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Mobility Tool Guide for Beneficiaries of the Erasmus programme

1. Please note that if a higher education institution is selected from the list all required fields are automatically populated The fields are Full Legal Name national language Full Legal Name Latin characters Type of Organisation Economic Sector Postal Code City and Country Fields such as Acronym National ID if requested by NA Commercial Orientation Legal Status Size Staff Telephone 1 Telephone 2 Fax Email Web Legal Address and 21 Mobility Tool Guide for Beneficiaries of the Erasmus programme Region are not mandatory and will not be filled in automatically from the Erasmus Charter database 4 Click Save to save the details of a new partner Notice the new partner is added to the end of the list of partners Any new partner will always have No value in the Beneficiary column in the list Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search win x r a ati are on Show 50 entries fs 2 Showing 1 to 6 of 6 entries List of Beneficiary amp Partners Preferred contact Erasmus Type of Organisation Name Mobile Country Beneficiagy Partner I Legal Name INSTITUT D ETUDES POLITIQUES DE PARIS University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and Enterprise of creativit x Y chambers of commerce and i
2. cccceeccceeeeeeeeeeeeeeeeeees 31 Dx WIMOD ING Siac cas otercct scctseseuaGescteiesacate ee cctcksaceun ects tun a a a aeoionaas 34 Si ROW TO dISplay thelist OF IMODINNIES Ziria naa ee aes lA eee 34 g2 NROW 1OPaAdG anew MODDING eregin ces oe nia a a eraen a deen ecg 34 O27 1 Hanang Compe MODNY siivc tense sdamcnsecvuiw a r whleegwnin a 36 22e SNOLMODII E Seus a a E a 36 X23 LEFO DUCGCEIMODINNGS siii E a E E E so eeemeds 36 5 3 Howto change mobility details ccc cccccccccssccceeeeceeeeceeeceuseceueecsueeseeecaeeseueessueesseesseeesees 37 5 4 How to delete mobility or mobilities 2 0 ec ceccceeeecesecceeeceucecececeeesaeeeeaeeceueeseueesseeeseeeseas 38 iGO TODON acral ch ccrcaleicctscr esters E E A 40 WIMP ORL aN Ge X DON ordalag a dasuden benaet sasbasinen sacs aoe lessee 41 TM DROO este ics ao Serer seats ae a N 41 T2 ANAM ORE and Update nerien a 42 T21 GeneraldesciptioN s nsee eE 42 Mobility Tool Guide for Beneficiaries of the Erasmus programme 7 2 2 WOFECTYDCS Ol import files osscar aieiaa aia a eera dada ane aaa aT aaas 45 Vise Data file template file structure ccc ccccccseccceseeceeeceeecececeueesaueeceeceueesaueeseeeesseesaas 45 1 2 4 Decimal and thousands S parator cccccccccceecceeeeeeeeeeeeeeeeeeeeeeeeseeeaeeseeeaeeeneeeseeesaeenes 46 17 2 5 Examples Of data IMPON Menere a aaa aa S a EA CaN 46 eee UDNE can a ae ee ee 49 7 2 f Sending and Receiving Par
3. The budget page may differ between type of Erasmus actions ERA02 ERA04 or ERA10 The following screenshot presents the budget page for ERA04 type of project consortia Budget Summary Number of Mobilities Approved Budget Mobility Organisation and Management 20000 00 Mobility Budget 80000 00 EU Subsistence and Travel Grant 80000 00 EU Special Needs Grant 0 00 Total 80000 00 Total Budget 100000 00 Recalculate Save 61 Mobility Tool Guide for Beneficiaries of the Erasmus programme The screenshot below presents the budget page for ERA10 type of project Intensive Programme projects Budget Summary Mobility Organisation and Management Mobility Budget Students EU Subsistence Grant EU Travel Grant EU Special Needs Grant Total Teachers EU Subsistence Grant EU Travel Grant EU Special Needs Grant Total Total Budget Number of Mobilities Approved Budget 6000 00 54629 72 13367 22 9450 00 0 00 22817 22 26600 00 5212 50 0 00 31812 50 60629 72 Recalculate Save 5 To enter or change the value in Mobility Organisation and Management please enter the amount directly in the field a Click the Recalculate button to see the Total Budget value recalculated b Click the Save button to save changes 6 Clicking on Mobility Budget link will open the Mobilities page If the project total budget exceed the values of the approved budget amount the budget
4. 9 2 My EUC code of EUC code of my partner is incorrect or missing in Mobility Tool Please refer to chapter 4 3 1 of this document for more information on changes of EUC codes 9 3 Troubleshooting of the most common issues 9 3 1 National characters are replaced with question marks during the import process Some national characters may not be correctly displayed after a CSV file is saved in Microsoft Excel and imported into the tool The problem lays in the way all versions of Microsoft Excel on Microsoft Windows and Apple OS X encode the national characters in UTF 8 format In particular the national characters encoding is not preserved when a CSV file is saved The problem has been officially confirmed by Microsoft support It s important to highlight this is not a problem of data process or algorithms used by Mobility Tool The problem is affecting 13 of the 27 different alphabets used by National Agencies and participant of the LLP programme The affected alphabets are Greek Bulgarian Croatian Czech Hungarian Latvian Lithuanian Maltese Polish Romanian Slovak Slovene and 63 Mobility Tool Guide for Beneficiaries of the Erasmus programme Turkish For some of these alphabets none of the national characters are saved properly for some others only partially Many solutions have been tested to prevent this issue from happening 3 office suits have been confirmed not exhibiting this problem Two of the suits are open sou
5. If the new partner is a higher education institution holding a valid Erasmus Charter you may use the Erasmus Code list icon to open a list of the valid charter holders This list contains a snapshot of data from Erasmus Charter database If you cannot find your or your partner organisation on the list please refer to chapter 9 2 for more information Erasmus Code Full Legal Name Latin characters Country Postal Code City PAEDAGOGISCHE HOCHSCHULE NIEDEROESTERREICH AT A 2500 Baden FACHHOCHSCHULE VORARLBERG GMBH AT 6850 Dornbirn STIFTUNG PRIVATE PADAGOGISCHE HOCHSCHULE BURGENLAND AT 7000 Eisenstadt Fachhochschulstudiengaenge Burgenland Gesellschaft m b H AT A 7000 Eisenstadt JOSEPH HAYDN KONSERVATORIUM DES LANDES BURGENLAND AT A 7000 Eisenstadt PAEDAGOGISCHE HOCHSCHULE VORARLBERG AT 6800 Feldkirch VORARLBERGER LANDESKONSERVATORIUM GMBH AT 6800 Feldkirch KARL FRANZENS UNIVERSITAET GRAZ AT 8010 Graz TECHNISCHE UNIVERSITAET GRAZ 8010 Graz UNIVERSITAT FUR MUSIK UND DARSTELLENDE KUNST GRAZ 8010 Graz PAEDAGOGISCHE HOCHSCHULE STEIERMARK 8010 GRAZ BERUFSPADAGOGISCHE AKADEMIE DES BUNDES IN GRAZ 8010 Graz RELIGIONSPAEDAGOGISCHE AKADEMIE DER DIOEZESE GRAZ SECKAU A 8020 Graz KIRCHLICHE PAEDAGOGISCHE HOCHSCHULE DER DIOEZESE GRAZ SECKAU A 8010 Graz FH JOANNEUM GESELLSCHAFT MBH A 8020 Graz CAMPUS 02 FACHHOCHSCHULE DER WIRTSCHAFT GMBH 8021 Graz MEDIZINISCHE UNIVERSIT T GRAZ 8010 GRAZ
6. data is used Field name Mandatory Description Project ID Mobility ID Grant agreement number also called project number i e 2011 1 BE3 ERAO2 00001 In the same project this field must always contain the same value Any unique identification of a particular mobility i e 0001 MOB01 NL GB John Sending Partner ID Unique alphanumeric string identifying the sending organisation in the mobility It is recommended using the Erasmus code in the case of the partner being a higher education institution holding a valid Erasmus Charter Participant ID Unique identifier for a participant of the mobility It can be a national ID recommended identifier student ID or any other ID that identifies one participant from another Uniqueness of the value of this field will not be checked during the import 49 Mobility Tool Guide for Beneficiaries of the Erasmus programme Field name Mandatory Description Receiving Partner ID Yes Unique alphanumeric string identifying the receiving organisation in the mobility It is recommended using the Erasmus code in the case of the partner being a higher education institution holding a valid Erasmus Charter In case the receiving partner is not a higher education institution a VAT number or a company national registration number can be used 7 2 Sending and Receiving Partner IDs The list of partner IDs either sending or receiving that already exist in the tool can b
7. contain any information about project mobilities You may or may not already have some partners defined in the project You go to Mobility Tool website open section Mobilities click Import Export button then Export Student Mobilities and the associated Partners information and Export Staff Mobilities and the associated Partners information to download the exported data The files 50 Mobility Tool Guide for Beneficiaries of the Erasmus programme are almost empty they contain only the field names and their specification the files do not contain any mobility or partner data You open the file in a program of your choice please read remarks regarding software at the end of this chapter and fill in all required fields taking into consideration the list of codes from the Erasmus Mobility Tool Data Dictionary file format of the fields please pay special attention to the date format and ID codes described earlier You save the file in CSV format and import the file via the website The result of the successful data import is the following 1 Minimum two new partners are created with the partner IDs and partner details specified in the import file Sending and receiving partner 2 Minimum one mobility is created Important The imported partner sending or receiving contact person is automatically marked as preferred partner contact person Scenario 2 data import to an empty project beneficiar
8. displayed on top of the list in bold see the screen shot above His her details will be also displayed on the list of all partner organisations 28 Mobility Tool Guide for Beneficiaries of the Erasmus programme Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Department Country Select country Position Region Mobile Fax Email Preferred contact M Partners List Cancel Save 6 Click the Save button A confirmation Record created successfully will be displayed Notice the number of contact persons in the organisation has increased Please note that the contact person and contact details can neither be exported nor imported through the three types of import file templates 4 8 How to remove a beneficiary organisation contact person 1 Login to Mobility Tool open your project and click Partners button in the top menu 2 Click the name of the partner A list of contacts for the beneficiary organisation will be displayed Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search M P X r Ga ry Ei Search 4 Show 50 entries z Jo Showing 1 to 6 of 6 entries List of Beneficiary amp Partners Preferred contact Erasmus Beneficiagy Partner I Legal Name Coda Type of Organisation Name Mobile Country INSTITUT D ETUDES University or higher education institution
9. BEN Beneficiary B BRUO1 BE 1000 ERAO2 00001 Organisation Please notice the different address of the beneficiary organisation in the last row as compared with the first row of the data Being the last entry in the imported data file Sending Partner Erasmus Code will contain value B BRUO1 not NL AMS01 as used in the previous line The following example illustrates the similar behaviour 48 Mobility Tool Guide for Beneficiaries of the Erasmus programme Project ID Sending Sending Partner Sending Partner Sending Partner Partner ID Legal Name Erasmus Code Postal Code a 1 BE3 a E a AMS01 BE a ERAO2 00001 Organisation a 1 BE3 C e BE a ERAO2 00001 Organisation 2011 1 BE3 BEN Beneficiary NL AMSO1 BE 1000 ERAO2 00001 Organisation Please notice that in the last example the beneficiary organisation data will change twice during the import process Once the Sending Partner Erasmus Code will be changed from NL AMS01 to BE BRUO1 and then at the very last row the address will be changed back to its original value of NL AMSO1 More scenarios are illustrated in the following chapters 7 2 6 ID fields The data template files contain 5 ID fields They play a very important role in the data import process The table below presents all the ID fields with their characteristics Please note that the beneficiary ID should always be provided BEFORE the import export of
10. Development of Education System Helpdesk Contact 48 224631302 LEO ESF01 48 224631296 ERA 48 224631682 ESF03 e Email MTool_Helpdesk frse org pl e Web mtool lip org p If your language is not present on the list please contact your National Agency 11 Mobility Tool Guide for Beneficiaries of the Erasmus programme 3 Project 3 1 How to view project details 1 Login to Mobility Tool with your ECAS username or email address and password After login you will see Mobility Tool page similar to the one presented below This is your Mobility Tool homepage User Status Log out Legal notice PLI English EN European Commission M 0 bi ity tool PL1 Foundation for the Development of Education System My Home Welcome Beneficiary Test Uswer i l About the tool List of the Projects Mobility Tool is the system for the management of mobility projects that receive an EU grant Grant Agreement No National ID under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects 2013 1 PL1 ERA02 00045 PL WARSZAW99 In the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and in case Leonardo da Vinci projects generate and submit your own report s to your National Agency Y
11. Text remaining values to text Date DMY Advanced E Do not import column skip Data preview SMP Receiving Partner City SMP Receiving Partner Country SMP Receiving DICT Ce e 7 While holding Shift key on your keyboard click on the last column of the data preview You will notice the data preview table will turn black Text Import Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Column data format General l l m General converts numeric values to numbers date values to dates and all Ci Text remaining values to text Date DMY B Advanced E Do not import column skip Data preview 8 Select Text option in the column data format pane as presented on the screenshot below You will notice the headings of the columns in data preview will change from General to Text 68 Mobility Tool Guide for Beneficiaries of the Erasmus programme Text Import Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Column data format General General converts numeric values to numbers date values to dates and all remaining values to text E Do not import column skip Data preview 9 Click Finish The wizard will ask you where the imported data should be placed Click button OK Import Data E mA Where do you want to put the data Existing worksheet New worksheet Properties g
12. The system assumed that new partner and new mobilities are added since it couldn t find partners and mobilities with the ID s you defined in the file This is not the most desirable outcome of the data import You may need to manually delete the mobilities without ID s Then you may need to manually delete the partners without ID s How to prevent duplicated data entry from happening is described in the next scenario Scenario 4 data import to a project with mobilities adding new and updating existing information entered via graphical user interface and avoiding data duplication Let s assume that you already worked with your project and added some data using the website You have added some partners with their respective partner ID and created some mobilities with mobility ID s You decided to work with the data outside of the tool using external editing software You go to Mobilities page click Import Export button and download the required data You open the file in the text editor or a spreadsheet editor of your choice and notice that both the partners and the mobilities have ID s You decide to update some information about the participants and add more mobilities You add mobility and partner ID s in the respective columns you reuse the partner ID s as you have the same sending partner for all your mobilities Finally you import the data 53 Mobility Tool Guide for Beneficiaries of the Erasmus programme The re
13. click Save As button 3 Select file name and make sure Save as type list have CSV Comma delimited csv option selected Click Save button to confirm 4 Excel will display a compatibility warning Click Yes button to save 7 3 3 Long numerical values Some spreadsheet editors may shorten your long numerical values for example a phone number 3212351234567 to a format of 3 12E 12 Pay special attention to the long data entries because unless the type is changed to text the imported data will contain 3 12E 12 in the phone number field and the import process will fail due to unexpected value E 56 Mobility Tool Guide for Beneficiaries of the Erasmus programme 7 3 4 Auto completion during writing Some software offers auto completion during text editing which may create some problems Automatically corrected by Microsoft Excel values may not be accepted during the data import In Excel the auto completion can be disabled in menu File then Options Proofing AutoCorrect Options button Math AutoCorrect tab deselect Replace text as you type AutoCorrect Delete 57 Mobility Tool Guide for Beneficiaries of the Erasmus programme 8 Budget 8 1 How to manage mobility budgets Budget section of Mobility Tool provides subsistence and travel grant details for mobility participants This section should be updated with the final grant values after the en
14. higher education institution tertiary level 24 Mobility Tool Guide for Beneficiaries of the Erasmus programme 3 Click the Delete icon x a If the partner has not been used in any mobility a confirmation will be displayed that the partner has been deleted b If the partner has been used in any mobility a warning message will appear At least one Partner has a role in at least one mobility You must remove the partner from the Mobility first In this case the selected partner will only be removed until all corresponding mobilities are deleted 4 6 How to add a beneficiary organisation contact person 1 Login to Mobility Tool open your project and click Partners button in the top menu 2 Click the beneficiary organisation name it s always the first organisation on the list of partners It also has flag Beneficiary set to Yes Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search i x a E E E a s 4 Show 50 entries i fa is Showing 1 to 6 of 6 entries List of Beneficiary amp Partners Preferred contact Erasmus Code Type of Organisation Name Mobile Country Beneficiary Partner I Legal Name INSTITUT D ETUDES 3 SOEPEN ee k Q Yes PARISO14 MPOLITIQUES DE PARIS University or higher education institution tertiary level Q No Enterprise of creativity Enterprises social partners and their organisations at all l
15. imported file is correct Mobility Tool will not import anything This can be described as All or None approach to the import process It is important to mention that if a data field already has a value in the tool for example Receiving Partner Erasmus Code and the import process has the Erasmus Code field empty no value provided the tool will update the existing value the code with the value from the import file no code 7 2 2 Three types of import files There are 3 types of import file types depending on type of a project SMS SMP template file designated for student mobilities data STA STT template file designated for staff mobilities data P template file for IP projects The three types of files have different sets of fields and requirements The details of the template files can be found in the Erasmus Mobility Tool Data Dictionary 7 2 3 Data file template file structure The best way to ensure the correct file structure of the imported file is to use a template from Mobility Tool The template can be obtained by 1 going to the Mobilities page 2 clicking Import Export button marked on the screenshot in one of the previous paragraphs and 3 Clicking Export Student Mobilities and the associated Partners information Export Staff Mobilities and the associated Partners information or Export IP Mobilities and the associated Partners information depend on your pr
16. of the projects they manage They can identify participants and mobilities and to complete and update budget information The tool can also generate participant reports based on the mobility data introduced by the Mobility Tool users The elements of the projects managed in Mobility Tool presents the diagram below Project content Partners Mobilities Budgets Mobility grant budget Organisation of Mobility budget Total Grant 1 2 Erasmus actions supported in the tool Mobility Tool supports the following Erasmus projects Higher Education Institution HEI Mobility single HEI ERA02 HEI Student mobility Study abroad SMS Student mobility Placements abroad SMP Staff mobility Teaching abroad STA Mobility Tool Guide for Beneficiaries of the Erasmus programme Staff mobility Receiving training abroad STT Placement Consortia consortia of HEIs ERAO4 Student mobility Placements abroad SMP Intensive programmes IP ERA10 1 3 Mobility Tool users The users of Mobility Tool are Beneficiary organisations the main users of the tool responsible for entering mobility and participant details via the graphical user interface or via the import process and for entering budget information They can also consult the participant report data National Agencies the users of the National Agencies are controlling and monitoring project information and in case of Er
17. the writing of this document had over 1 2MB and it took over 2 minutes to complete The file contained 1000 mobilities partner and grant details If the export data is displayed incorrectly after opening the file in Microsoft Excel please refer to the troubleshooting section of this document for more information 7 2 Data import and update 7 2 1 General description Mobility Tool allows importing partners participant and mobility data in one go The import process uses CSV Comma Separated Values file as a data protocol This file format is similar to the format used by Microsoft Excel it contains rows and columns but it does not preserve any formatting i e bold italics filtering or functions i e Sums as normal Microsoft Excel file would do The mobility data can be imported at any time of the project lifecycle During the import new data entries may be created as well as updated It is not possible to delete any information already existing in the tool using the data import process All deletions must be done manually by the Mobility Tool user through the graphical user interface GUI 42 Mobility Tool Guide for Beneficiaries of the Erasmus programme The general rules for data import into Mobility Tool In order to import data into Mobility Tool two conditions must be met imported file must have a proper structure and imported data must meet required conditions In particular the beneficiary ID should al
18. total will be displayed in red 62 Mobility Tool Guide for Beneficiaries of the Erasmus programme 9 Support and troubleshooting 9 1 National Agency Helpdesk contact All questions or issues with Mobility Tool should be reported to your National Agency helpdesk The contact details are published on the Mobility Tool Home page as shown on the screen shot below User Status PLI English EN 4 European Commission M 0 bi ity tool PL1 Foundation for the Development of Education System My Home Welcome Beneficiary Test Uswer About the tool List of the Projects Mobility Tool is the system for the management of mobility projects that receive an EU grant Grant Agreement No National ID under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects 2013 1 PL1 ERA02 00045 PL WARSZAW99 In the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and in case Leonardo da Vinci projects generate and submit your own f rt s t National A Your National Agency reporti to your Nationm Agency Name PL1 Foundation for the Development of Education System Helpdesk Contact 48 224631302 LEO ESF01 48 224631296 ERA 48 224631682 ESF03 e Email MTool_Helpdesk frse org pl e Web mtool lip org pl
19. 5 of 5 entries List of Beneficiary amp Partners Preferred contact A Partner a oe A Beneficiary ID Legal Name Type of Organisation Name Mobile Country INSTITUT D ETUDES POLITIQUES DE PARIS University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and Enterprise of creativity chambers of commerce and industry University of Vienna AWIENO1 University or higher education institution tertiary level A WIENO1 Enterprises social partners and their organisations at all levels including trade organisations and anal Asea Brown Boveri chambers of commerce and industry PA Partner Association Other types of Association 3 A partner details form will appear Fill in all required fields marked with the red asterisk 20 Mobility Tool Guide for Beneficiaries of the Erasmus programme Partner Detai S for 2013 1 FR1 ERA02 00212 Home l Project Details Partners Mobilities Budget Updates and Reports Partner Details Partner ID Erasmus Code Full Legal Name national language Full Legal Name Latin characters Acronym National ID if requested by NA Type of Organisation Commercial Orientation Legal Status Economic Sector Size Staff Address amp Contact Information Telephone 1 Legal Address Telephone 2 Postal Code City Country Select country Region Cancel Save
20. A02 ID0008 FirstName8 BEN HOSTO8 00001 The next example will create 3 different mobilities from the same sending partner to three different hosting partners for the same participant Please note that this import will result in a 47 Mobility Tool Guide for Beneficiaries of the Erasmus programme list of mobilities containing details of the same person 3 times although going to three different receiving partners Please notice different mobility ID s Project ID Participant First Participant Last Sending Receiving Name Name Partner ID Partner ID a 1 BE3 i r ERAO2 00001 2011 1 BE3 IDOOO2 FirstNamel LastNamel HOSTO2 ERAO2 O00001 2011 1 BE3 ID0003 FirstName1 LastName1 BEN HOSTO3 ERAO2 O00001 The following example highlights the importance of careful row by row data entry During the import process Mobility Tool sees rows as consecutive data entries Therefore if the row 20 contains some modifications of the partner data that has already been defined in the row 6 of the same imported data file the tool will take the data from row 20 as the most current one and will update the partner data as a result This can be illustrated by the next example of the import data file Project ID Sending Sending Partner Sending Partner Sending Partner Partner ID Legal Name Erasmus Code Postal Code 2011 1 BE3 BEN Beneficiary NL AMSO1 BE 1000 ERAO2 00001 Organisation 2011 1 BE3
21. Cancel 10 Your data from the CSV file exported from Mobility Tool will be presented in columns 9 3 3 Mobility Tool website is not displayed correctly in Microsoft Internet Explorer It has been reported that the Compatibility View function of Microsoft Internet Explorer may cause some display issues on the Mobility Tool website If you experience any issues displaying the websites on Microsoft Internet Explorer please turn off the Compatibility View by going to Tools and then click on Compatibility View to deselect it 69 Mobility Tool Guide for Beneficiaries of the Erasmus programme Ctrl Shift Del InPrivate Browsing Ctrl Shift P Tracking Protection Actives Filtering Diagnose connection problems Reopen last browsing session Add site to Start menu View downloads Ctri J Pop up Blocker SmartScreen Filter Manage add ons Compatibility View lt Compatibility View settings Subscribe to this feed Feed discovery Fl2 developer tools OneNote Linked Notes Create Mobile Favorite Send to OneNote Internet options More information on compatibility view can be found at the page below http windows microsoft com is is internet explorer products ie 9 features compatibility view All other problems should be reported to the helpdesk of your National Agency 70
22. Code Last Name City Department DAIE Country FR FRANCE FR10 lle de France Position adjoint la Direction des Affaires internationale Region Mobile Fax Email T Preferred contact Access to Project Partners List Cancel Save In case the access is enabled a confirmation message The user access to the Active Project has been enabled will be displayed The person has now gained access to the tool Mobility Tool will send an automated email informing beneficiary contact person that he she has been granted access to the tool The email will contain project number project title link to Mobility Tool and contact details of the National Agency The email will be in English and in languages provided by the National Agency one translation after another For example for beneficiaries of Hungarian projects the email will be bilingual in Hungarian and English where Swiss beneficiaries may receive the email in 4 languages English German Italian and French An example of the message can be found below Subject Mobility Tool Access granted Dear Beneficiary You have been granted access to the Mobility Tool by FirstName LastName You have access to the following project EC Project Number ProjectAgreementNumber National Project Number NationalAgencyProjectName Project Title ProjectTitle 32 Mobility Tool Guide for Beneficiaries of the Erasmus programme Mobility Tool is th
23. EUROPEAN COMMISSION Directorate General for Education and Culture Lifelong Learning policies and programme Coordination of the Lifelong learning programme Mobility Tool Guide for Beneficiaries of the Erasmus programme Version 12 December 2013 Mobility Tool v 3 2 0 Mobility Tool Guide for Beneficiaries of the Erasmus programme This page is intentionally left blank Table of Contents ACKMOWIC AGE INCI aia rcss coicientacue cc diiicabldade stan taducelialned ee E E EA 5 t General iNYoduUCUON seirinin les einetedeenen eee teance leases 7 hades DES PION stctatenteatwdsnte tate a tanta orettdanus ate aR T 1 2 Erasmus actions supported in the tool cccccccccsececesceceececeeeeceeecueeceuseceueeseeeeseeeseueesseess 7 Te MODIY FOOMUS CIS zesin eens tid desea e e a R 8 Z Howto login to Mobility TOO sssrinin e a a al 9 2 1 Howto change language of user interface ccc ceeccceececeeeeceeeeseeeeaeeeeae esse eeseeeeseeeesaeeeaes 11 Ss PrO GC ara aa a 12 3 1 How to view project details 001n00nn0nnnannnnnnennnannnnnonrrrnrrnrennrrrrronrrnnernrrnnrrnrronrrsrernrrnnernrrnne 12 3 2 User interface overview cccccccccsscccssecceeecceeeceuceceueesnecsaeeseueecsueesaueesueeeeueessusessueeseeeeseeeseas 12 32251 Erasmus Intensive Programmes cccceecceecceeeeeeeeeeeeeeeeseeeseeeseeeseeeseeesaeeseeeseeeseeesaeenes 13 3 3 Changes to project detalllS cccccccscccceeec
24. If for any reason the Beneficiary Organisation details need to be changed please contact your National Agency Once the data is changed by the National Agency please reflect these changes in the project in Mobility Tool 23 Mobility Tool Guide for Beneficiaries of the Erasmus programme 4 3 1 Changes to EUC codes of the higher education institution In special cases of splits and mergers when an institution changes its EUC code Erasmus Charter any request to change data in Mobility Tool must be communicated to your National Agency first The National Agency consults the change with the EACEA the Education Audiovisual and Culture Executive Agency that is managing the Erasmus Charter accreditation programme After the change is confirmed EACEA will provide an update to Mobility Tool Once the data in Mobility Tool is updated DG EAC will inform all NA s about the update Only after the update of the reference data in Mobility Tool users can choose the new institution EUC code 4 4 How to export partner details The list of partners can be exported to a CSV or PDF file The exported list will contain exactly the same fields shown on the Partners page By default the list contains partner ID legal name Erasmus Code description of the type of organisation and preferred contact details name mobile phone number and country In order to export the list of partners the following actions must be taken 1 Login to Mobility Tool o
25. LSKOO2 Akademia Techniczno Humanistyczna w Bielsku B Mobility ID 14 Receiving Partner A WIENO4 VETERINAERMEDIZINISCHE UNIVERSITAET WIEN Sending Country PL POLAND Languages Used Receiving Country CY CYPRUS Language of 8G Bulgarian Start date 04 03 2014 daredevil End date 12 07 2014 Linguistic Preparation NN none Duration in Months 4 Certification Duration in Days 10 ECTS credits inthe 5 learning training agreement Budget Early Return L Comments EU Subsistence and Travel Grant 1200 00 Comments National and Regional 0 Subsistence and Travel Grant EU Special Needs Grant 0 Total 1200 00 Cancel Save 6 Change the details and click Save button to record the changes 5 4 How to delete mobility or mobilities Please note that the process of deleting mobilities is irreversible Once deleted the mobilities cannot be restored Please use the deleting feature carefully Backup of data It is suggested that before data deletions users download and save the existing data into CSV file In order to delete selected mobility or mobilities please follow the steps below 1 Log in to Mobility Tool Click the project number to display project details Click Mobilities button located in the top menu on the website A list of mobilities will be shown 38 Mobility Tool Guide for Beneficiaries
26. Reports Context amp Period Project Identifiers amp Summary Sub programme ERASMUS Grant Agreement No 2013 1 AT1 ERA10 00005 Action ERASMUS Intensive Programmes National ID 230 00001xx 13 Call year 2013 Project Title national language Process Intensification by High Pressure Technologies Actual Strategies for Energy and Resources Conservation Start of activity Beneficiary Latin Name Technische Universit t Graz End of activity Location Country 1 Select country a Location City 1 Location Country 2 Select country Location City 2 Start Month Nr of Incoming Students Other Countries Project Duration Years Nr of Students IP Duration days Nr of Teachers IP Level Select an IP Level Organisation Grant Principal Subject Area Select a Subject Area Other Subject Area Select a Subject Area Cancel Save 3 3 Changes to project details 3 3 1 Manual changes In Mobility Tool you can change partner mobility participant or budget information All other project information i e the project title the National Agency project ID the project activity periods cannot be changed in the tool To request changes to these project details please contact the National Agency helpdesk National Agency s amendments to the project are displayed in the Updates and Reports section of the tool but the updates are not reflected in the tool automatically If such cha
27. WIENO1 University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and chambers of commerce and industry Enterprise of creativity ABB1 Asea Brown Boveri PA Partner Association Other types of Association PL PL i 3 a ee r GDYNIA01 AKADEMIA MORSKA W GDYNI GDYNIA01 University or higher education institution tertiary level 3 A list containing existing contacts will appear If the partner organisation has just been added to the system the list will show no records as no contact persons have been added yet E li P 5 i Show All entries P f get art i i Showing 0 to 0 of 0 entries List of Contacts for this Partner Authorised Edit e sign y kcal Department Position Access to Project rant No matching records found Partners List 4 Click Add New button as presented below P fe pj iF Show All entries H Showing 0 to 0 of 0 entries List o for this Partner d Preferred Sanan Department Position Access to Project Gra No matching records found Partners List 5 Fill in all fields marked with a red asterisk You may use Same address as Partner Organisation option to fill in the contact person address using the beneficiary organisation address If you want this person to be a preferred contact in this partner organisation select Preferred contact option Once selected the contact will be
28. ails See the previous page Project details redirect to the very same page displayed in the screenshot Partners shows a list of partners in the project including the beneficiary sending and receiving organisations Mobilities shows a list of mobilities with participant details Budget shows a project s budget summary Updates and Reports shows the original project details that were imported to Mobility Tool by the National Agency This manual will describe each section of the tool in greater details in the following chapters 3 2 1 Erasmus Intensive Programmes Intensive Programme projects of Erasmus programme have a slightly different user interface due to some unique elements of the IP projects Aside from the main elements described in the previous chapter the main page of the project also displays the following elements Location country 1 amp 2 Location city 1 amp 2 Start month Project duration years IP Duration days IP level 13 Mobility Tool Guide for Beneficiaries of the Erasmus programme Principal subject area Number of incoming students other countries Number of students Number of teachers Organisation grant Other subject area The specific area of IP project information is presented on the screenshot below Proje ct Detai Is for 2013 1 AT1 ERA10 00005 Home NAUsers All Projects Project Details Partners Mobilities Budget Updates and
29. ank European Institute for Gender Equality Eurojust etc Mobility Tool Guide for Beneficiaries of the Erasmus programme Contact Privacy Statement English en EUROPEAN COMMISSION AUTHENTICATION SERVICE ECAS Commission European Commission IntraComm gt Authentication Service gt Where Are You From Where are you from Welcome to the European Commission Authentication Service ECAS Choose the institution or body for which you want to log in Choose External if you don t work for a European institution or body Choose W 7 if you have a Special external account composed of w and 7 digits If you aren t sure select the I don t know option for help European Commission External European Commission Executive Agencies Partners Researchers Citizens I have an account w 7 digits I don t know Special external accounts More information about this screen gt EIS Regulatory Agencies Joint Undertakings ACER ma Eaj Y Ge cpvo ocwy Peepal ve suman f Sem annin ARTEMIS wr VA Regulators Agency for the Cooperation of Energy j Artemis Joint Undertaking f Committee of the Regions rA Community Plant Variety Office Regulators i rif basa f f QA niac VA woven f OINT UNDERTAKING CONSILIUM Y gus Yj 3 Council of the European Union Court of Justice of the European Union f j ENIAC Joint Undertaking iA Eurojust ECAS will remember the choice of your organisation in your brow
30. asmus projects validating the information entered by the Beneficiaries The European Commission Directorate for Education and Culture DG EAC the system owner and the central administrator of the tool Participants not direct Mobility Tool users but interacting with the tool via participant reports Mobility Tool Guide for Beneficiaries of the Erasmus programme 2 How to login to Mobility Tool Mobility Tool can be accessed using the following URL address URL https webgate ec europa eu eac mobility In order to login to Mobility Tool you need to have 1 an ECAS European Commission Authentication Service account and 2 be registered in Mobility Tool For 1 please refer to the ECAS User Manual document for more information on registration and how to obtain a login name and password For 2 if your email address was provided within your project application you will be registered automatically If you are not sure whether or not your email address was provided in the project details please contact your National Agency for support You are always redirected to ECAS login page for authentication when you enter Mobility Tool If you have never used ECAS system before the authentication system will welcome you with a screen similar to the one presented below On this page please select External Partners Researchers Citizens unless you work for any organisation or agency listed on that page i e European Central B
31. ave time and may help with any issues with the data entered into the tool by mistake You can find the import function by going to Mobilities page and clicking Import Export button on top of the page The data import section of the Import Export page is highlighted on the screenshot below 43 Mobility Tool Guide for Beneficiaries of the Erasmus programme Please select a Import file for Student Mobilities Choose File no file selected Please select a Import file for Staff Mobilities Choose File no file selected Cancel Every import process always generates a system response in either successful or unsuccessful cases Examples of these messages are presented below In case of a success the message might look as following Import Please select a Import file for Student Mobilities Please select a Import file for Staff Mobilities Import succeeded Successfully imported 5 mobilities A failed import process may be signalled by the following system message Import Please select a Import file for Student Mobilities Please select a Import file for Staff Mobilities Import did not succeed 0 mobilities imported Failed to import mobilities Unable to process your CSV file see 2013 1 GR1 ERA02 04798 error FCFSBODA D2E9 8EEA 72369F750A2E6B7E csv for more details 44 Mobility Tool Guide for Beneficiaries of the Erasmus programme Important Please note that unless all data in the
32. bility Tool Guide for Beneficiaries of the Erasmus programme Scenario 3 data import to a project with mobilities adding new and updating existing information entered via graphical user interface Lets assume you already worked with your project and added some data using the website You have added some partners and created some mobility You decide to work with the data outside of the tool using an external application You go to Mobilities page click Import Export button and download the required set of data You open the file in the text editor or a spreadsheet editor of your choice and notice that neither the partners nor the mobilities have IDs the fields despite being marked with the star as mandatory are empty You decide to update some information about the participants and add more mobilities You add mobility and partner IDs in the respective columns Finally you import the data The result of the successful import is the following 1 You notice that you have some double entries on the partner page some partner have partner ID values the others don t You see that the new partners you added in the import file are correctly displayed on the page 2 You notice that you have some duplicated entries on the Mobilities page Some mobilities have mobility IDs some others don t In this scenario you used the existing data entered via the website that didn t have neither partner nor mobility ID s defined
33. button and download the required file template either Export Student Mobilities and the associated Partners information and Export Staff Mobilities and the associated Partners information The file is almost empty contains only the field names and their specification it does not contain any project data You open the file in an editor of your choice please read remarks regarding software at the end of this chapter and fill in all required fields taking into consideration the list of codes from the Erasmus Mobility Tool Data Dictionary and format of the fields please pay special attention to the date format and ID codes described earlier In sending organisation part of the template file you use data of your own organisation making sure that Sending Partner ID contains value BEN The result of the successful import is following 1 Minimum one new partner is created with the partner ID and partner details specified in the import file receiving partner 2 Minimum one mobility is created Notice that in this case your beneficiary organisation partner ID BEN was used as the sending organisation You may also notice that unless you entered your organisation and your organisation contact person details in the import file exactly as they were on the website the organisational or contact person data is updated Please refer to the next scenario for more details on how to update data using the import process 52 Mo
34. ceeeceececeeeecseecceeeceuceceusesaueeseessueeseueessueesseeesseesaas 14 32021 Manali C MANGO S errian a a a a sat ommataam sates nmadiacgal Jade aaa a 14 292 PAULORMANICG CHange Sepse teen arta anata oh omtite a a a E 16 A EANO a a a a E E 18 4 1 Howto display the list of partners ce ccccccccsececeeeeceeeeseeeeaeeesseeeseeeeseeeeseeeeseeeseeeeseeeesaees 18 4 2 How to add a new partner sua vciccteesd thc teteiode erecta doi ict eler shi a acletasct hia A elcioal che 20 4 3 How to edit partner s details cccccccccssecccsceceececeuceceeeeceeceueeceueecsueesseeesueeseasessueesseeenaaes 22 4 3 1 Changes to EUC codes of the higher education institution cccceccceeeeeeeeeeeeeeeeees 24 4 4 How to export partner details ixccsecec soca chanceiee tanec ce SiaaitetetascceeataniedeetaadsaliGecestenentceesmebeatetaiadses 24 45 JIHOW TO TEMOVE a parhne ices nce ak ses nederdel ee nace deceased aide 24 4 6 Howto add a beneficiary organisation Contact person ccccccceecceeeceeeeeeeaeeeaneeeeeeaeeeanes 25 4 7 Howto add a partner organisation contact PELSON ccccccccsececeeeceeeeceeeeaeeesseeseeeeseueesaees 27 4 8 Howto remove a beneficiary organisation contact person cccecceseeeeeeeeeseeeeeeeeeeeeesaees 29 4 9 Howto remove a partner organisation contact PELSON ccccccceeccseeeeeeeeeeeeeeeeueeeeeeaneeaees 30 4 10 How to enable or disable access to Mobility Tool website
35. creativi ty chambers of commerce and industry AWIENO1 University of Vienna AWIENO1 University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and _ Asea Brown Boveri chambers of commerce and industry PA Partner Association Other types of Association AKADEMIA MORSKA W GDYNI University or higher education institution tertiary level PL PL GDYNIAO1 GDYNIAO1 4 A partner edit form will be displayed AKADEMIA MORSKA W GDYNI Partner Details for 2013 1 FR1 ERA02 00212 Partner Details Partner ID PL GDYNIAO1 Erasmus Code p cpyniaoi Full Legal Name national language Full Legal Name Latin characters AKADEMIA MORSKA W GDYNI AKADEMIA MORSKA W GDYNI Acronym National ID if requested by NA Type of Organisation EDU UNIV University or higher education institution tertiary level Commercial Orientation Legal Status Economic Sector P EDUCATION Size Staff Address amp Contact Information Telephone 1 Legal Address Telephone 2 Postal Code 81 225 Fax City Gdynia Country PL POLAND Region Cancel Save 5 Change the details and click the Save button A confirmation message The record has been updated successfully will be displayed The beneficiary organisation details should not be changed by the beneficiary organisation only by the National Agency
36. ct one or many contact persons you want to remove from the partner You can select all partner contacts to be deleted Therefore a partner organisation can have no contact persons listed 30 Mobility Tool Guide for Beneficiaries of the Erasmus programme x lt a GA me iri Show All entries E r al 7 E eel Showing 1 to 1 of 1 entries List of Con r this Partner Authorised Res Edit to sign y canines Access to Project Grant No Partners List 5 Click the Delete button right above the list of contacts 6 A confirmation message The record has been deleted successfully will be displayed 4 10 How to enable or disable access to Mobility Tool website 1 Follow the steps from the previous chapter to display the list of partners 2 Click the name of the Beneficiary Organisation on the of the partners list Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search m P X r FA r iri Search Z Show 50_ entries J Showing 1 to 6 of 6 entries List of Beneficiary amp Partners Preferred contact Erasmus Beneficiagy Partner I Legal Name Type of Organisation Name Mobile Country Code F INSTITUT D ETUDES A z PEENE p V4 Yes PARISO14 MPOLITIOUES DE PARIS University or higher education institution tertiary level Va No Enterprise of creativi Enterprises social partners and their organisations at all levels including trade organ
37. d in the End date field of the mobility details The participants receive an invitation with a link to a website The link starts with the following web address http ec europa eu eusurvey The participant report has a form of a web based questionnaire with different types of questions single choice multiple choices and matrix type of questions There are 6 types of questionnaires one for each action type SMS SMP STA STT IP Teachers and IP Students The reporting is handled by EUSurvey tool developed and managed by the European Commission The status of the report is displayed on Mobility Tool website page Mobilities in the last columns on the page There are 3 types of status in the system NONE no invite for a report has been sent yet REQUESTED invitation to fill in the report has been sent out to the participant SUBMITTED the participant has submitted his her report The statuses of mobilities are changed automatically depending on the system and participant actions At present Mobility Tool doesn t display details of the participant reports This function will be available in next version of the tool 40 Mobility Tool Guide for Beneficiaries of the Erasmus programme 7 Import and export of data In this chapter you will find details regarding import and export of the mobility data The mobility data contains the details of all mobilities the participants the sending and receivin
38. d of the mobility At the same time other data fields should be reviewed and where necessary updated Organisation of Mobility Mobility Grant Budget Budget Funds organisation amp Travel management of project used by Subsistence Beneficiary organisation Special needs supplement Student aj I Mobility Grant values can be entered during the creation of the mobility or later on However if these values were not provided and need to be added later please follow the steps below Login to Mobility Tool 2 Click the grant agreement number of the project you want to open A page of project details will be displayed 3 Click the Mobilities button in the top menu 58 Mobility Tool Guide for Beneficiaries of the Erasmus programme User Status Log out J Legal notice FRI English EN European Commission M ob i ity tool FR1 Agence Europe Education Formation France My Home gt Project Details Project Details for 2013 1 FR1 ERA02 00212 Context amp Period Project Identifiers amp Summary Sub programme ERASMUS Grant Agreement No 2013 1 FR1 ERA02 00212 Action ERASMUS Mobility HEI National ID 2013 PARISO14 Call year 2013 Project Title national language Start of activity 01 Jun 2012 Beneficiary Latin Name INSTITUT D ETUDES POLITIQUES DE PARIS End of activity 30 Sep 2013 4 A list of existing mobilities will be displayed 5 Click the pe
39. e Partners page Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Department Country Select country Position Region Mobile Fax Email Preferred contact M Select this option to invite the user to use the Access to Project website Mobility Tool An invitation will be sent by Email to the address provided above Partners List Cancel Save 9 Click the Save button A confirmation that the new partner contact has been created will be displayed Record created successfully 4 7 How to add a partner organisation contact person 1 Login to Mobility Tool open your project and click Partners button in the top menu 2 Click the name of the organisation you want to add a contact to 2 Mobility Tool Guide for Beneficiaries of the Erasmus programme Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search a x p E i E aii A Show 50 entries os E Showing 1 to 6 of 6 entries List of Beneficiary amp Partners Preferred contact Beneficiagyy Partner ID Legal Name Type of Organisation Name Mobile Country INSTITUT D ETUDES PARISO14 POLITIQUES DE PARIS University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and chambers of commerce and industry A WIENO1 y of Vienna A
40. e found on the Partners page described in the other chapter of this manual The list of partners may include a single organisation i e the beneficiary organisation or may include sending and receiving organisations It is suggested that the list of partners is exported and the codes of the partners are used in the mobilities template file for the import process However there the list of partners cannot be imported the same way the mobilities are We suggest using Erasmus Code as an organisation ID where Erasmus Code is applicable i e for higher education institutions Data import scenarios Let s analyse few scenarios that illustrate in details the logic behind the ID fields and how the system interprets their use The following scenarios describe some data import use cases you may come across in the daily management of your mobilities Some of them lead to unwanted results Please read this chapter carefully as it may save you a lot of time and help you avoiding stressful situations Scenario 1 data import to an empty project sending organisation different than the beneficiary organisation This example illustrates a situation in placement consortia projects ERAO4 where a sending organisation may be different than the beneficiary organisation Let s assume you just received the invitation from Mobility Tool to work with your project You login to ECAS with your username or email address and password The website doesn t
41. e system for the management of mobility projects that receive an EU grant under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects In the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and in case Leonardo da Vinci projects generate and submit your own report s to your National Agency To access the project please follow the steps below Go to Mobility Tool website at https webgate ec europa eu eac mobility If you haven t register yet please click Not registered yet and set up your account During the registration process please use the email address that this message was sent to If you already have an ECAS account associated with this email address please use it to log in Please contact your National Agency if you need further information or SUPPO NationalAgencyName NationalAgencyEmailAddress This is a system generated message Please do not reply The person needs to have a valid ECAS account corresponding to the email address provided in Mobility Tool to login to the website 33 Mobility Tool Guide for Beneficiaries of the Erasmus programme 5 Mobilities 5 1 How to display the list of mobilities 1 Log in to Mobility Tool Click the project number to display pro
42. ecteur par int rim TEST adjoint a la Direction des Affaires internationale Partners List 5 A contact person information form will be displayed 6 Fill in all required fields marked with the red asterisk Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Department Country Select country Position Region Mobile Fax Email Preferred contact M m Select this option to invite the user to use the website Mobility Tool An invitation will be sent by Recs to Project A Email to the address provided above Partners List Cancel Save 7 You may use Same address as Partner Organisation option to fill in the contact person address using the beneficiary organisation address 26 Mobility Tool Guide for Beneficiaries of the Erasmus programme Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Department Country Select country Position Region Mobile Fax Email Preferred contact M Select this option to invite the user to use the Access to Project website Mobility Tool An invitation will be sent by Email to the address provided above Partners List Cancel Save 8 If you want this person to be a preferred contact person for this organisation select Preferred contact option If you select this option the contact person details will be displayed on th
43. ertification Duration in Days 10 ECTS credits in the learning training agreement Budget Early Return L Comments EU Subsistence and Travel Grant 1200 00 Comments National and Regional 0 Subsistence and Travel Grant EU Special Needs Grant 0 Total 1200 00 Cancel Save 7 Change the Subsistence and Travel Grant You may also change the Special Needs Grant amount The Total fields will be automatically recalculated 8 Click the Save button A confirmation message The record has been updated successfully will be displayed 9 Click the Mobilities button in the top menu to return to the list of mobilities 10 Repeat the process for each mobility if necessary 8 2 How to manage the project budget In the project budget section you are able to manage review project budget and compare it with approved contractual budget values The budget values are calculated based on all individual mobility budget values In order to see the budget page please follow the steps listed below 1 Login to Mobility Tool 2 Click the project grant agreement number A project details page will be displayed 60 Mobility Tool Guide for Beneficiaries of the Erasmus programme 3 Click the Budget button in the menu User Status Log out J Legal notice FRI English EN European Commission M 0 i ity tool FR1 Agence Europe Education Formation France My Ho
44. es and Reports FR1 ERA02 00212 General Information Submission Data FR1 Agence Europe Education Formation France Action ERASMUS Mobility HEI Call year 2013 Grant Agreement No 2013 1 FR1 ERAO2 00212 Report start date 2013 09 30 Project Title national Report end date 2013 11 29 language Sub programme ERASMUS National Agency Report Type Beneficiary Organisation Partner 1 Full Legal Name national Role language EDU UNIV University or Type of Organisation higher education institution tertiary level Commercial Orientation NP Not for Profit Size Staff S5 staff 501 to 2 000 Legal Status PR private Size Trainees R11 10 001 to 20 000 28430 IC 1 2007 1 FR ERASMUS EUCX 1 Full Legal Name Latin characters Scope l international Erasmus Code P85 41 Post secondary non Economic Sector tertiary education Address Address Telephone 1 City PARIS Cedex 7 Fax Postal Code 75337 Web Country FR France Email Region FR10 le de France Person authorised to sign Title M Address Telephone 1 First Name City PARIS Cedex 7 Mobile Last Name Postal Code 75337 Email Department Country FR France Directeur par int rim Position Region Contact Person Title Address Telephone 1 First Name pa City Mobile Last Name Postal Code Email Department DAIE Country FR France adjoint la Direction E Position des Affaires Region FR10 lle de France internationale 7 Click Back t
45. evels including trade organisations and chambers of commerce and industry V4 No AWIENO1 University of Vienna AWIENO1 University or higher education institution tertiary level Va No ABB1 Aaa a Enterprises social partners and their organisations at all levels including trade organisations and j E chambers of commerce and industry RQ No PA Partner Association Other types of Association PL PL A Se K R No GDYNIA01 AKADEMIA MORSKA W GDYNI GDYNIAO1 University or higher education institution tertiary level 3 A list of contacts for this partner will be displayed In the example presented on the screenshot the organisation has 3 contact persons one person authorised to sign grants 2 other persons with access to the project For privacy reasons some entries in the table have been blurred in the screenshot below 25 Mobility Tool Guide for Beneficiaries of the Erasmus programme Partner Contacts for 2013 1 FR1 ERA02 00212 P X r Ga are Show All entries m E i Showin i g 1 to 3 of 3 entries List of Contacts for this Partner Authorised to sign y TESS Access to Project Grant Directeur par int rim TEST adjoint la Direction des Affaires internationale Partners List 4 Click the Add New button Partner Contacts for 2013 1 FR1 ERA02 00212 a i X r gt aa _ are Show All entries Ws es ibn Showing 1 to 3 of 3 entries horised sign y a Position Access to Project rant Dir
46. f the most COMMON ISSUES ccceccceeeeceeeeseeeeseeeeaeeeeseeeseeeseeeeseeeeaeeeeaes 63 9 3 1 National characters are replaced with question marks during the import process 63 9 3 2 CSV files exported by Mobility Tool are not opened correctly by Microsoft Excel 64 9 3 3 Mobility Tool website is not displayed correctly in Microsoft Internet Explorer 69 Acknowledgements For security and privacy reasons names and email addresses used in application screenshots presented in this document have been greyed out or blurred The agency acronyms visible in the screenshots are used for information and demonstration purposes only All screenshots have been taken from a test version of Mobility Tool Data presented in the screenshots is not a real data This document describes functionality of Mobility Tool version specified on the title page of the manual Mobility Tool Guide for Beneficiaries of the Erasmus programme This page ts intentionally left blank Mobility Tool Guide for Beneficiaries of the Erasmus programme 1 General Introduction 1 1 Description Mobility Tool is a web platform tool for collaboration management and reporting for mobility projects under the Lifelong Learning Programme LLP of the European Commission It is developed by the European Commission to be mainly used by the beneficiaries of mobility projects The users of Mobility Tool are able to provide all the information
47. f the template file Note The list of codes used in the code fields marked with DICT in the template file can be found in the document Erasmus Mobility Tool Data Dictionary Please pay special attention to the list of codes as they will be used extensively during the data import process Mobility Tool import function uses the national characters in UTF 8 character format Therefore it is important to ensure that the data file used for import is encoded using the correct character set The CSV file template can use one of the three accepted formats of data Bae E gBaele 2 Ff ang Perd Sred r 3 VPield 2 3 3 VETS m7 W771 TELO T 2 Pred 2 concer ming a doube GULE 2 am e PRICOL N 7 2 4 Decimal and thousands separator The export as well as the import CSV files use dot as a symbol to separate the integer part from the fractional part of a number The system doesn t use any symbol for the thousands separator The correct format of a number consisting an integer and fractional part is 123496 7 2 5 Examples of data import file The examples presented in this chapter are general examples for all types of import files The table below depicts some fields of the template import data file that contains information about three mobilities Please note the second row of the file containing specification of each 46 Mobility Tool Guide for Beneficiaries of the Erasmus programme field being a mandat
48. g partners and the corresponding grants Organisational grants related to the project are not included in the import export of the data and should be managed in the way presented in the chapter describing the budget details in this manual The main purpose of data import is to enable beneficiaries of big projects to enter large amount of data into the Mobility Tool in a more efficient manner Another purpose of the import functionality is the synchronisation between external tools and Mobility Tool The data import export feature is available from the Mobilities page as presented on the screenshot Mobilities List for 2012 1 DE1 ERA02 00017 Home Project Details Partners Mobilities Budget Updates and Reports pont S m s i i Showing 1 to 2 of 2 entries First Last Email Start date End date Sending Receiving Report Mobility A aE A Participant ID Name Name Country Country status Mobility ID Type Va MOBILITYO2 Mob SMP SMPO1 FirstName LastName email emai com 01 07 2013 01 09 2013 AUSTRIA BELGIUM NONE Va MOBILITYO1 Mob SMS SMSO1 FirstName LastName email emai com 01 01 2013 01 06 2013 AUSTRIA BELGIUM NONE Next paragraphs will cover the data export and import in details A PDF file containing Erasmus Mobility Tool Data Dictionary can be downloaded from the Import Export page This document list and explains purpose of all fields in the import export template file Please read the Erasmus Mobility Tool Data Dicti
49. ies of the Erasmus programme Mobi ities List for 2 0 1 2 E 1 DE 1 ae ERAO 2 000 1 Fi Home Project Details Partners Mobilities Budget Updates and Reports LE P aR GA ew are ns 4 Import Export Show 50 entries T r 5 sal Search Showing 1 to 2 of 2 entries First Last Sending Receiving Report Mobility 4 Participant ID Email Start date End date Type Name Name Country Country Status m m V4 MOBILITYO2 ob SMP SMPO1 FirstName LastName email emai com 01 07 2013 01 09 2013 AUSTRIA BELGIUM NONE Va MOBILITYO1 Mob 3MS SMSO1 FirstName LastName email emai com 01 01 2013 01 06 2013 AUSTRIA BELGIUM NONE 3 A new page containing new mobility form will be displayed This form will allow you to enter participant details together with details of his her mobilities and the Erasmus grant The form is presented on the following screenshot Mobility Type ERASMUS Student Mobility for Studies SMS Combined Mobility Participant ID Nationality Nationality First Name With Special Needs No Email Last Name Gender select gender Type of Participant STD STD Students Participant Year of 1985 Birth Level of Study Select Level of Study Previous Participation o in Erasmus at the Same Level of Study Months Disadvantaged socio economic background Subject Area Select Subject Area Stude
50. isations and j Enterprise of creativity chambers of commerce and industry Fi No A WIENO1 University of Vienna AWIENO1 University or higher education institution tertiary level Va No ABB1 Asea Browa Bover Enterprises social partners and their organisations at all levels including trade organisations and j e chambers of commerce and industry No PA Partner Association Other types of Association PL PL i ae eee No GDYNIA01 AKADEMIA MORSKA W GDYNI GDYNIA01 University or higher education institution tertiary level 3 You will see a list of beneficiary organisation contact persons with their status of access The status can have two values Yes or No For privacy reasons some names and email addresses have been blurred in the screenshot below Partner Contacts for 2013 1 FR1 ERA02 00212 a L m s P X ap fx are m ae al i entries aa a owing 1 to 3 of 3 entries List of Contacts for this Partner Authorised Grant Directeur par int rim TEST adjoint a la Direction des Affaires internationale 31 Mobility Tool Guide for Beneficiaries of the Erasmus programme 4 To enable contact person access to Mobility Tool and access to the project click the yellow pencil to edit contact person details 5 Select Access to Project to enable or deselect the option to disable Mobility Tool access for that person Same address as Partner Organisation Title Legal Address First Name Tati Postal
51. ject details Click Mobilities button located in the top menu on the website as presented in the screenshot Project Details for 2012 1 Home Project Details Partners Mobilities Budget Updates and Reports DE1 ERA02 00017 Context amp Period Project Identifiers amp Summary Sub programme ERASMUS Grant Agreement No 2012 1 DE1 ERA02 00017 Action ERASMUS Mobility HEI National ID Call year 2012 Project Title national language Start of activity Beneficiary Latin Name Rheinische Friedrich Wilhelms Universitat Bonn End of activity 4 The list of mobilities if any will be shown In the following example only two mobilities are listed one for studies and one for a placement Mobilities List for 2012 1 DE1 ERA02 00017 _ Home Project Details Partners Mobilities _ Budget Updates and Reports T P X r al y ar sarci a E Import Export Show 50 entries 4 i Showing 1 to 2 of 2 entries Mobility a A First Last a Sending Receiving Report Mobility ID Type Participant ID TER TEE Email Start date End date Country Country HIET a V4 MOBILITY02 Mob SMP SMPO1 FirstName LastName email emai com 01 07 2013 01 09 2013 AUSTRIA BELGIUM NONE R MOBILITYO1 Mob SMS SMSO1 FirstName LastName email emai com 01 01 2013 01 06 2013 AUSTRIA BELGIUM NONE 5 2 How to add a new mobility 1 Repeat the steps from the previous paragraph 2 Click the green plus icon 34 Mobility Tool Guide for Beneficiar
52. les Cells Editing Al Je Last Name First Name Gender Accomp Person With Special Needs Date of Birth Email Mobility Experience a B C D E F G H l J K l M N c Last Nam First Name Gender Accomp Person With Special Needs Date of Birth Email Mobility Experience No Economic Sector Field of Education Ley 2 LASTNAM FORESTRY pre prim i e to prc children continue their education at level 1 primary education EMAIL NOTIFIED 1 BE BELGIUM PT 3 LASTNAM FORESTRY pre prim i e to prc children continue their education at level 1 primary education EMAIL NOTIFIED 2 BG BULGARIA EE 4 JONES Jane F Female NO NO 1995 01 01 00 00 00 0 jane jones email com 2 B5 Mining of coal and lignite 726 Therapy and rehabilita 5 BRAVO primary and lower secondary education PENDING 1 DK DENMARK CZ CZECH REPUBLIC Host Organisation Partner no 1 201 4 4 gt M 2011 1 BE3 LEO01 00001_2012 08 3 M Ready 3 100 This may happen due to regional settings of your computer 64 Mobility Tool Guide for Beneficiaries of the Erasmus programme There are two solutions of this problem The first describes a change of system settings of your operating system The other uses the text import functionality within Microsoft Excel Regional settings The solution presented below applies to Microsoft Windows 7 however previous versions of the Windows operati
53. lp org pl 3 2 User interface overview The graphical user interface of Mobility Tool project view contains a few important elements that are important to recognize and remember The two most important elements of the page are selected on the following screenshot of the site 12 Mobility Tool Guide for Beneficiaries of the Erasmus programme User Status European Commission M 0 bi ity to ol FR1 Agence Europe Education Formation France My Home gt Project Details Project Details for 2013 1 FR1 ERA02 00212 2 Home Project Details Partners Mobilities Budget Updates and Reports Context amp Period Project Identifiers amp Summary Sub programme ERASMUS Grant Agreement No 2013 1 FR1 ERA02 00212 Action ERASMUS Mobility HEI National ID 2013 PARISO14 Call year 2013 Project Title national language Start of activity 01 Jun 2012 Beneficiary Latin Name INSTITUT D ETUDES POLITIQUES DE PARIS End of activity 30 Sep 2013 Element 1 contains a table of 4 cells with the most important details of the project context programme action and call year period start and end of the project activity project identifiers project number national ID project title and beneficiary name Element number 2 shows the position of the website menu The menu contains 6 elements Home redirects to the main page of the tool that shows the list of project and the National Agency contact det
54. me Export Excel CSV exports list to a CSV Excel file Please note that only elements that are visible in the list will be exported to CSV file That means if the list is filtered only the result of the filtering will be seen in CSV file Print print the list Please note that only elements that are visible in the list will be printed That means if the list is filtered only the result of the filtering will be seen on the printout Add Remove Columns adds removes displayed columns of the list These changes will not be saved when browsing to another section of the tool OE mm General search field can be used for searching for any value from the list The list will dynamically adjust to results of the search Reset Filters clears the search results similar to deleting the content of the previously described search field 4 2 How to add a new partner 1 Repeat the steps from the previous paragraph to display the list of partners 2 Click the green plus icon the Add New button in the top menu of the partner list marked by red square in the below screenshot Project Partne rs fo r 2 0 1 3 1 n FR 1 E ERA02 00 2 1 3 Home Project Details Partners Mobilities Budget Updates and Reports Filter by columns Preferred contact iciary Partner ID Legal Name Type of Organisation Mobile Country earch a P x lt p A are Search Show 50 entries Lae me Showing 1 to
55. me gt Project Details m e e o m Project Details for 2013 1 FR1 ERA02 00212 Home Project Details Partners Mobilities Updates and Reports Context amp Period Project Identifiers amp Summary Sub programme ERASMUS Grant Agreement No 2013 1 FR1 ERA02 00212 Action ERASMUS Mobility HEI National ID 2013 PARIS014 Call year 2013 Project Title national language Start of activity 01 Jun 2012 Beneficiary Latin Name INSTITUT D ETUDES POLITIQUES DE PARIS End of activity 30 Sep 2013 4 A project budget page will be displayed The screenshot below presents budget page for a typical project of Erasmus mobility HEI ERAQZ2 Budget Summary Number of Mobilities Approved Budget Mobility Organisation and Management 0 00 21030 00 Mobility Budget 8500 00 161200 00 SMS Student Mobility for Studies EU Subsistence and Travel Grant 1500 00 0 00 EU Special Needs Grant 0 00 0 00 Total 100000 00 SMP Student Mobility for Placements EU Subsistence and Travel Grant 3000 00 0 00 EU Special Needs Grant 0 00 0 00 Total 21600 00 STA Staff Mobility for Teaching Assignments EU Subsistence Grant 1000 00 0 00 EU Travel Grant 1000 00 0 00 EU Special Needs Grant 0 00 0 00 Total 25200 00 STT Staff Mobility for Staff Training EU Subsistence Grant 1000 00 0 00 EU Travel Grant 1000 00 0 00 EU Special Needs Grant 0 00 0 00 Total 14400 00 Total Budget 182230 00 Recalculate Save
56. ncil icon 4 at the right bottom side of the mobility for which you want to change the budget 6 You will see the mobility details form displaying the following information mobility type participant details a b c partners sending and receiving organisations d languages e ECTS credits f mobility details Sending and receiving country start and end date etc budget a 59 Mobility Tool Guide for Beneficiaries of the Erasmus programme Mobility Type Participant Participant ID 15 Nationality PL POLAND First Name Jan With Special Needs No Last Name Email Gender M Male Type of Participant STD STD Students _ Participant Year of 1997 Birth Level of Study 3 Third Cycle Previous Participation in Erasmus at the Same Level of Study Months Disadvantaged socio No economic background Subject Area 1 Education Student Mobility for Placements Mobility Partners eee Mobility Sending Partner PL BIELSKOO2 Akademia Techniczno Humanistyczna w Bielsku B Mobility ID 14 Receiving Partner A WIENO4 VETERINAERMEDIZINISCHE UNIVERSITAET WIEN ajl Sending Country PL POLAND ra Languages Used Receiving Country CY CYPRUS ra Language of BG Bulgarian l Start date 04 03 2014 instruction End date 12 07 2014 Linguistic Preparation NN none al Duration in Months 4 C
57. ndustry AWIENO1 University of Vienna AWIENO1 University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and Asea Brown Boveri aa ae ear chambers of commerce and industry Partner Association Other types of Association The new partner organisation doesn t have any contact person specified In the further chapters you will find more details on how to add a new contact person for a partner Note Partner details can be changed at any time during the project lifetime 4 3 How to edit partner s details 1 Login to Mobility Tool and open your project details 2 Click Partners in the top menu 3 Click the pencil icon next to the partner you want to edit as shown on the screenshot 22 Mobility Tool Guide for Beneficiaries of the Erasmus programme Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search a x m E _ HE Search 4 Show 50 entries Showing 1 to 6 of 6 entries List of Beneficiary amp Partners Preferred contact Beneficiany Partner ID Legal Name Type of Organisation Name Mobile Country INSTITUT D ETUDES PARISO14 POLITIQUES DE PARIS University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and Enterprise of
58. ng system may have similar steps Please be aware that such change may affect all applications installed on your computer In order to fix the problem please go to Control Panel then Region and Language and click Additional Settings button on the bottom of the window Region and Language Formats Location Keyboards and Languages Administrative Format English Ireland Date and time formats Short date dd MM yyyy Long date dd MMMM yyyy Short time HH mm Long time HH mmiss First day of week Monday What does the notation mean Examples Short date 29 08 2012 Long date 29 August 2012 Short time 15 19 Long time 15 19 42 Additional settings Go online to learn about changing lanquages and regional formats 0k Cancel _ There you ll find List separator option which most likely will be set to comma 65 Mobility Tool Guide for Beneficiaries of the Erasmus programme 4 Customize Format Numbers Currency Time Date Example Positive 123 456 789 00 Negative 123 456 789 00 Decimal symbol No of digits after decimal Digit grouping symbol Digit grouping 123 456 789 Negative sign symbol Negative number format 11 Display leading zeros 0 7 List separator P v Measurement system Metric Standard digits 0123456789 Use native digits Neve
59. nges occur it is the beneficiary organisation s duty to look at the project details displayed in the Updates and Reports section and change the project data accordingly 14 Mobility Tool Guide for Beneficiaries of the Erasmus programme Any National Agency s amendments to projects are communicated by automated email messages sent by Mobility Tool to the main beneficiary organisation contact person To display National Agency changes to the projects follow the steps below 1 Login to Mobility Tool 2 Click the project grant agreement number to display the project details 3 Click the Updates and Reports button in the menu as presented below Project Details for 2013 1 FR1 ERA02 00212 Home Project Details Partners Mobilities Budget Context amp Period Project Identifiers amp Summary Sub programme ERASMUS Grant Agreement No 2013 1 FR1 ERA02 00212 Action ERASMUS Mobility HEI National ID 2013 PARISO14 Call year 2013 Project Title national language Start of activity 01 Jun 2012 Beneficiary Latin Name INSTITUT D ETUDES POLITIQUES DE PARIS End of activity 30 Sep 2013 4 A list of project updates will be displayed This list always shows at least one position the original data import to the tool when the project was created by the National Agency Updates and Re ports for 2013 1 FR1 ERA02 00212 Home Project Details Partners Mobilities Budget Updates and Reports Total Number of M
60. nt Mobility for Studies Mobility Partners Mobility Sending Partner PL BIELSKOO2 Akademia Techniczno Humanistyczna w Bielsku B Mobility ID Receiving Partner Select the Receiving Partner gt Sending Country PL POLAND Languages Used Receiving Country Receiving Country Language of Select a Language a Start date instruction End date i isti ion Select a Linguistic Preparation ei F je Linguistic Preparation g p ie P T ER E Certification Duration in Days ECTS credits in the Early Return e learning training agreement gt AE Comments EU Subsistence and Travel Grant Comments 5 National and Regional Subsistence and Travel Grant EU Special Needs Grant Total Cancel Please note that the form changes depending on the choice of the type of the mobility and type of the project For example study and placements mobilities page has different fields than the page for teaching assignments or staff training mobilities Please select the type of mobility Fill in all required field marked with the red asterisk Click Save button to save the new mobility 35 Mobility Tool Guide for Beneficiaries of the Erasmus programme 5 2 1 Handling combined mobility If a study mobility is combined with a placement mobility the Combined Mobility should be selected on the mobility details page Such mobility will be counted only once as s
61. o display a list of updates 3 3 2 Automatic changes Approved Budget details displayed in Budget section of Mobility Tool are updated automatically by the National Agency The approved section of the budget is presented on the screenshot below 16 Mobility Tool Guide for Beneficiaries of the Erasmus programme Home Project Details Partners Mobilities Budget Updates and Reports Budget Summary for 2013 1 FR1 ERA02 00212 Budget Summary Number of Mobilities Approved Budget Mobility Organisation and Management Mobility Budget SMS Student Mobility for Studies EU Subsistence and Travel Grant EU Special Needs Grant Total SMP Student Mobility for Placements EU Subsistence and Travel Grant EU Special Needs Grant Total STA Staff Mobility for Teaching Assignments EU Subsistence Grant EU Travel Grant EU Special Needs Grant Total STT Staff Mobility for Staff Training EU Subsistence Grant EU Travel Grant EU Special Needs Grant Total Total Budget Recalculate Save More information about the budget and budget management can be found in the following chapters 17 Mobility Tool Guide for Beneficiaries of the Erasmus programme 4 Partners 4 1 How to display the list of partners 1 Login to Mobility Tool 2 Click the project grant agreement number to see the project details User Status Log out Legal notice PLI English EN European Commission M 0 bi ity tool PL1 F
62. obility Submitted Participant Reports to Date Project Update ID Update Time Reporting Actions Beneficiary Report File Request Status Report Type Report Language 1589 Jul 10 2013 08 54 00 N A N A FINAL N A 1483 May 16 2013 13 39 00 Report Request Expired Expired N A FINAL N A Total Pages 1 5 Click the date and time in Update time column of the update details you would like to display Updates and Re ports for 2013 1 FR1 ERA02 00212 Home Project Details Partners Mobilities Budget Updates and Reports Total Number of Mobility Submitted Participant Reports to Date Project Update ID Reporting Actions Beneficiary Report File Request Status Report Type Report Language Jul 10 2013 08 54 00 N A N A FINAL N A May 16 2013 13 39 00 Report Request Expired Expired N A FINAL N A Total Pages 1 15 Mobility Tool Guide for Beneficiaries of the Erasmus programme 6 Compare the project information shown in this window with the information stored in the other sections of your project in Mobility Tool Please note that the project details page may be long depending on the number of partners involved in the project Make appropriate changes in project details if necessary Check further sections of this document for details on how to add change or remove partners contact persons or budget details Project Update ID 1589 Jul 10 2013 08 54 00 for 2013 1 Home Project Details Partners Mobilities Budget Updat
63. of mobilities will be shown 4 Click the pencil icon to edit selected mobility details Mobilities List for 2012 1 DE1 ERA02 00017 Home Project Details Partners Mobilities Budget Updates and Reports Z d MS ee G search SS tment Show aitas entries i Showing 1 to 2 of 2 entries a Mobility a ae A First Last 7 Sending Receiving Report Mobility ID Type Participant ID sain heme Email Start date End date Country Country status MOBILITYO2 Mob SMP SMPO1 FirstName LastName email emai com 01 07 2013 01 09 2013 AUSTRIA BELGIUM NONE MOBILITYO1 Mob SMS SMSO1 FirstName LastName email emai com 01 01 2013 01 06 2013 AUSTRIA BELGIUM NONE 5 A new form will be shown containing selected mobility details 3 Mobility Tool Guide for Beneficiaries of the Erasmus programme Mobility Type ERASMUS Student Mobility for Placements SMP Participant Participant ID Nationality PL POLAND First Name With Special Needs No ma Last Name Email Gender M Male Type of Participant STD STD Students Participant Year of 1997 Birth Level of Study 3 Third Cycle Previous Participation in Erasmus at the Same Level of Study Months Disadvantaged socio No economic background Subject Area 1 Education Student Mobility for Placements Mobility Partners eeeeeeeeeeHe Mo bility Sending Partner PL BIE
64. of the Erasmus programme 4 Select one or many mobilities you want to delete as presented on the screenshot a P X r gt F r Gisac SG Import Export Show so entries f Hi Showing 1 to 2 of 2 entries Mobility ID Mobility a Participant ID First Se Email Start date End date Sending Receiving Report Type Name Name Country Country status y MOBILITY02 Mob SMP SMPO1 FirstName LastName email emai com 01 07 2013 01 09 2013 AUSTRIA BELGIUM NONE ta MOBILITYO1 Mob SMS SMSO1 FirstName LastName email emai com 01 01 2013 01 06 2013 AUSTRIA BELGIUM NONE 5 Click the red icon x in the menu as shown in the screenshot SEN pg Import Export Show so entries wp xDe Co eh came Showing 1 to 2 of 2 entries Mobility a ra First Last Sending Receiving Report Mobility R Type Participant ID Hima TER Email Start date End date Country Country status g f MOBILITY02 pb SMP SMPO1 FirstName LastName email emai com 01 07 2013 01 09 2013 AUSTRIA BELGIUM NONE R MOBILITYO1 Mob SMS SMSO1 FirstName LastName email emai com 01 01 2013 01 06 2013 AUSTRIA BELGIUM NONE 6 Confirm the question Are you sure you want to delete the selected Item s clicking on OK button The selected mobility will be removed 39 Mobility Tool Guide for Beneficiaries of the Erasmus programme 6 Participant reporting Mobility Tool sends out requests for participant reporting automatically after the end of the mobility period as indicate
65. oject type This function will download either student mobility or staff mobility or IP data in case of a new project with no mobilities the template will contain only the field headers but no data The file is organised in the way that all header fields are located in the first row of the file the second row contains field requirements described below and data rows start from the third row A single row equals to one mobility participant mobility details partner details grant etc Please note that even if you use only one sending or receiving partner you need to enter the partner organisation details as many times as mobilities your project contains paying attention that the same partner ID is used throughout There are no fields for the organisation contact person and contact person details in the import export file 45 Mobility Tool Guide for Beneficiaries of the Erasmus programme Note The list of all the fields with their description and specifics whether the field is mandatory or requires using dictionary codes can be found in the document titled Erasmus Mobility Tool Data Dictionary As it was mentioned previously there are three types of fields in the template file mandatory fields that need to contain data marked by a star in the template file code fields marked as DICT and optional open text fields that may be empty The specifics of each field are described in the second row o
66. onary before import or export of data in the tool 7 1 Data export The export function can be found on the Mobilities page by clicking the Import Export button The data export part of the Import Export page is highlighted on the screenshot below The links may be described differently for different types of Erasmus actions Please note that organisation contact details are not exported in the export data Only the basic organisational information are used in the import export process 41 Mobility Tool Guide for Beneficiaries of the Erasmus programme Please select a Import file for Student Mobilities Choose File no file selected Please select a Import file for Staff Mobilities Choose File no file selected When exported data from Mobility Tool projects is saved in CSV Comma Separated Values file format Semicolon is used as a default field separator The file is exported in UTF 8 character encoding standard The exported file may be used for data import under the condition that all mandatory fields are provided More information on this topic can be found in the chapter describing the import process If there are partners in the mobility projects that do not have any mobilities associated these partner details will not be used in the import export process Please notice that exporting data from Mobility Tool may take some time and it may result in a large file The biggest exported file at the time of
67. ory field DICT being a code field For the purpose of the demonstration other fields columns have been removed marked with the ellipsis Project ID ti Participant First Participant Last Participant Year of Participant Gender z DICT a 1 BE3 E 4 o a ERAO2 O0001 eee Sc a a ERA02 00001 r pe tems me ERAO2 00001 During the import of the data the first two rows field headers and field specification must be preserved in the file Deleting the first two rows from the template will render the import process invalid It is also important not to change the order of the columns fields Any change in the fields columns order will render the import process invalid as well In the following example 8 participants from the same sending organisation Partner ID BEN will be sent to 8 different hosting partners Partner ID HOSTO1 to HOSTO8 Please notice different mobility ID s and participant names Project ID ia i Participant First es Sending Partner i Receiving Partner i Name a 1 BE3 ERA02 a od a 00001 2011 1 BE3 ERA02 ID0002 FirstName2 HOSTO2 00001 2011 1 BE3 ERA02 ID0003 FirstName3 BEN HOSTO3 00001 2011 1 BE3 ERA02 ID0004 FirstName4 BEN HOST04 00001 2011 1 BE3 ERA02 ID0005 FirstName5 BEN HOSTO5 00001 2011 1 BE3 ERA02 ID0006 FirstName6 BEN HOSTO6 00001 2011 1 BE3 ERA02 ID0007 FirstName7 BEN HOSTO7 00001 2011 1 BE3 ER
68. oundation for the Development of Education System My Home Welcome Beneficiary Test Uswer About the tool List of the Projects Mobility Tool is the system for the management of mobility projects that receive an EU grant Grant Agreement No National ID under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects 2013 1 PL1 ERA02 00045 PL WARSZAW99 In the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and in case Leonardo da Vinci projects generate and submit your own report s to your National Agency Your National Agency Name PL1 Foundation for the Development of Education System Helpdesk Contact 48 224631302 LEO ESF01 48 224631296 ERA 48 224631682 ESF03 Email MTool_Helpdesk frse org pl e Web mtool llp org pl 3 Click the Partners button in the menu as shown on the screen shot below User Status Log out Legal notice FRIT EngisK EN E European Commission M 0 bi ity tool FR1 Agence Europe Education Formation France My Home gt Project Details Project Details for 2013 1 FR1 ERA02 00212 Context amp Period Project Identifiers amp Summary Sub programme ERASMUS Grant Agreement No 2013 1 FR1 ERA02 00212 Ac
69. our National Agency Name PL1 Foundation for the Development of Education System Helpdesk Contact 48 224631302 LEO ESF01 48 224631296 ERA 48 224631682 ESF03 Email MTool_Helpdesk frse org pl e Web mtool llp org pl 2 Click the project s grant agreement number or national ID to see your project details User Status Log out Legal notice PLI English EN European Commission M 0 bi ity to ol PL1 Foundation for the Development of Education System My Home Welcome Beneficiary Test Uswer About the tool List of the Projects Mobility Tool is the system for the management of mobility projects that receive an EU grant Grant Agreement No National ID under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects 2013 1 PL1 ERA02 00045 PL WARSZAW99 In the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and in case Leonardo da Vinci projects generate and submit your own report s to your National Agency Your National Agency Name PL1 Foundation for the Development of Education System Helpdesk Contact 48 224631302 LEO ESF01 48 224631296 ERA 48 224631682 ESF03 Email MTool_Helpdesk frse org pl e Web mtool l
70. pen your project and click Partners button in the top menu F x 2 Click the PDF r or Excel ka icon in the partner list menu depending on the type of the file required 3 Save the exported file on your local computer 4 5 How to remove a partner 1 Login to Mobility Tool open your project and click Partners button in the top menu 2 Mark the selection box next to the partner you want to remove Please note that it is not possible to remove your own beneficiary organisation from the list Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search X r Al _ are Siarki Show 50 entries Ws fica Showing 1 to 6 of 6 entries i Preferred contact Type of Organisation Name Mobile Country INSTITUT D ETUDES PARISO14 POLITIQUES DE PARIS University or higher education institution tertiary level as Enterprises social partners and their organisations at all levels including trade organisations and Enterprise of creativity s chambers of commerce and industry AWIENO1 University of Vienna AWIENO1 University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and Asea Brown Boveri chambers of commerce and industry PA Partner Association Other types of Association AKADEMIA MORSKA W GDYNI PL PL ee ee ee GDYNIAO1 GDYNIAO1 University or
71. r Click Reset to restore the system default settings for numbers currency time and date o cancel Please change this option to semi colon save the settings close Excel and open the data again The issue should be resolved Use of Excel data import functionality The CSV data can be imported into Microsoft Excel without changing the regional settings For this purpose text import function can be used in the application Please note that the steps presented below may differ between different versions of Microsoft Excel and Office suits running on different operating systems Microsoft Windows or Apple OS X 1 Open Microsoft Excel with a blank spreadsheet 2 Go to Data tab and click From Text Window Import Text File will appear Bookl Microsoft Excel Ho me Insert Page Layout Formulas Data Review View Developer Quick tips Pa D Bt sm yes eapply From From Other Existing ie Filter haf Text ta Access Web Text Sou Connections All Edit Links wa Advanced columns Get External Data i Connections sort amp Filter 3 Select the CSV file you wish to edit in Excel The import process will continue with Text Import Wizard 4 Select Delimited as presented on the screenshot Leave all other options as they are start import at row 1 file origin 65001 Unicode UTF 8 Click Next button 66 Mobility Tool Guide for Beneficiaries of the Erasmus programme Text Import Wi
72. r example of software but will provide few use cases for Microsoft Excel 2010 We will focus on the most typical examples of issues that might affect data import process into Mobility Tool When in doubt you can always check your imported or exported data in some simple text editors that support clear text format and UTF 8 encoding i e Notepad 7 3 1 UTF 8 As mentioned already in this chapter Mobility Tool import process respects national characters in the import data file The requirement is that the data file must be in UTF 8 encoding standard Otherwise some national characters may be displayed incorrectly on the website and in the export files Note Microsoft Excel 2010 does not save CSV files in UTF 8 encoding by default More information on Microsoft Excel and saving CSV files in UTF 8 encoding can be found in chapter 9 3 1 7 3 2 Saving CSV file format from Excel 2010 Microsoft Excel 2010 is capable of opening and saving files in CSV format However whilst opening the file is rather straightforward see troubleshooting section if your Excel doesn t respect CSV field separators used by Mobility Tool saving files in CSV format may require little bit more attention Here are the steps to ensure that the data is saved in a proper format 1 When you finish file editing in Excel select menu File and click Save amp Send 2 Click Change File Type select CSV Comma delimited csv and
73. rce and freely available on the Internet the 3 is a proprietary software package Microsoft Windows LibreOffice Calc Apache OpenOffice Calc Linux LibreOffice Calc Apache OpenOffice Calc Apple OS X LibreOffice Calc Apache OpenOffice Calc and iWorks Numbers The list is not exhaustive and if you already have a solution in place that works for you you may ignore this message There are also other solutions in place such as Notepad or custom made applications that may work with the national characters correctly but may not be as straightforward in use as the spreadsheet editors 9 3 2 CSV files exported by Mobility Tool are not opened correctly by Microsoft Excel Mobility Tool offers two options for data export Excel and CSV It may happen that when you choose to download and open CSV Excel might not recognize the field separator and will display a whole length of each line in just one cell as shown on the screenshot below x m 2011 1 BE3 LEO01 00001_2012 08 29_15 03 30 1 csv Microsoft Excel E 52 Home Insert Page Layout Formulas Data Review View Developer Quick tips A Q o ep 8s Bs dh Calibri 11 a vy General s Fi Conditional Formatting 3 Insert 7 2 v Ay Fy Y glial a r A Sa 7 E E Format as Table F Delete gy Z Paste B Z U ni A z 53 cane Sot amp Find amp F a Ti tjo 320 Cell Styles S Format 27 Filter Select Clipboard Alignment Number Sty
74. re Search Z Show 50 entries 3 i Showing 1 to 5 of 5 entries List of Beneficiary amp Partners Preferred contact Beneficiary aaa Legal Name sp Type of Organisation Name Mobile Country INSTITUT D ETUDES POLITIQUES DE PARIS University or higher education institution tertiary level Emerorise of evento Enterprises social partners and their organisations at all levels including trade organisations and Borat ain i sd sii chambers of commerce and industry KELI University of Vienna AWIENO1 University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and _ Asea Brown Boveri chambers of commerce and industry PA Partner Association Other types of Association The partner list page offers some other functionality You can find the actions oriented with the partner list in the list top menu on the website Below is an explanation of each button and associated action Select all selects all or deselects all element in the list Add New adds new element to the list Delete removes selected element from the list Export PDF exports list to a PDF file Please note that only elements that are visible in the list will be exported to PDF That means if the list is filtered only the result of the filtering will be seen in PDF file 19 Mobility Tool Guide for Beneficiaries of the Erasmus program
75. s the National Agency code in this case French agency Agence Europe Education Formation France and English EN is the language available for that agency English is by default available to all Agencies Some Agencies offer more than one language beside English i e French for French speaking countries Spanish for Spain Polish for Poland etc There are default languages for Agencies For example French agency will only have French language listed while Swiss Agency will have German French and Italian languages available User Status Log out Legal notice PLI English EN European Commission M 0 bi ity tool PL1 Foundation for the Development of Education System My Home Welcome Beneficiary Test Uswer l About the tool List of the Projects Mobility Tool is the system for the management of mobility projects that receive an EU grant Grant Agreement No National ID under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects 2013 1 PL1 ERA02 00045 PL WARSZAW99 In the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and in case Leonardo da Vinci projects generate and submit your own rt s t National A Your National Agency reportis to your National Agency Name PL1 Foundation for the
76. s to be changed please change the person details as described earlier in the manual 4 9 How to remove a partner organisation contact person 1 Login to Mobility Tool open your project and click Partners button in the top menu 2 Click the partner name to display the list of contacts Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search P X p Al ry are Search 4 Show 50 entries a Z Showing 1 to 6 of 6 entries List of Beneficiary amp Partners Preferred contact Erasmus Cod Beneficiary Partner I Legal Name Type of Organisation Name Mobile Country INSTITUT D ETUDES University or higher education institution tertiary level F PARISO14 POLITIQUES DE PARIS Enterprises social partners and their organisations at all levels including trade organisations and chambers of commerce and industry A WIENO1 University of Vienna AWIENO1 University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and chambers of commerce and industry Enterprise of creativity ABB1 Asea Brown Boveri PA Partner Association Other types of Association PL PL i So eos GDYNIA01 AKADEMIA MORSKA W GDYNI GDYNIAO1 University or higher education institution tertiary level A list of contact persons will appear Using the tick boxes on the left hand side sele
77. ser and will use the selection in future logins The ECAS login page that you will normally see is shown below Contact Search Legal notice Privacy Statement English en a EUROPEAN COMMISSION AUTHENTICATION SERVICE ECAS Commission External EUROPA gt Authentication Service gt Login New password Sign Up Help Log i N Not registered yet G GG authenticates your identity on Username or e mail address I MMM Password gt More options Lost your password Required fields Or log in with your E Mobile phone H Token 10 Mobility Tool Guide for Beneficiaries of the Erasmus programme The most important fields are Is the selected domain correct should be always set to External If it is set otherwise please use Change it link and select Neither an institution nor a European body Username or e mail address both username or email address can be used for login Since usernames are generated automatically by ECAS during the registration we suggest using email address as an easier alternative Password as defined during the registration process 2 1 How to change language of user interface The Mobility Tool website can be translated to many languages Languages available to you can be seen on the upper right corner drop down list The list of available languages is using the following naming convention FR1 English EN where FR1 i
78. sult is following 1 You login to the tool and notice that partner information remained unchanged as you didn t change any partner data in the import file 2 You notice that the list of mobilities is longer than previously there are new mobilities that you defined in the import file Highlights from the described scenarios 1 To avoid data duplication always use partner and mobility ID s If you already have data in the tool and you decide to start using the import functionality make sure you edit all your partners and all your mobilities and add unique ID s In particular the beneficiary ID should always be provided BEFORE the function of data import export is used 2 To update partner information use the same partner ID in the import file as the partner ID you find in the partner details on the Mobility Tool website 3 Similarly to update mobility information use the same mobility ID in the import file as the mobility ID you find on the Mobilities page 7 2 8 Error handling Every failed import process generates a message on the website Example error in processing the file is presented on the following screenshot Import did not succeed 0 mobilities imported Failed to import mobilities Unable to process your CSV file see 2013 1 GR1 ERAOQ2 04798 error FCFSBODA D2E9 8EEA 72369F750A2E6B7E csy for more details As it was already mentioned earlier unless all the data in the imported file is in the correct forma
79. t nothing will be stored in Mobility Tool All or None approach Every time there is a problem with the data import a log file is generated by the system The log file can be downloaded by clicking on the link in the error message on the website The error log file has almost exactly the same structure as the imported file it contains field headers and their specifics whether the field is mandatory or a code must be used with an additional field at the beginning of the file Line Number please notice the line number is different than the Excel s row number The other difference is that instead of data it contains an error description that is linked to a specific field in a specific row of the imported file Using 54 Mobility Tool Guide for Beneficiaries of the Erasmus programme the row number and the error in the specified field it is easy to locate the problematic entry in the imported data file Please notice that columns in the error log are shifted left by 1 columns comparing with the import data file A sample of the error file is presented on the screenshot below B D E F 1 Line Number Project ID Mobility ID Mobility Type Participant First Name Participant Last Name E DICT 3 Mandatory field not provided In order to fix problems in the import process all fields marked in the error log must be corrected 7 2 9 The most important rules for successful data import Following is a non exhaustive lis
80. t of example requirements for successful data import The file must use the standard template For the best results always export the existing data first or an empty file if none exists enter and or update the data in this file and then re import it The file must be in the CSV format and encoded in UTF 8 please read the next chapter for more information about text editors Project agreement number must be the same as the active project on the website Import of data for multiple projects is not possible in Mobility Tool Partner ID and Mobility ID must be always provided n order to avoid duplicated mobilities the mobility ID should be unique in the imported file All mandatory fields must be provided Al fields must have a correct format All codes must be correctly used please refer to the Erasmus Mobility Tool Data Dictionary document The mobility end date must be later than the start date Sending and receiving countries cannot be the same except for Erasmus Intensive Programme projects The mobility budget individual grant cannot be smaller than O and larger than 99999 the budget values may remain empty in the imported file however 55 Mobility Tool Guide for Beneficiaries of the Erasmus programme 7 3 Text and spreadsheet editors There are many examples of text or spreadsheet editors available on the market This paragraph will not extensively cover any particula
81. tertiary level F PARISO14 POLITIQUES DE PARIS a Enterprises social partners and their organisations at all levels including trade organisations and Enterprise of creativity chambers of commerce and industry AWIENO1 University of Vienna AWIENO1 University or higher education institution tertiary level Enterprises social partners and their organisations at all levels including trade organisations and nB Asea Brown Boveri chambers of commerce and industry PA Partner Association Other types of Association PL PL i eee mes GDYNIAO1 AKADEMIA MORSKA W GDYNI GDYNIA01 University or higher education institution tertiary level 3 Check the selection box next to the partner contact name you want to remove Please note that you cannot remove yourself from this list the selection box will be greyed out 29 Mobility Tool Guide for Beneficiaries of the Erasmus programme Partner Contacts for 2013 1 FR1 ERA02 00212 en x r a ia H Show All entries Ww i E i Showing 1 to 3 of 3 entries List of Conta this Partner Authorised to sign y TESS Access to Project Grant Directeur par int rim TEST adjoint la Direction des Affaires internationale Partners List 4 Click the Delete button 5 A confirmation message The record has been deleted successfully will be displayed You cannot remove person authorised to sign from the list of beneficiary contact persons If the authorized person need
82. tion ERASMUS Mobility HEI National ID 2013 PARISO14 Call year 2013 Project Title national language Start of activity 01 Jun 2012 Beneficiary Latin Name INSTITUT D ETUDES POLITIQUES DE PARIS End of activity 30 Sep 2013 4 A list of partners will appear Partners are beneficiary organisation sending and receiving organisations Please note the beneficiary organisation will always be displayed at the top of the list with value Yes in the Beneficiary column The list of partners allows quick filtering and searching partners from the list Partners can be filtered by partner ID or part thereof legal name or part thereof type of 18 Mobility Tool Guide for Beneficiaries of the Erasmus programme organisation selection from the drop down list preferred contact person name or part thereof preferred contact person mobile phone number of part thereof and country selection from the drop down list The filtering function is only available to the data displayed in the table In another words list of countries will only show countries of the partners entered in the project not all countries in Europe or in the world Home Project Details Partners Mobilities Budget Updates and Reports Project Partners for 2013 1 FR1 ERA02 00212 Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Mobile Country General search P X r gt F rs a
83. tner IDS cccecccscccseeeceeeeceseeceueeceeseeessueecsueesseeeseeeseas 50 Ata IMMOOKL SCONANOS wc tate ea tos os ua a Mpusane noes Mipesan meme amano eee e 50 7 2 8 ENO RAAN Geta atte ence dteetiact ec Ge dat ae oe ee deat A 54 7 2 9 The most important rules for successful data IMPOFt ccccccceeeceeeeeeeeeeeeeeseeeeseeeaes 99 3 Textand spreadsheet editors aersccci cond ete ecenc easel ncie sic oadleeuen ene iagerletans wlanet nega 56 Coed NIMES G abcess cca bret ei ene OG cee ee tog eT ete ee cet ng eee ade ee et ae 56 7 3 2 Saving CSV file format from Excel 2010 ccccecccscccsseeceeeseeeeceeseeeceueeseueeseeeeseeeseas 56 7 3 3 LONG MUMEKICAL VAISS caucus cece rae acts rece tay aaa saci aie bashes ve a an War DSE 56 7 34 AUTO COMPICTIONGUFING WINING eresse eee nese tere eee ee 57 8 BUAGE Tisis a a aor a a suede teow r a a Mee n 58 8 1 Howto manage mobility budgets cc cecccccccsseeeceeeceeeecececeueeceeeceeseaeessueesaueesseesnaeeseas 58 8 2 Howto manage the project Dudget c cccccccccsseecceeeceececeececeueeseeeeceeceueecsueesueesseesaeeeseas 60 Gi sSUDPOM ANG POUDISSMOOUING ioe esas a e a en cede uel eee tan elo ebidieeeioes 63 9 1 National Agency Helpdesk COntact cccccccsecccssecceeeceececeuceceueeceeeeseeseueessueesueesseesseeesees 63 9 2 My EUC code of EUC code of my partner is incorrect or missing in Mobility Tool 63 9 3 Troubleshooting o
84. tudy mobility and a single report will be issued to the participant Mobility Type ERASMUS Student Mobility for Studies SMS o Combined Mobility O 5 2 2 Short mobilities Mobilities that are shorter than the minimum required duration should be recorded in the tool with the flag Early Return marked Then the flag is used the system doesn t check the minimum duration of the mobility Mobility Mobility ID MOB SMS03 Sending Country PL POLAND Receiving AT AUSTRIA Country Start date 28 09 2013 End date 30 09 2013 Duration in o Months Duration in Days 3 Early Return dimm 5 2 3 Zero budget mobilities Mobility Tool doesn t require a mobility to have a non zero budget in the system If a mobility is created with zero budget it can be saved in the system Budget EU Subsistence and Travel Grant National and Regional Subsistence and Travel Grant EU Special Needs Grant Total 36 Mobility Tool Guide for Beneficiaries of the Erasmus programme 5 3 How to change mobility details The following procedure cannot be used for changing type of mobility such as from study to placement staff training to staff teaching assignment etc In such cases the wrong mobility needs to be deleted a new type of mobility created from scratch 1 Log in to Mobility Tool Click the project number to display project details Click Mobilities button located in the top menu on the website A list
85. ways be provided BEFORE the function of data import export is used lf the partner or mobility cannot be identified in the system by partner ID or mobility ID respectively a new set of data is created lf the partner or mobility can be found in the system by their partner ID or mobility ID respectively and the imported data contains some changes to the partner or mobility details the set of existing data will be updated If the partner or mobility can be found in the system by their partner ID or mobility ID respectively and the imported data doesn t contain changes to neither partner nor mobility no data is changed The import file is processed line by line meaning that if the same mobility ID with the same partner ID will appear twice in the file only the latest entry for this mobility and the partner will be saved in Mobility Tool It is important to mention that while it is not possible to delete data from Mobility Tool using the import functionality it is possible to duplicate the existing information More details on this topic can be found in the next paragraphs Please notice that data import is a heavy resource consuming process and depending on a size of the imported file it may take some time to complete Backup of data It is suggested that before every import of the data users downloads and saves the existing data into CSV files one file for the staff and one for the students A complete set of backup may s
86. y organisation as the sending partner Let s assume you just received the invitation from Mobility Tool to work with your project You log in to ECAS with your username or email address and password The website doesn t contain any information about mobilities You may or may not already have some partners in the project and you want to make sure your beneficiary organisation is used to create mobilities during the import process You go to Partners page to display the list of partners in your project You click the pencil icon to edit your organisation and enter a value for Partner ID field as presented in the screenshot below For the purpose of a demonstration value BEN is used in the Partner ID field The same partner data can be obtained by exporting partner details 51 Mobility Tool Guide for Beneficiaries of the Erasmus programme Partner Details Partner D BEN Erasmus Code p gigiskooz Full Legal Name n eo Ee gu age z Akademia Techniczno Humanistyczna w Bielsku Bia ej Full Legal Name atin Akademia Techniczno Humanistyczna w Bielsku Bia ej characters Acronym ATH National ID if requested by NA Type of Organisation EDU UNIV University or higher education institution tertiary level Commercial Orientation NP Not for Profit Legal Status PB public Economic Sector P EDUCATION Size Staff 55 staff 501 to 2 000 Next you open page Mobilities click Import Export
87. zard Step 1 of 5 The Text Wizard has determined that your data is Fixed Width If this is correct choose Next or choose the data type that best describes your data Original data type Choose the file that best describes your data Characters such as commas or tabs separate each field 9 Fixed width Fields are aligned in columns with spaces between each field Start import atrow 1 File origin 65001 Unicode UTF 3 Preview of fle C Users osmenmi Desktop jmport csy roject ID Mobility ID Mobility Type Participant First Name Participant PAra DICTAA SA TA Ae DICIS sO DICA DICAS terere feel 5 Un tick the default Tab and tick Semicolon You will notice that data preview will change accordingly Click Next button Text Import Wizard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below Belimiters O Treat consecutive delimiters as one Text qualifier 7 I gt Data preview roject ID O13 1 GR1 ERA02 047598 6 In the next window move the horizontal scrolling to the end of the right side of the data preview 67 Mobility Tool Guide for Beneficiaries of the Erasmus programme Ted Import Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Column data format General para General converts numeric values to numbers date values to dates and all C

Mobility Tool Guide for Beneficiaries of the Erasmus programme

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