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1. 5 5 Questionnaires at contract level Click Contracts and then the e icon to see the answers for all placements Contracts Contracts PROGRAMMES Call year gt Target group Partners Contract number Contract title Status Virkelighetsnaer oppl ring med s rlig NO 06 A IVT 131090 fokus nasjonal matkultur i 2 land 11 02 2007 Only questionnaire answers will be displayed NOTE If no questionnaire is available the report icon will not be visible 30 6 Other important functions 6 1 Contracts Click Contracts in the left menu to see a list of contracts connected to your organisation NOTE Contract information can only be edited by the Leonardo da Vinci national agency NOTE 2 Both LdV 11 and LLP contracts may be available in the list Click the Q icon to see detailed information about a contract e Contracts contracts PROGRAMMES Call year v Target group Partners __ Contract number Contract title Status ni 7 JE AEN Actions Virkelighetsnaer oppl ring med s rlig I Report Q NO 06 A IVT 131090 fokus 3 nasjonal matkultur 2 land 11 02 2007 submitted xu The following will be displayed Contract number Title Organisation name Contact person Target group Start date End date I nterim report date if available Final report date Participants appl
2. Education and Culture DG Lifelong Learning Programme User manual Version 3 0 INTRODUCTION WELCOME TO RAP4LEO 1 BEFORE YOU START 1 1 THE LOGON PAGE 2 GENERAL USE OF THE DATABASE 2 1 THE 5 MAIN WAYS OF ENTERING DATA 252 CONS 223 MENUS 2 4 FORMS 2 5 LISTS A STEP BY STEP GUI DE PASSWORD 3 2 LOGGING ON TO THE DATABASE 3 3 REGISTERING LEONARDO DA VINCI PLACEMENTS 3 4 PARTNERS PREVIOUSLY REGISTERED WITH THE LDV PROGRAMME 3 9 DUPLICATING PLACEMENTS 4 1 REGISTERING FI NANCE INFORMATION 4 2 COPY FINANCIAL INFORMATI ON 4 3 LLP MISSING PLACEMENT INFORMATION 4 4 SUBMIT REPORT 4 5 DOWNLOAD AND PRINT FINANCIAL REPORT 4 6 NTERIM FINANCIAL REPORT 5 QUESTI ONAI RE PARTICI PANT REPORT NFORM THE PARTICIPANT TO FILL IN THE REPORT FILLING IN THE QUESTIONAI RE UNSUBMITTI NG PARTICIPANT REPORTS QUESTI ONAI RE PLACEMENT LEVEL QUESTI ONAI RE CONTRACT LEVEL E i r 6 OTHER IMPORTANT FUNCTIONS e WO ONO 12 12 12 18 18 19 24 25 26 27 28 CONTRACT INFORMATION PARTICIPANT INFORMATION PARTNER INFORMATION EXPORTS SEND EMAIL MASS MAILER NEWS amp DCOUMENTS AAAAHRAO 7 HINTS amp TIPS SOME USEFUL HINTS AND TIPS 41 Introduction Welcome to Rap4Leo the reporting database tool for Leonardo da Vinci mobility projects in the LDV programme and the Lifelong Learning programme LLP Usage 1 Registering information ab
3. The EU Commission has introduced new values for EU region organisation size and organisation sector for the LLP programme Please choose the correct values from the menus below and then dick the Save button Update partner information Modify organisation Organisation name Merlin Entertainments Holdings Ltd EU region Choose a value v Organisation Choose a value v size Organisation pu Choose a value sector l Save 3 5 Duplicating a placement When registering almost identical placements the duplicate function is very useful This is almost always the case when registering participants in the same flow and where the main difference is personal information about each participant Register a placement for the first participant in the flow as described earlier Find this placement in the list of placements and click the icon Add information about the next participant change any other information as appropriate and click Save 18 4 Registering financial information The aim of the financial module is to register financial information for each placement contract This information will be included in the financial reports interim and final report 4 1 Registering financial information Click Contracts in the left menu to see a list of contracts belonging to your organisation Click the icon E to register finance da
4. Total automatically calculated Total From LDV grant automatically calculated Total Partnership s own funds automatically calculated Total Other funds automatically calculated Total automatically calculated 20 Add small project preparation Days From LdV grant Partnership s own funds Other funds Total 10 00 0 00 0 00 10 00 Total Click the Ok button to save The list of Travel and subsistence for preparation and follow up of small projects is now updated Travel and subsistence for preparation and follow up of small projects a Create new To modify click the 4 icon To delete click the T symbol Placements The participants list displays information registered during placement registration Participant receiving country and weeks When the financial data has been registered the list will also display the columns Travel Insurance Subsistence and Preparation costs To update placements with financial data click the button to ien rre i SS P 21 The following will be displayed Contract title the contract title Contract number the contract number Participant name of the participant Travel From LDV grant enter amount covered by the LdV grant LLP Real costs enter amount for real travel costs if required by your NA LDV 11 Travel Partnership s own funds enter amount if any LDV II Travel Other funds enter amo
5. Cancel To copy all financial information to another participant select the participant in the menu and click the OK button next to the menu To copy all financial information to all placements on the same flow click the OK button below the text Copy these values NOTE This function should not be used if you have more than 1 flow with the same sending and receiving country but with different durations The financial values will probably not be the same for all flows 24 The EU Commission has introduced new information to be registerd during placement registration for the LLP programme Participant type Economic sector of placement and Field of education When you register financial information a check will be perfomed by the database If information 15 missing the Register missing values form will be displayed Select the correct values from the drop down menus and click Save When done you will be returned to the financial registration form Register missing values Values for one or more af the menus below has not been registered Please select the correct value in the menus below where you see Choose a value and then click Save Contract title 116 myProjerct Flow flow hamza Participant tttt Participant First Job Seekers wv i d af Choose a value Field of education Development Studies region of E participant Bucuresti x Save NOTE It is not p
6. delete a participant who is connected to a placement Accompanying persons Participants articipants Participants mp Last name First name Username e mail Sandberg Nicoline nsandberq weberstephen dk 6 3 Partner information Click Partners in the left menu to see a list of registered partners organisations To see detailed information click the icon To edit an entry click the icon NOTE You cannot delete a partner that is connected to a placement Organisations artriers mE Organisation name Country Contact person Webwe Stephen Products UK Ltd UNITED KINGDOM Sue Humphreys salesuk weberstephen To register more contact persons for an organisation follow these steps Click the icon A to the right of the organisation name 34 35 Click Create new at the bottom of the window that just opened Add contact person AGROITALICA CMale Female 1334054692923 Password Gender select the correct alternative Last name enter family name First name enter first name E mail enter e mail address Phone enter phone number Fax enter if available Contact person priority set a priority i e the sorting order of the contact in the list The person with priority 1 will be displayed with the organisation in lists Password the username and password are generated automatically by the system but you can choos
7. name of the organisation city and country LDV grant and total costs To create a new entry click the Create new button Lregte new Sa s mw a To modify click the A button To delete click the T button The following will be displayed Organisation enter the name of the organisation City enter the name of city Country select country LDV grant enter amount LDV 11 Partnership s own funds enter amount if any LDV II Other funds enter amount if any LDV II Total costs automatically calculated Update placement preparation Olsen faghandel Oso NORWAY 50 00 Euros 0 00 Eunos 0 00 Euras Euras Cancel Click the Ok button to save 23 4 2 Copy financial information To avoid registering identical financial information for each placement you can use the copy financial information function In the placements list click the button to the right of the participant you want to copy Total ED de pe 0 00 e a f 0 Select the placement where you want to the values Duplicate financial data You are about to duplicate placement financial infos of Andersen Kim Select the placement where to copy these values Choose a value OK or Copy these values to all placements of the flow from DENMARK To UNITED KINGDOM Box j
8. s rlig Report NO O6 A IVT 131090 fokus p nasjonal matkultur i 2 land NT 11 02 2007 submitted n File renina E x Click the Save button to download the file qj can ham yout computer If the ie information below suspicious or ou do rol rust the souma do riot open or this de When the file has been downloaded it can Franco ide Be opened in Excel and printed Filetype Microsoft Excel Worksheet From alfice ong would vou los ko opes Thess ior serve EO your computer E Cancel Mote i Always ack baloe opening this type of 4 6 Interim financial report For contracts requiring an interim financial report follow the procedure explained in 4 1 Registering financial information When relevant financial data has been registered click the Submit interim report button to generate the report Click Contracts in the left menu to see a list of contracts belonging to your organisation aa Click the icon lt to generate an Excel file containing the interim financial information Contracts kont acts PROGRAMMES Call year Target group Partners Contract number Contract title Status v RE en Virkelighetsn r oppl ring med s rlig Report NO 06 A IVT 131090 fokus p nasjonal matkultur i 2 land 11 02 2007 submitted 27 5 Questionnaires Participant repo
9. username and password by e mail provided the e mail address you entered matches the one registered in the database 2 General use of the database 2 1 The 5 main ways of entering data 2 1 1 White field Organisation name Click once in the field with the left mouse button You will see a blinking cursor to the left in the field and you can then type in the relevant information 2 1 2 White field with an arrow down to the right mm This type of field is called drop down menu Organisation size 51 200 people v Click once in the field with the left mouse button and you will see the menu options Use the arrow keys on your keyboard arrow up arrow down and click once with the left mouse button on the value you want to select You can also jump directly to a menu option by typing its first letter 2 1 3 White field with an arrow down to the right and a white field below This is also a drop down menu but you can select more than one menu option if needed Click once in the field with the left mouse button and you will see the menu options Use the arrow keys on your keyboard arrow up arrow down and click once with the left mouse button on the value you want to select You can also jump directly to a menu option by typing its first letter Your selected option will be displayed in the white field below You can then continue to make more selections if needed If you want to remove one or more of
10. Departure date dd mm yvy Return date dd mm yyvyy Duration weeks New beneficiary 15 067 2005 017082005 Validation jaconadita tion VAT validation accredi amp atior Gender Add a valua AH 1 English Languages during the placement pidime eyyy Person with special needs CaS Yes Address 1 F Sub form in new window as City Hurscipality Choose a value v Please select fest a country 2 4 2 Two instances of the same form There are two instances of most forms depending on the function you select The example below shows two instances of the placement form When selecting the function Create new modify AZ New Modify Placement EX ISL 04 A 360 Prufuverkefri Beneficiary Palmason J n Is this an accompanying person C Yes Ho Add a valua MNN Belgium Departure date dd yy 15 06 2005 Return date dd mm Yyyy Duration weeks View placement Diog 20605 Validation accreditation VAT validation acc Prufuwerkelni Add aval ICELAND BELGIUM Languages during the placement Pakmasan T n E Sending partners Fagriammur Receiving partners HHHBalgim Departure date dd mmjvyyy 15 06 2005 Return date dd mm yyyy 01 08 2005 OC vVocaliomal iram When selecting 12 weeks the function Is this an accompanying View only rp VA validation a
11. ant Click New Participant to register a new participant If you are entering a participant who has been sent on a placement previously and 15 already registered in the database click Choose a value and select the participant from the drop down menu in general only relevant for accompanying persons 3 3 3 LLP Participant type select a value from the dropwdown menu 3 3 4 Is this an accompanying person Click Yes if the participant is an accompanying person The form will change and fewer fields will have to be filled out New window New participant Gender select the correct alternative Last name enter family name First name enter first name Birthdate dd mm yyyy enter birthdate in the format day month year Enter two digits for day and month and four digits for the year Example 19 04 1983 Person with special needs yes no Address 1 enter postal address Address 2 use if needed Postal code enter postal code City enter city Subcounty Municipality enter subcounty municipality County enter county Country enter country EU region choose EU region Only valid EU regions for the selected country are displayed E mail enter e mail address Use the e mail address of the sending organisation s contact person if the participant doesn t have a mail address Phone enter phone number Fax enter fax number if available Click Save The information will be saved and the name of the participa
12. any Step Select a flow Choose a Sending Receiving Total number of value country country placements NORWAY GERMANY 11 C GERMANY NORWAY 13 B Create new Total 24 Cancel H Step 3 gt 13 3 3 1 Create a new flow If the flow you want to register a placement on is not present click the Create new button Contract title Shows the contract title Sending country select country may not be selectable Receiving country select country Add flow Contract title Number 2 Exchange with Germany Sending country Choose a value Receiving country Choose a value w E Click the Save button The flow registration is completed Select the flow you just created The selected contract and flow will now be displayed in the first line of the form Participant is the person to be sent on the placement Click the New participant button to register the participant If the participant is already registered in the database click Choose a value and select the participant from the drop down menu New Modify Placement 114 myProjerct Choose a value New beneficiary Choose a value OQ Yes Ho Choose a value New sending partner Add avalue New receiving partner o weeks Days Economic sector Choose a value Field of education Choose a value Certification Choose a value avalue Remove Choose a value 14 3 3 2 New particip
13. ax number if available Homepage enter if available Organisation type choose from the drop down menu Organisation size choose from the drop down menu Organisation sector choose from the drop down menu Please note that the menu is organised in groups make sure you select the submenu Description enter if needed Note that the information displayed is different for the two programmes LDV LLP Create new partner Organisation Organisation name Name of the organisation in EN FR or DE Official legal form Organisation identifier VAT number s the organisation able to recover VAT Yes O No Choose a value v Please select first a country Homepage Organisation type Choose a value Organisation size Choose a value Organisation sector Choose a value Description 16 Organisation contact person Gender select the correct alternative Last name enter family name First name enter first name Phone enter phone number Fax enter if available E mail enter e mail address Department enter department Click Save The information will be saved and the name of the sending partner will be displayed in the list of organisations Organisation contact person Gender Female Last name First name Fax e mail Department 3 3 6 The receiving partner is the organisation responsible for receiving one or more participants Choose the
14. ccreditation Languages during the N memi 1 Engish OC2 Vocatnnal traning programmes planners and managers 10 2 5 Lists 2 5 1 An overview of all entries within a category The example below shows an overview of all registered placements You can view or edit the entered information or delete a placement Not all options will be available for all lists Placements Programme B Call year M Target group Participant ess Contract number Po Departure date from aay To Sending country Receiving country Only acc persons Only participants Search Show a New placement Hald Marianne 2005 129 25 09 2005 DENMARK UNITED KINGDOM Q 2 5 2 Filtering search for specific information You can search for specific information in all lists Enter the information you are searching for for example departure date receiving country contract etc in the appropriate search field For example tf you want to find all placements in Germany write Germany in the Receiving country field and click the Search button All placements in Germany will be displayed in the list Other placements have been filtered out Click here to use the filter after defining the search show al Click here to see all entries in the list Mare criteria TEE More criteria Click here for access to more search criteria 2 5 3 Navigation 44 123 gt Navigation Use this function to go to the next previous
15. e displayed in the field below If you want to remove a selected option select it in the field and click Remove LDV II 3 3 14 Level of studies Select a suitable value from the drop down menu Note Level of studies is only available for IVT STU and WORK contracts LDV 11 3 3 15 Occupation Select a suitable value from the drop down menu Note Occupation is only available for LAN and INS contracts 17 LLP 3 3 16 Occupation Select a suitable value from the drop down menu 3 3 17 Click Save All information about the placement will be saved in the database You will find it in Placements where you can read and edit information about all the placements you have registered Note It is only possible to modify or delete a placement if the status of the contract is Open contract 3 4 LLP Partners previously registered with the LDV II programme The EU Commission has introduced new values for EU region organisation size and organisation sector for the LLP programme If you select a partner previously registered with an LdV 11 placement when regitering a placement on a contract from 2007 or newer the database will ask you to update these values if they are missing If information is missing the Update partner information form will be displayed Select the correct values from the drop down menus and click Save When done you will be returned to the placement registration form Windows Internet Explorer
16. e your own password here if you like Both the username and the password can be changed later by clicking the edit icon to the right of the contact in the list of contact persons Click Save The information will be saved and the name of the new contact will be displayed in the list 36 6 4 Exports Click Exports in the left menu Select the list you want to download in the drop down menu Organisations Placements Participants or Contracts For lists of placements and participants you also have the option to choose placement dates and contract year Click Generate You will see a message when the list has been generated and 1 ready to be downloaded Click the link with the right mouse button and choose Save as to download the file to a folder on your hard disk and open it with Excel Export data Exports Export type Choose avalue i Generate Export data Data correctly exported Placements If you want to generate an export of all records llt x NETE TO nw nari x0 generated fila then open the model with Excel and click on the Load Data button on the top right of the main sheet 37 6 5 Send email mass mailer To send an email to a group of participants do the following Click Participants in the main menu Click the button Accompanying persons Beneficiaries Beneficiaries Lastname ef Oo Available tags If you want to insert in your
17. eparation was provider inguletic cores information about the fest ongina Comment in ee 8 CONTENT Len gan proper d wate host o Bo Py sewing was No Bo Nc REAPER EE NE Comment ENT No fo Nc Hc phen how ending and host dran Lir pripad aid organi pour work plaine Were uivehysi i thet work places 1 Prive of Cha het eerpibay aces ipuncHur Coke takn cee persone change ests ii taming aed Cri aitea tits me B oco store or ters ox lioet soe Pesos Cancal Would you like to close your report You will then be able to print and send it to the National Agency If you answer No your report wil be saved with your answers and you wil be able to come back later to finish it print it and send it to the National agency To navigate in the questionnaire use the Previous and Next buttons At the last page Click Yes to submit the questionnaire or No to save and finish it later 5 3 Unsubmitting participant reports When a questionnaire has been answered and the participant has saved and closed it it is still possible to send it back to the participant for correction if needed To unsubmit a questionnaire follow these steps Click Placements Click the unsubmit icon and click OK Repeat fo
18. ied Participants granted Accompanying persons applied Accompanying persons granted Persons with special needs Number of persons with special needs LDV 11 Small project monitoring if available LDV 11 Support to SME 1 proposal if available LDV 11 Financial information Management and monitoring applied Management and monitoring granted Preparation and follow up of small projects applied if available Preparation and follow up of small projects granted if available Travel applied Travel granted Insurance applied Insurance granted Subsistence applied Subsistence granted Preparation applied Preparation granted Support to SME 1 st proposal applied if available Support to SME 1 st proposal granted if available Total funding applied Total funding granted 31 LLP Financial information Management and monitoring applied Management and monitoring granted Preparation applied Preparation granted Subsistence applied Subsistence granted Subsistence applied acc persons Subsistence granted acc persons Subsistence applied participants with spec needs Subsistence granted participants with spec needs Travel applied Travel granted Total funding applied Total funding granted View contract Testing organisation Raoul TAGLIARINI IVT Initial vocational education Start date dd mm yyyy 12 03 2004 End date dd mm yyyy 23 08 2005 Final report date Granted 22 Humber of persons w
19. ith special needs Support to SME 15t proposal 31 05 2005 12 01 27 Agustin Vilacorta Martin open conma osmenwouwo Applied Granted Management and monitoring 10000 00 8000 00 Travel 15000 00 12000 00 Insurance 2500 00 2000 00 Subsistence 4500 00 4000 00 Preparation 3000 00 3000 00 Total funding 0 00 33000 00 EXCHANGE REPORT From UNITED um KINGDOM SWEDEN Total Coordinating organisation 32 Payments Information about payments to the promoter Paid so far New payment Total paid Coordinating organisation Associated flow s A flow consists of one or more participants traveling to the same country and with the same duration Click the icon Q to see detailed information about each flow The following is displayed Contract title From from country To to country Partner organisations Click the icon Q to see detailed information The following information is displayed Organisation name Role sending partner receiving partner or both View flow N 2004 03 Gardener in Norveay FRANCE NORWAY Partners in negotiating country Re Atem E LR bee qum amp _ em amp _ 33 6 2 Participant information Click Participant in the left menu to see a list of registered participants To see detailed information click the icon X To edit an entry click the icon NOTE You cannot
20. mail body data linked to a specific user dick and select this data from the list The corresponding tag will be inserted into your mail While the mail is sent this tag will be replaced by the specific value of the current destinee For instance lt last_name gt will be replaced by Smith if the destinee is John Smith Maifornst HTML Text From the person sending the email select contact person Subject the subject of the email Body the text to be sent Note Email format HTML or Text please select the appropriate format 38 The text can be formatted using these buttons HTML only text in bold ii text in italic i numbering bullets hyperlink highlights the text click the button and enter the address Dialogboks for Web side Link Into Target Advanced Link Type URL v Protecel _ URL phitp 06 wes vgn s remove a hyperlink access to merge fields Special Character Dialogboks for Web side Select Special Character Attachment To attach a file click select file browse for the file and then click the SEND button Upload a document file 1 Select the document to upload on your hard disk see 2 When the file is selected please click on the send button The can lest several minutes depending on the document size and on your internet cannectian ip z amp 39 When the email is ok click the Send butt
21. mation 7 2 Enter the participant s e mail address when registering placements if possible This may be useful if you are going to send the username and password to the participant via the database 7 3 You can jump from field to field in all forms by using the Tab key You can move in the opposite direction by holding down the Shift Tab keys You will save your arm from excessive use of the mouse and the work will be done faster once you have learnt the technique 7 4 Field names in black type are compulsory to fill out while field names in gray type may be left empty 7 5 Forgotten password username If you have forgot your username or password do the following In the login page type your email address in the Your email field and click the Send button then the username and password will automatically be send you by email 41
22. message Organisation name In some lists you can jump directly to the relevant form i e organisations contact persons etc by clicking on the name Clickable names will look like ordinary links any Click here to delete the data on the line to the left of the trash icon All information directly connected to this entry will be deleted Make sure you really want to delete the entry before clicking the trash icon Some information connected to other entries in the database cannot be deleted For example you cannot delete a participant registered on a placement Click here to duplicate a placement or financial information x Click here to unsubmitt a participant report Edit finance data Finance report Excel export E Send an automatic email Click here to print Select date X n2 gt Navigation buttons in lists Right arrow one page forward Left arrow one page backwards You can also go directly to a specific page by typing the page number 2 3 Menus 2 3 1 The top menu User Leif Erik Erikssen Organisation name Teknologisk Institutt Language 1 English User privacy Log out To the top left you will see your name and the name of your organisation It may be possible to select another language If you want to select one of the other available languages click the menu and make your selection then click your browser s refresh button The database will remember the change the next
23. nt will be displayed in the list of participants New participant Female Birthdate dd mm yyyy O Yes 9 No le Choose a value Choose a value 15 3 3 5 The sending organisation is the organisation responsible for sending out one or more participants In most cases this is the same as the applicant organisation Choose the organisation in the list of sending organisations If the organisation responsible for sending out the participants is not the same as the applicant organisation and if the organisation is not already registered in the database click New sending partner NOTE you can only register a sending organisation from the country specified in the flow See also the chapter 3 4 LLP partners previously registered in the LDV II programme New window New organisation Organisation name enter name of organisation Name of the organisation in EN Fr or DE enter name of organisation in English French or German I s the organisation able to recover VAT not in use for mobility projects Address 1 enter postal address Address 2 use if needed Postal code enter postal code City enter city Subcounty Municipality enter subcounty municipality County enter county Country enter country EU region choose EU region Only EU regions valid for the selected country are displayed Phone enter phone number Fax enter f
24. on and confirm Microsoft Internet Explorer 1 2 Are you sure you want to send the mail s Avbryt NOTE The mail will be sent to all participants in the list 6 6 News amp documents Your National agency may occasionally publish news or upload documents To see news and documents click News or Documents in the left menu To download a document click the a icon with the right mouse button and choose Save target as to download and save the file 40 7 Hints amp tips Some useful hints amp tips 7 1 If you register information about a placement and don t click the Save button at the bottom of the window you will lose all the information that you have entered This may happen if you are missing information about a participant s birthdate education level or something similar and then cancel the registration In these cases we recommend that you don t cancel registration but follow these steps instead Enter temporary information in all compulsory fields select options in all menus even if these options may be wrong because you are missing information After entering all compulsory information click the Save button at the bottom of the window to save the information as usual If you see a message about missing information in a field enter any temporary information for example two or tree letters or digits and click Save You can complete registration later when you have gathered all necessary infor
25. organisation in the drop down menu When you click on one of the names in the list it will be displayed in the field below Click New receiving partner if you want to register a new organisation If you want to remove a selected option select the name in the field and click Remove Fill in the information the same way as described under section 3 3 4 The sending organisation NOTE you can only register a receiving partner from the country specified in the flow 3 3 7 Departure date dd mm yyyy Must be entered in the format day month year Enter two digits for the day and month and four digits for the year Example 19 04 2004 3 3 8 Return date dd mm yyyy Must be entered in the format day month year Enter two digits for the day and month and four digits for the year F eks 26 05 2004 3 3 9 Duration weeks days Number of weeks and days are calculated by the system Please check the departure and return dates to make sure that you fulfill the contractual requirements 3 3 10 LLP Economic sector select a value from the dropwdown menu 3 3 11 LLP Field of education select a value from the dropwdown menu 3 3 12 Certification Select a suitable value from the drop down menu Note LDV 11 Certification is only available for IVT STU and WORK contracts LLP Certification is only available for IVT and PLM 3 3 13 Languages during the placement Select from the drop down menu Multiple options are possible and selected options will b
26. ossible to use the Copy fiancial data function chapter 4 2 if information is missing as explained above Actions Actions _ a Copying of financial data has been disabled for this project because some necessary placement participant data is missing for one or more of the participants Please click the Update financial report icon for each of the participants to register financial data manually OK 25 4 4 Submit financial report When your financial report is completely filled in click Submit financial report to submit it Click the OK button to confirm Note You will not be able to modify the financial report after submission but you can view the information by clicking the button When your financial report is completly filled in click here to submit it Caution you will not be able to modify it after submission Submit financial report Microsoft Internet Explorer Are you sure you want to submit this financial report Avbryt 26 4 5 Download and print financial report Click Contracts in the left menu to see a list of contracts belonging to your organisation Click the icon to generate an Excel file containing the financial information Contracts Eontract Ha PROGRAMMES Call year v Target group Partners Contract number Contract title Status be JE om Virkelighetsnaer oppl ring med
27. out participants traveling on regular Leonardo placements 2 Participant report questionnaire 3 Financial project reporting The database and reporting tool has been developed exclusively for mobility contracts Information about both programmes LDV Il amp LLP is covered in this manual Information marked as LDV II is only valid for the Leonardo da Vinci II programme Information marked as LLP is only valid for the Lifelong Learning programme 1 Before you start 1 1 The logon page You need access to the Internet to be able to enter information about your Leonardo da Vinci project and placements into Rap4Leo You reach the logon page by writing http xx rap4leo org in the address field of your web browser xx country code The Rap4Leo website is supported by Microsoft Internet Explorer 5 5 or newer and compatible browsers Education and Culture DG Lifelong Learning Programme Welcome to Rap4Leo Username Password Have you forgotten your username or password Enter your email address in the field below and click the Send button If your email address is registered in the database you will receive your username and password by email Your email pm Enter your username and password and click Connect If you are a registered user of the database and have forgotten your username and password enter your e mail address in the field Your email and click the SEND button You will then receive your
28. page n Click the arrows to sort the lists A Z Z A Total 19 1 2 gt Page 1 2 Shows the total number of entries the number of pages and the number of the current page 11 3 Registering placements A step by step guide 3 1 Password If you have a Leonardo da Vinci contract and haven t yet received a username and password please contact your national Leonardo da Vinci agency 3 2 Log on to the database Browse to the logon page and enter the Username and Password you have received from your Leonardo da Vinci agency Click OK You will be logged on to the user area for your organisation If you wish you can change your password Click My data in the main menu Click the icon on the line showing the contact person Change the password in the displayed form You can register more than one contact person if needed 3 3 Registering Leonardo placements This chapter is large and important You will learn how to register enter information about a new placement in the database The first step in registering a placement 1 to connect a participant to the correct flow and then enter the relevant information about the participant A flow consists of one or more participants traveling to the same country If needed you can add a new flow You will find more information about this in chapter 6 1 Contract information You then select your own organisation or another registered organisation or regis
29. r each questionnaire you want to unsubmit 29 Placements lacements uum v Target _ Programme Call year Participant Contract number Departure date from country _ Receiving country Only acc persons Only participants search New placement Hald Marianne 2005 129 25 09 2005 DENMARK UNITED KINGDOM gs 5 NOTE When unsubmitting a participant report email must be sent to the participant to remind him her to fill in the questionnaire again 5 4 Questionnaires at placement level To view questionnaires and participant reports you have 2 options e See detailed information about a specific placement participant e Seea summary of all reports on contract level Click Placements and then the icon to see the questionnaire Placements lacements Programme Call year v Target group i Participant Contract number Departure date from Sending country _ Receiving country Only acc persons Only participants Search T socement New placement Hald Marianne 2005 129 25 09 2005 DENMARK UNITED KINGDOM 5 The questionnaire participant report is divided into 4 sections Personal information about the participant Information about the sending organisation Information about the intermediary organisation if any Host organisation s Questionnaire
30. rogramme My data Placements Total 1 1 Page 1 1 28 Click Placements and then the icon to answer the questionnaire p Community Vocational Training Action Programme ie ACEMENT REPORT My sending organisation Trea Se Damir activity My host arganisation s My placement Project mmber Revere coamtry Departure date dd timmy Return dete hi mm yr Tiuratices Certifhirstes Meer ee e Project mmber 1310587 biy vocation cen DE Secneriang edacatien 2nd peer 7n DK Mer Barge ERT BEOFE Othar Peofameera Suscaren Fatarsnan 1 28 OPA LANDET HS anc rascacram Lycee D E Die Toye Du Val De Lore EDAZWET ram ihe cantra oc bon 53 5 08 PEJS DE LOBE 1 Einte HOIDA TI 131987 FARE par 1 2000 4 wesks acd 1 day V T biei cert zl p repagamed timng cjce with Europ Face NOE you Ge enter more than LODO characters in boas PREPARATION Langue preparation reboheed enabkel nar to cope WE aaryday Language preparetion repere helped me fn werk in P 1 Ho 35 Ba I reied the necestary information to get integrated __ miy A TARE EET parnrnent Ho No Bo Hc Ho No Hc wheal pr
31. rts 5 1 Informing the participants to fill in the questionnaire It is not possible to see the username and password of participants Participant s usernames and passwords must be sent by email Click Contracts and then the icon to send the reminder email Username and password will be inserted in the emails automatically by the system Contracts ontracts PROGRAMMES Call year Target group be Partners Contract w status E Virkelighetsnaer oppl ring med s rlig Report NO 06 A IVT 131090 fokus nasjonal matkultur i 2 land NT 11 02 2007 submitted The list of participants only includes participants who have not yet submitted their questionnaire Click the action box to select single participants or Select all to select all participants Click the OK button E mail reminder Beneficiaries listed here have mot submitted their reports Select beneficiaries to whom you want to send an e mail reminder Pe etm DURAND Pierra zo 5 2 Filling in the questionnaire The participant can log on to Leopass with the received username and password The participant can not modify data but he she can look at his personal data by clicking My data or look at the registered placement by clicking the Q icon in the placement list lt sain User Mailene Danielsen Language English Duces Lifelong Learning P
32. ta Contracts Contracts up PROGRAMMES Call year Target group Partners Contract number Contract title Status More criteria Search Show all ie el e End date e POUR EE e Contract title pe dd mm yyyy Status Udsendelse af studerende kliniske Q le 2005 205 uddannelsesophold p4 biomedicinske laboratorier STU 31 05 2007 England og Irland The following will be displayed Contract number Contract title Organisation name Note The numbers in the granted fields are the granted budget Management and monitoring From LDV grant The amount used from the LDV grant LDV 11 Management and monitoring partnership s own funds The amount used from partnership s own funds if any LDV 11 Management and monitoring other funds The amount used from other funds if any Total automatically calculated Total interest generated over the duration of the project enter number LDV II Travel and subsistence for preparation and follow up of small projects Note This field will only be visible if Small project monitoring in the contract form is selected The number is updated during registration of Travel and subsistence for preparation and follow up of small projects See below Travel LDV II Insurance Subsistence Preparation The fields Travel Insurance Subsistence and Preparation From LDV grant Partnership s own funds O
33. ter a new sending organisation The next step is to choose or register the organisation responsible for receiving the participant Then you have to make some general selections and enter some information by using radio buttons menus etc Click the Save button The placement registration is completed See also chapter 4 Registering finance information for more information on how to fill in finance information for each placement etc 12 Follow these steps Click Placements Click the button New placement in the top menu Choose the correct contract number in the drop down menu and click Step 2 NOTE If your organisation has more than one contract it s very important that you choose the correct contract in the drop down menu New window Select the correct flow by clicking the little circle in the column Choose a value to the left and click Step 3 gt Placements lacements Programme Call year v Target group Participant Contract number Departure date from me country Receiving country Only acc persons participants Search New placement Hald Marianne 2005 129 25 09 2005 DENMARK UNITED KINGDOM New placement mum Step 1 Select a contract Numbe Exchange with German i Cancel i Step 2 gt New placement Step 1 Contract selected Number 2 Exchange with Germ
34. the selected options select the option and click Delete 2 1 4 Radio buttons Click once with the left mouse button Gender Female in the little white circle to the left of your selection 2 1 5 Button Click once on the button with the left mouse button to perform the action Save NOTE While field names in black are compulsory to fill out field names in gray can be filled out if needed 2 1 6 Button Choose a value In seldom cases with a huge number of values to be displayed the list is empty Participant arose s aue Click the Choose a value button Participants Last name First name Username e mail Show all Samateh Alieu Stian samateh sogn vgs na Opheim Emil opheim sogn vgs no Select Larsson Simon Thoresen Larsson sogn vgs no Select Azhar Tamoor Ali azhar sogn vgs no Bergerud Andrew Dane Chynoweth andrew andrew no Total 264 1 2 3 4 5 6 7 8 9 10 11 12 14 16 18 20 22 24 26 27 1 27 Make your search and click Select the Choose a value column 2 2 1Cons d Click here to edit Q Click here to see more information Click here to see report Click here to see financial report Click here to create interim financial report e Click here to create a report Administrator only G Ld Click the arrows to sort the lists eril leonardo org Click here to send an e mail Your e mail program will open and you can write and send your
35. ther funds and Total are updated during registration of finance information for each participant See below LDV 11 Support to SME 1 st proposal this field will only be visible if the Support to SME 1 51 proposal in the contract form is selected Enter number 19 Update financial report Contract number 121321321 Contract tithe Utplassering av berlinger Organisation name Testing organisation Granted da Other funds Total Management and monitoring 2 00 1 00 0 00 0 00 Travel 0 00 Insurance 0 00 Subsistence 0 00 Preparation 0 00 Total 6 00 1 Total interest generated over the duration of the project 0 00 LDV II Travel and subsistence for preparation and follow up of small projects Click the Create new button The following will be displayed Contracts the name of the contract Last name enter last name First name enter first name Organisation enter the name of the organisation Type of organisation select type of organisation Country select country Objective of the trip select type preparation follow up other Duration enter duration Travel From LDV grant enter amount Travel Partnership s own funds enter amount if any Travel Other funds enter amount if any Travel Total automatically calculated Subsistence From LDV grant enter amount Subsistence Partnership s own funds enter amount if any Subsistence Other funds enter amount if any Subsistence
36. time you log on Click Log out to end your session Click User privacy to see the user privacy statement 2 3 2 The main menu While logged on to the database you will always see the main menu to the left Logged on as a promoting organisation the main menu will look like the example below My data View or edit information about your organisation and contact person s See a list of all contracts with an option to see details about each contract Contracts Placements See a list of all placements Participants See a list of all participants You can view details and make changes Partners See a list of all partner organisations You can view details and make changes Exports Print lists of placements participants etc News News Documents Documents 2 4 Forms 2 4 1 The main form The data you enter into the database will in some cases be distributed to more than one form The example below shows the registration of a placement The main form New Modify placement and sub form New participant The information in the sub form is stored independently of the main form and becomes available in the main form when you save the information and close the sub form New Modify Placement EX ISL 04 4 360 Pnifuverkefrs Palmason J n Is this an accompanying person C Yes Mo Sending partners Fagihammur Hew sending partrse Add a valua MNNM Belgium Remove Haw raceling partner
37. unt if any Travel Total automatically calculated LDV 11 Insurance From LDV grant enter amount LDV 11 Insurance Partnership s own funds enter amount if any LDV II Insurance Other funds enter amount if any LDV II Insurance Total automatically calculated Subsistence Note For contracts where interim reporting is required you must fill inn Paid so far From LDV grant LDV 11 Partnership s own funds LDV 11 Other funds and Total automatically calculated New payment From LDV grant enter amount LDV 11 New payment Partnership s own funds enter amount if any LDV 11 New payment Other funds enter amount if any New payment Total automatically calculated If no interim report is required you must fill in Subsistence From LDV grant enter amount LDV II Subsistence Partnership s own funds enter amount if any LDV II Subsistence Other funds enter amount if any Subsistence Total automatically calculated The fields Preparation From LDV grant LDV 11 Partnership s own funds LDV 11 Other funds and Total are updated during the registration of preparation See below 22 Total From LDV grant automatically calculated LDV 11 Total Partnership s own funds automatically calculated LDV 11 Total Other funds automatically calculated Click the Ok button to save Preparation The Preparation list displays information of registered preparation information The

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