evestment support teams. Tools, Dates and Currency: On many pages, you will see the following options: Here you can change currency, change dates, or download a template for the particular section. 19 www.evestment.com
5.0 Quick Entry Quick Entry gives you up to five quick entry tools for focusing strictly on Performance data and AUM for both Traditional Products and Alternative Products. The items you see in the list are dependent on the products that you have listed in your product line up. 5.1 Traditional Products Traditional Performance displays a grid showing all Traditional Products for the most recent quarter. Enter returns data directly to the screen for each product, or download Excel Template to complete there. Click on Show Instructions to see more information and tips for using the module. 20 www.evestment.com
Traditional Import Performance allows you to enter multiple years of data at one time by creating a table for a customized date range for the products you choose. The resulting table be exported to Excel and populated with cut and paste functionality from your own files. 1. Select your number format. 2. Select your date range. 3. Select the currency. 4. Select the frequency (monthly or quarterly). 5. Check the track records you would like to update. 6. Click Create File. You see a list of all track records you selected in your input grid. Any existing returns will appear. Manually enter missing data. Export the grid and complete the fields in Excel. Cut and paste data from an excel Spreadsheet. 21 www.evestment.com
5.2 Alternative Products For detailed explanation of the Alternative Product structure, please see the Add an Alternative Product section outlined earlier in this manual. Quick Entry for Alternatives works much the same way that the Quick Entry for Traditional products does. In Current AUM & Returns, you can quickly input Total AUM for Funds, Feeders, and Share Classes for a particular time period. You have the option to change the time period to previous time periods. Alts Historical AUM Complete mulitple years of AUM for different funds. Use drop down fields to access different funds, different levels (Master, Share Class), and different AUM categories: Institutional, Commingled, Funds of Funds, Total, etc. Export features and cut and paste functionality are available, as in other modules. 22 www.evestment.com
Alts Inport Performance works exactly like the Traditional Products Quick Entry. 6.0 Other Modules Other features are available in Data Input to make you job more streamlined. Let s look at Upload Documents, Print Manager, and Administration. 6.1 Upload Documents Upload documents module provides a simple way to upload multiple documents and categorize them appropriately without having to go to each product of section. It is also a repository for documents you would like to maintain within evestment but do not fit into a particular module or product. The page shows you all uploaded documents across the platform and the level (Firm or Product). You can filter on the level and document type. Click Upload Document(s) and choose either Traditional or Alternative product type. Choose the file to upload, indicate the level, and document type, and click Upload Document. 23 www.evestment.com
6.2 Print Manager From the Print Manager module, you can view your product s full product profile and create customized PDFs for one or more of your products. To view the full profile, click on the magnifying glass icon beside the product name and the full profile will open. To create and print PDFs for one or more customized profiles, check the box beside the product you want to include. If you have a large list of funds, you can use the filter options: Asset Class, Investment Focus, and /or Geographic Focus. This will pare down your list to choose from. Click Create PDF. Note that a maximum of 20 products can be processed at one time. Rather than print the entire profile, the system gives you the option specify the sections and subsections, orientation and risk benchmark you want to be included in your customized profile. 6.3 Administration Administration is where you can designate contacts and manage permissions for those in your firm with access to your Input portal. In Firm/Products Contacts, you Add Contacts and Edit Contacts. You can designate your Primary Marketing, Primary Database, and Additional Contacts. 24 www.evestment.com
Contact information for each individual is located under Edit Contact. In Firm/Product Access, you can grant access by individual products and restrict currencies accessible to a User. Additionally, for Alternative Products, your firm has the option to grant viewing rights to only to the clients you designate. Below you will see the Firm s Default Permissions, then each individual fund s Permissions. Click on the hyperlink under Selected Client to see a list of individual evestment clients to choose from. 25 www.evestment.com
Thank you for choosing evestment! Should you have any additional questions or would like to provide feedback, please feel free to contact us at data@evestment.com. Or, if you re looking for additional training on updating data in evestment s Input portal, please sign up for one of our live, weekly Data Submission Training sessions. We look forward to working with you! 26 www.evestment.com