Home

Mobility Tool+ Guide for Beneficiaries

1. ee TT ee My Home Welcome Beneficiary Test User About the tool Lifelong Learning Programme Mobility Tool is the system for the management of mobility projects that received an EU Grant Agreement No _ National ID grant under the Lifelong Learning and Erasmus programmes The Tool is developed by the European Commission for you as beneficiaries of these projects 2013 1 PL1 ERA02 00046 a 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 generate and submit your own report s to your Erasmus National Agency National Grant Agreement No pn 2014 1 PLO1 KA103 000098 Your National Agency Name PL Foundation for the Development of the Education System Helpdesk Contact e 48 224631302 LEO ESFO1 48 224631296 ERA 48 224631682 ESFO3 e Email MTool_Helpdesk frse org pl e Web mtool llp org pl Click the project s grant agreement number or national ID to see your project details Please note you may have projects from Lifelong Learning Programme as well as from Erasmus Programme Make sure you select the right project to manage User Status European Commission Mobility tool My Home Welcome Beneficiary Test User About the tool Lifelong Learning Programme Mobility Tool is the system
2. The following example highlights the importance of careful row by row data entry During the import process Mobility Tool sees each row as a consecutive data entry 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 Organisation Sending Organisation Legal Name Beneficiary Organisation Beneficiary Organisation Sending Organisation Erasmus Code Sending Organisation Postal Code 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 Organisation Erasmus Code will contain value B BRUOI not NL AMSO1 as used in the previous ine 50 The following example illustrates the similar behaviour Project ID Sending Sending Sending Sending Organisation Organisation Organisation Organisation Legal Name Erasmus Code Postal Code a ae l l Beneficiary NL AMS01 BE 1000 Organisation Beneficiary B BRUQI BE 1000 Organisation Beneficiary NL AMS01 BE 1000 Organisation Please notice that in the last example the beneficiary organisation data will change twice during the impo
3. 8 BUDGET Budget section of Mobility Tool provides a summary of the financial details of mobilities and other financial elements of the project This section should be regularly checked for overview of the project finances 8 1 What are the elements of project budget on the Budget page The Budget displays two sources of information project budget as granted by the National Agency and project budget as a summary of project activities This distinction is clearly visible on the Budget page the columns of budget approved and current budget are clearly marked on the page For easier budget management a third column Current Approved budget provides the current level of budget consumption If there are changes in the project budget following an amendment of the initial agreement between the beneficiary organisation and the National Agency those changes Should be reflected in the first column Approved Budget by National Agency Total Project 454 801 96 Organisational Support No of Participants excluding acc persons 19 Exceptional costs Guarantee 8 2 How to check project budget Current Current Budget Approved in Mobility Tool budget 28 290 00 6 22 Login to Mobility Tool Click Budget in the top menu A budget page will be displayed 62 Budget for 2014 1 FRO1 KA103 000155 Nothing to save Approved Current Budget by Current Budget Approved Natio
4. EC Project Number lt European Commission grant agreement number gt National Project Number lt national grant agreement number gt Project Title lt project title gt Mobility Tool is the system for the management of mobility projects that received an EU grant under the Lifelong Learning and Erasmus programmes The Tool is developed by the European Commission for you as beneficiaries 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 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 33 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 SUDPOLE lt name of the National Agency gt lt support email of the National Agency gt This is a system generated message Please do not reply 34 6 MOBILITIES Mobility can be defined as a set of elementary data identifying a participant of Erasmus proje
5. CEDEX City Organisation Comments This is a comment Field Cancel Save 4 3 How to edit organisation details Login to Mobility Tool and open your project details Click Organisations in the top menu and select List Organisations Click the pencil icon next to the partner you want to edit as shown on the screenshot Es ofa X E Cag Ses S Show 50 entries Showing 1 to 2 of 2 entries Beneficiary PIC Organisation ID Legal Name Department Country City Public Body Non profit 949555893 000098 ORG 00001 Polish Youth Organisation Poland Krakow 949593626 000098 ORG 00002 Instituto Polit cnico de Castelo Branco Portugal Castelo Branco An organisation details will be displayed Click Edit on top of the screen to edit the organisation 23 Edit Organisation Grant Agreement No 2014 1 PLO1 KA103 000098 Organisation information PIC 949593626 Check PIC Type of Higher education institution terti az Sa Organisation Organisation ID 000098 ORG 00002 7 VAT Erasmus Code P CASTELOOI od Legal Name Instituto Polit cnico de Castelo Bran Co Beneficiary Public Body r Business Name PCB Non profit Full legal name National Language Number of employees below 250 Acronym National ID if 504152980 applicable Department Address and contact information Legal Address AV Pedro Alvares Cabral 12 Email Country Portuga
6. Import Export 201 4 1 BE01 KA101 0001 70 Mobility Tool Data Dictionary N f Browse No file selected Show 10 entries Import Date User No data available in table Showing 0 to 0 of 0 entries PreviousNext Please note that organisation contact details are not exported in the export data Only the basic organisational information is used in the import export process 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 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 6 6 2 Data import and update General description Mobility Tool allows importing partner organisations participant and mobility data in one go The import process uses CSV Comma Separated Values file as a data pro
7. Mobility ID Mobility Type Participant First Name Participant Last Name bsk DICT Mandatory field not provided a In order to fix problems in the import process all fields marked in the error log must be corrected 56 The most important rules for successful data import The following is a non exhaustive list 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 at once is not possible in Mobility Tool Organisation ID and Mobility ID must be always provided In order to avoid duplicated mobilities the mobility ID should be unique in the imported file All mandatory fields must be provided All fields must have a correct format All codes must be correctly used please refer to the Mobility Tool Data Dictionary document The mobility end date must be later than the start date 6 6 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 par
8. Tool website is not displayed correctly in Microsoft Meme EXPO innne E A eee aieeneataceeuiees 74 Acknowledgements For security and privacy reasons some 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 Project numbers are only for demonstration purposes only Organisation contact information that can be found on some screenshots in this document represents publicly available data of organisations This document describes functionality of Mobility Tool version specified on the title page of the manual Document history This page is 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 and under the Erasmus Programme of the European Commission It 1s developed by the European Commission to be used by the beneficiaries of Erasmus Projects managed by Erasmus National Agencies The users of Mobility Tool will find in the tool some of the information of the projects they manage included in the Delegation Agree
9. be provided The mobility page can be split into 3 sections Screenshots and description for each of these 3 sections can be found below 1 general information about the mobility This section contains details of the participant s mobility the mobility action type participant s sending and receiving countries and locations There you will also find fields for participants email gender date of birth nationality field of education and flag for special needs The section includes a comment field useful for providing any extra information concerning location of the sending or receiving organisations 36 Activity Type SE STA Staff training abroad Long term Activity Participant ID Participant First Name Participant Last Name a Special Needs Participant Email Participant Gender Select a Gender Date of Birth dd mm yyyy Nationality Select a Nationality Mobility ID 00224 MOB 00001 Field of Education Select a Field of Education v Sending Organisation Turkish Test Organisation v Receiving Organisation Agrupamento de Escolas de Pared v Sending Country TR Turkey v Receiving Country PT Portugal v Sending City Adana Receiving City Parede Comments on different location than Sending Receiving organisations 2 budget This section includes some important financial information about the mobility There you define a distance band between the two locations indicated in the first section
10. city correct distance band should be used European Commission has provided a sample distance calculator that should be used for measuring distance between two places The distance calculator is available at the location provided below http ec europa eu programmes erasmus plus tools distance_en htm Calculating mobility budget For correct budget calculation fields such as activity type sending and destination country mobility start and end date must be filled in and correct distance band must be selected With this data provided please click Calculate button indicated in the screenshot below Distance Band BAND_5SO 3000 3999 km Travel Grant Start Date 01 11 2014 Duration Months full months End Date 09 11 2014 Duration Months extra days Duration Calculated days Travel Days max 2 Effective Duration days Individual Support Course Fees No Days Course Fees Grant Day Course Fees Grant Special Needs Support Comments on Special Needs Additional Non EU Grant Force Majeure Mobility Total Calculated 0 Mobility Total Adjusted Calculate oo o 39 The Calculate function will fill in the duration fields and all fields related to grants that have been defined on European or national level After the calculation almost all fields in this budget section of the mobility form become locked If you wish to edit the values or add additional travel days or days for courses you may tick t
11. deselects all element in the list Add New adds new element to the list Delete removes selected element from the list 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 19 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 search SOSOS CS S 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 new organisation Login to Mobility Tool and open your project details Select Organisations from the top menu a choose Create a new Organisation Organisations List Organisations Create a new Organisation A partner details form will appear Depending on the action type of the project you may be required to put a PIC number of the organisation you wish to add In special cases you may overri
12. file via the website The result of the successful data import is the following Minimum two new partners are created with the organisation IDs and partner organisation details specified in the import file Sending and receiving partner Minimum one mobility is created 53 Scenario 2 data import to an empty project beneficiary 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 partner organisations in the project and you want to make sure your beneficiary organisation is used to create mobilities during the import process You go to Organisations page to display the list of organisations in your project You click the pencil icon to edit your organisation and enter a value for Organisation ID field if the Organisation ID field is blank as presented in the screenshot below For the purpose of a demonstration value BEN is used in the Organisation ID field The same partner data can be obtained by exporting partner details Edit Organisation Grant Agreement No 2014 1 FRO1 KA103 000155 Organisation information Organisation ID BEN Type of EU wide network Organisation Erasmus Code oe VAT Legal Name Entreprise d accueil Co Beneficiary B
13. file where import errors are indicated A failed import process may be signalled by the following system message 46 Important Please note that unless all data in the 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 for a particular mobility single line in imported file already has a value in the tool and the import file doesn t contain data for this field the result of the import will be to remove the existing data in this particular field of the mobility 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 making an export of the data The result of exporting data from an empty project will be a file containing headers for the fields but no actual 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 organisation details grant etc A single row is an equivalent to providing data for a single mobility in the new mobility form Please note that even if you use only one sending or receiving partner organisation you need to ent
14. for the management of mobility projects that received an EU Grant Agreement No National ID grant under the Lifelong Learning and Erasmus programmes The Tool is developed by 2013 1 PL1 ERA02 00046 the European Commission for you as beneficiaries 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 generate and submit your own report s to your Erasmus National Agency National Grant Agreement No a 2014 1 PLO1 KA103 000098 Your National Agency Name PL Foundation for the Development of the Education System Helpdesk Contact 48 224631302 LEO ESFO1 48 224631296 ERA 48 224631682 ESFO3 Email MTool_Helpdesk frse org pl e Web mtool llp org pl After selecting the project your screen will present some information about the project Log out j Legal notice European Commission _ Mobi ity tool PLOI Foundation for the Development of the Education Syster be e x n y y speit Home Project List Organisations Contacts Mobilities Project Details for 2014 1 PL01 KA103 000098 Context information Project information History information Programme Erasmus Grant Agreement No 201 4 1 PL01 KA103 000098 Created by MT System User Key Action KA Learning Mobility of Individuals N
15. 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 Erasmus programme The affected alphabets are Greek Bulgarian Croatian Czech Hungarian Latvian Lithuanian Maltese Polish Romanian Slovak Slovene and 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 source 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 edi
16. of the screen and start and end date of the mobility Together with sending receiving countries and activity type the calculation of a grant for the participant will be possible Distance Band BAND_10 0 99 km Travel Grant Start Date 01 11 2014 Duration Months full months End Date 31 12 2014 Duration Months extra days Duration Calculated days 30 Travel Days max 2 Effective Duration days Individual Support Course Fees No Days Course Fees Grant Day Course Fees Grant Special Needs Support Comments on Special Needs Additional Non EU Grant Force Majeure Mobility Total Calculated 3024 Mobility Total Adjusted Calculate 37 3 certification and language section In this section which may differ according to the action and activity type you can specify any certifications that the participant might have received or will receive from organisations involved in the mobility Please note that the list of organisations is taken from the Organisations page of the Mobility Tool Also in this section the main instruction or working language of the mobility can be selected On top of that up to 3 other languages of the mobility can be entered Certifying Organisation Select a Certifying Organisation v Certification Type Select a Certification Type Certifying Organisation Select a Certifying Organisation Certification Type Select a Certification Type Certifying Organisation S
17. organisation will be deleted 26 5 CONTACTS 5 1 Who are organisation contact persons The organisations taking part in the project may have one or more contact persons for the project By default only the contact person of the beneficiary organisation and legal representative are granted access to Mobility Tool However these users can grant access to the project information in Mobility Tool to additional contact persons of her his own organisation only being aware that they will be able to edit and change the information of the project 5 2 How to display contact persons Login to Mobility Tool and open your project details Click Contacts from the top menu User Status European Commission M obi ity to ol PLOI Foundation for the Development of the Education System Project List Organisations Mobilities x Budget Reports Then select List Contacts from the contextual menu Contacts List Contacts Create a new Contact A table with contacts of all organisations will be displayed E pe x fx ir Search 7 Show 50 entries Showing 1 to 3 of 3 entries Contact Last Contact First j Legal Preferred Access to v Department Position Beneficiary Name Representative Polish Youth 48121234567 949555893 a S Organisation i Polish Youth LastName FirstName Department Position 482278945612 949555893 ae Organisation F P LastName FirstName Department Position 32789865412 TE
18. the red x button 00224 TEST TEST TEST COM SE TAA 01 11 2014 09 11 2014 MOB 00001 00224 TEST2 TEST2 EMAIL COM SE STA 01 11 2014 09 11 2014 MOB 00002 Are you sure you want to delete the selected Item s By choosing OK the selected mobilities will be deleted Please note that deleting mobilities also deletes any participant reports that the participants might have already submitted If the participant has already taken an online linguistic assessment test the mobility should not be deleted 6 5 Online Linguistic Support In specific actions such as Higher Education KA103 for student action types SMS and SMP or long term activities in Youth projects KA105 for European Voluntary Service Programme and Partner Countries when the main instruction or working language of the mobility is German DE English EN Spanish ES French FR Italian IT or Dutch NL additional two options become available Online Linguistic Assessment 42 Online Language Course These two are used to indicate participants that should take the language assessment and may also take the language course using the online tool More information on how to use Online Linguistic Support can be found at the location below 6 6 Import and export of mobility data In this chapter you will find details regarding import and export of the mobility data The mobility data contains the details of all mobili
19. 15 19 Long time 15 19 42 Additional settings Go online to learn about changing lanquages and regional formats O Gastomize 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 tt Display leading zeros 0 7 List separator z lt Measurement system Metric is Standard digits 0123456789 Use native digits Never Click Reset to restore the system default settings for numbers currency time and date Cx Gees 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 70 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 Home Insert Page Layout Formulas Data Revi
20. 57 J PARTICPANT REPOR Ee ee ee ee ee eee ee eee 60 10 Vly How to request participant TEPOUIS 7 icra tessatdsned ani eran ice era eaten 60 7 2 How to check participant report Status cc csseeeseeccccceeeeeeeeseeeeeeeeeeaaeeenees 60 7 3 How to see results of participant report cc cseceseccccccccceeeeeeseeeceeeeeeaeeeeees 6l PUDOE T aoa E a E r 62 8 1 What are the elements of project budget on the Budget page 62 8 2 How to check project budget nseneessssseseresssssssssseeerssssssssserressssssssererssss 62 8 3 How tochanse project DUCSEL iesire iea E E 63 REPORT ye ne ara Se eT ONA A A 65 9 1 How can I submit my final report to National Agency cccccceceeeneeeeees 65 9 2 What happens after I submit my final report eee cceeeseeeeeeeeeeeeeeeeeees 67 9 3 How can I edit my project after final report submission ccccceeeeeeees 67 SUPPOR PAND TROUBLESHOOTING cresine R 68 10 1 National Agency Helpdesk contact ccccccccccccsssssesecceeeceeeeeeesseeeeeeeeeaeeeeeees 68 10 2 Troubleshooting of the most COMMON ISSUES ccccccceceeeeeeeeeeeeeeeeeeaaeeeeees 68 10 2 1 National characters are replaced with question marks during the WIAD OU MOCO SS ae oaenctce uae der ecu neck fone sndenemestarecanuadohererses 68 10 2 2 CSV files exported by Mobility Tool are not opened correctly by Micro oM Excel aiaa a E S 69 10 2 3 Mobility
21. BMITTED the participant has submitted his her report The statuses of mobilities are changed automatically depending on the system and participant actions To see status of the participant reports in your project login to Mobility Tool and open your project details Click Mobilities from the top menu Select List Mobilities from the contextual menu The status of the participant reports will be displayed in the Report status column 7 3 How to see results of participant report Login to Mobility Tool and open your project details Click Mobilities from the top menu Select List Mobilities from the contextual menu Edit the mobility for which you d like to see the participant report Click Download PDF link in the Participants Reports section to download a PDF version of the participant report results Participants Report ID Status Request Date Submit Date PDF File 9 SUBMITTED 14 10 2014 14 11 2014 This method can be used for checking individual participant reports Alternatively you can export all participant reports in CSV file Go to the Mobilities page and click Export Participant Report Mobilities List for 201 4 1 FRO1 KA102 000044 z P x lt r Ea d H Search Z activ Mobility ID Start date End date Type This way a ZIP file with all participant reports grouped by activity type will be generated The CSV files can be opened with programs such as Microsoft Excel 61
22. EUROPEAN COMMISSION DIRECTORATE GENERAL FOR EDUCATION AND CULTURE Education and vocational training Coordination of Erasmus Coordination of National Agencies Erasmus Mobility Tool Guide for Beneficiaries of the Erasmus programme Release date 28 November 2014 Mobility Tool v 1 3 Document version 1 0 This page is intentionally left blank Table of Contents I AGENER ALLAN TRODUC TION pis seieest nse tesecaecterasieus teredaacinentmetaasdnecteasinystinedaitientweuds 7 Meise MDC SCI O Me ten ten cbotenrers E Meiers dues A A A nineties 7 12 MNIODIMILY FE OO MIS CUS eco a E 8 2 ACCESS TO THE APPLIC A TION ne r E 9 2 1 What is the URL address of Mobility Tool website 0 0 cccccceeeeeeeeeees 9 2 2 How do I login to Mobility Toolt ccc ccccccccssssssseseececceeeaeeeseeececeeeeeaeeeeees 9 2 3 How to change language of user Interface ce eeeececceccccceeeeesseeeeeeeeeeaeeeeees 11 I PROE oea a E aN oT aNE es Seene rte eer eae 13 Duds STOW 1O View project detai oana a a e a a 13 2e Aser IMUELLACE OVET VIC W cererii n na Ear E E TEE T 15 Side CHANGES to Project detall Sassi inae E E ener Soneenkel 16 Foske Mmi Chano Sea a ts 16 32 Atomai CHANGES anne a a een ennttslueliaacds 16 Je ORGANISATIONS eoni E T 18 4 1 How to display list of organisations esesssssoeenssssssssoeerrsssssssseeerressssssseeeees 18 4 2 How toadd NEW orsanisaUon sassstunarncetewieusieeaneienslausmanntorem ieniee
23. Report with Mobility data for Project Update on 24 11 2014 10 22 08 Generate Beneficiary Report To generate your report click Generate Beneficiary Report If you project have some issues a message may be displayed to inform you about detected problems You will be asked to choose a language of the report 65 Total Number of Mobilities L Total Number of Submitted Participant Report e Current Budget in Mobility Tool 1135 is greater than Approved Budget by National Agency 0 Please choose Beneficiary Report Language UKO1 English EN Do you want to continue with the report generation a Click Yes to continue The processing of your request will go through 3 stages of generating the file and submitting the report Please wait until a report PDF file is generated Please download the Beneficiary Report by clicking the link below Download Beneficiary Report Final Report for project updated on 24 11 2014 15 38 36 Request ID 46 language UK01 EN afew seconds ago Generated by system MT System User 2 minutes ago Received by Eform by system MT System User 4 minutes ago Process Started by Click Download Beneficiary Report to download the final report PDF file The PDF file will have relevant sections pre filled with project and mobility data The report must be completed and submitted using the Submit button in the PDF file During this time a warning message Beneficiary Repor
24. ST ORGANISATION The table shows contact persons last names first names department position telephone number email PIC of the organisation legal name of the organisation flag whether the organisation is a beneficiary or not flag if the contact is organisation s legal representative flag is the contact is organisation s preferred contact and flag if the contact has access to the project 2 The list can be sorted and filtered The description of the sorting and filtering options is described in chapter 4 1 5 3 How to add organisation contact person The contact persons can be added on page Contact in Mobility Tool page Login to Mobility Tool and open your project details Click Contacts from the top menu Then select Create a new Contact from the contextual menu Contacts List Contacts Create a new Contact A new contact person form will be displayed All fields marked with red asterisk must be filled in There must be a minimum one preferred contact person within each organisation First contact person is automatically elected as a preferred one In case of the beneficiary organisation the preferred contact or contacts will receive notifications from the Mobility Tool for project updates for example In case of address details selecting Same as Organisation will prefill the fields with data from organisation details The address details can be modified after being prefilled with organi
25. artners Researchers Citizens W7 I have an account w 7 digits I don t know Special external accounts More information about this screen a eo E B T Zs T i ACER 7 Energy Regulators Agency for the Cooperation of Energy Artemis Joint Undertaking Committee of the Regions Community Plant Variety Office Regulators TT niac INT UNDERTAKING 2 tat CONSILIUM Se Council of the European Union Court of Justice of the European Union ENIAC Joint Undertaking Eurojust ECAS will remember the choice of your organisation in your browser and will use the selection in future logins The ECAS login page that you will normally see is shown below 10 Contact Privacy Statement English en EA EUROPEAN COMMISSION AUTHENTICATION SERVICE ECAS Commission DAA EUROPA gt Authentication Service gt Login New password Sign Up Help Log N Not registered yet Commission websites authenticates your identity on European Username or e mail address Mobility Tool cmenmaaee requires you to authenticate gt More options E Remember my username E warn me each time an application asks for my identity E View my ECAS account details after logging me in Lost your password Required fields Last update 24 10 2014 3 10 1 hum 6 ms amp Top The most important fields are Is the selected domain correct should be always set to External If it is set otherwise please
26. ational id Created on 21 10 2014 09 06 10 Action Type KA103 Higher education student and staff Project Title Updated by mobility Project Acronym Updated on 18 11 2014 10 09 19 Call Year 2014 Round Start of Project 10 02 2014 Beneficiary Organisation information End of Project 30 04 2015 Project Duration months 16 PIC 949555893 National Agency PLO Foundation for the Development of Legal Name Polish Youth Organisation the Education System Business Name Polish Youth Demo Organisation For further details about your national agency please consult Full legal name National Language the following page Erasmus Code D ELMSHORO http ec europa eu programmes erasmus plus tools Consortium ID national agencies index_en htm 14 3 2 User interface overview The graphical user interface of Mobility Tool project view contains a few elements that are important to recognize and remember The three most important elements of the page are selected on the following screenshot User Status European Commission Mobility tool Home Project List Organisations Contacts Mobilities 7 Budget Project Details for 2014 1 PL01 KA103 000098 Context information Project information 2 Programme Erasmus Grant Agreement No 201 4 1 PLO1 KA103 000098 Key Action KA Learning Mobility of Individuals National id Action Type KA103 Higher education student and staff Proj
27. creenshot below You will notice the headings of the columns in data preview will change from General to Text Text Import Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Column data format ii General y General converts numeric values to numbers date values to dates and all remaining values to text Advanced Do not impert column skip Data preview Project ID Mobility ID Mobility Type Participant First Name Pe a DICT 20135 1 GR1l ERAQZ O4798 6MS10 SMS FirstName Cancel et gt 9 Click Finish The wizard will ask you where the imported data should be placed Click button OK 13 Import Data rx Where do you want to put the data Existing worksheet Your data from the CSV file exported from Mobility Tool will be presented in columns 10 2 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 Delete browsing history Ctri Shift Del InPrivate Browsing Ctri Shift P Tracking Protection ActiveX Filtering Diagnose connection problems Reopen last bro
28. ct his or her details source and destination countries durations and corresponding financial information and other additional information Mobilities is the most important part of the tool There you will be able to record all mobilities being funded by your project in a single place You will be able to do it on the Mobility Tool web interface entering one mobility after another or via import More details will be explained in the following chapters 6 1 How to display list of mobilities Login to Mobility Tool and open your project details Click Mobilities from the top menu Select List Mobilities from the contextual menu Mobilities List Mobilities Import Export If you only opened the Mobility Tool and your project for the first time most likely you will see an empty page informing you that there are no matching records found Mobilities List for 2014 1 BE01 KA101 000224 i X r al are Search Z Show 50 entries Showing 0 to 0 of 0 entries First Name LastName Email Activity Type Mobility ID Start date End date Eligible Mobility Report status Requested On Received On No matching records found If there are mobilities in the project you will see their details such as first and last name of the participants their email addresses activity types of the mobilities mobility IDs start and end dates flag for eligible mobility status of the participant report when the partici
29. de the PIC requirement by selecting Non PIC Organisation In either way organisation ID will be prefilled with a unique identifier of an organisation in the project in Mobility Tool You may change the value to other more suitable if you like for higher education institutions having an Erasmus Code it 1s recommended to enter the Erasmus Code as Organisation ID The only requirement is that the organisation ID must be unique in the project A comment field is also available for any additional notes or remarks concerning the organisation 20 Note Partner details can be changed at any time during the project lifetime Create Organisation Grant Agreement No 2014 1 PLO1 KA103 000098 Organisation information PIC Type of Organisation Non PIC Organisation vaT Organisation ID 000098 ORG 00003 Co Beneficiary Erasmus Code e B Public Body Non profit Legal Name Number of Business Name employees below 250 Full legal name National Language Acronym National ID if applicable Department Address and contact information Legal Address Email l Country Choose a country Website Region Choose a region Telephone 1 P O Box i Telephone 2 Post Code Fax CEDEX City Organisation Comments This is a comment Field Cancel Save Organisations with PIC number If organisation has a PIC ente
30. details in the following chapters The second area of the page indicated with number 2 provides information about the Programme Call Round and some key data of the project itself about the National Agency granting the project and about the beneficiary organisation The third area selected on the screenshot presents information about the creation of the project in Mobility Tool last update and person or system that updated the project last 3 3 Changes to project details 3 3 1 Manual changes In Mobility Tool you can change organisations organisation contact persons mobilities participants 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 3 3 2 Automatic changes Approved Budget by National Agency details displayed in Budget section of Mobility Tool are updated automatically by the National Agency This can be a result of an amendment or other changes to the project The approved section of the budget is presented on the screenshot below Budget for 2014 1 PL01 KA103 000098 Nothing to save Approved Budget by Current Budget Current National Agency in Mobility Tool Approved budget Total Project 2 550 00 0 00 0 00 Organisational Support No of Participants excluding acc persons 0 Excepti
31. e 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 monitor the project information and validate 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 indirect Mobility Tool users interacting with the tool via participant reports 2 ACCESS TO THE APPLICATION 2 1 What is the URL address of Mobility Tool website Mobility Tool can be accessed using the following URL address https webgate ec europa eu eac mobility 2 2 How do I login to Mobility Tool 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 the first point please refer to the ECAS User Manual document for more information on registration and how to obtain a login name and password For the second point if you are the contact person of the beneficiary organisation of an awarded project your email address was provided within your project application and you will be registered automatically If you are not sure whether or not your email address was p
32. ect Title mobility Project Acronym Call Year 2014 Round Start of Project 10 02 2014 End of Project 30 04 2015 Beneficiary Organisation information Project Duration months 16 PIC 949555893 National Agency PLO Foundation for the Development of Legal Name Polish Youth Organisation the Education System Business Name Polish Youth Demo Organisation For further details about your national agency please consult Full legal name National Language the following page Erasmus Code D ELMSHORO http ec europa eu programmes erasmus plus tools Consortium ID national agencies index_en htm Log out j Legal notice PLO1 English EN Reports History information 3 Created by MT System User Created on 21 10 2014 09 06 10 Updated by Updated on 18 11 2014 10 09 19 Area indicated with number 1 contains a menu with 7 elements Home and Project List redirects to the main page of the tool that shows the list of projects Organisations shows a list of organisations taking part in the project including the beneficiary sending receiving or other type of organisations Contacts shows a list of contacts for organisations Mobilities shows a list of mobilities with participant details Budget shows a project s budget summary Reports provides facility for final report to National Agency This manual will describe each section of the tool in greater
33. efer to the next scenario for more details on how to update data using the import process Scenario 3 data import to a project with mobilities adding new and updating existing information entered via graphical user Let s assume that you already worked with your project and added some data using the website You have added some organisation with their respective organisation IDs and created some mobilities with mobility IDs You decided to work with the data outside of the tool using external editing software You click Mobilities choose Import Export option and download the project data You open the file in the text editor or a spreadsheet editor of your choice and notice that both the organisation and the mobilities have IDs You decide to update some information about the participants and add more mobilities You add mobility and organisation IDs in the respective columns you reuse the organisation IDs as you have the same sending partner for all your mobilities Finally you import the data The result is following You login to the tool and notice that organisation information remained unchanged as you didn t change any partner data in the import file You notice that the list of mobilities is longer than previously there are new mobilities that you defined in the import file 55 Highlights from the described scenarios To update organisation information use the same organisation ID in t
34. elect a Certifying Organisation Certification Type Select a Certification Type Instruction Work Language Select a Language Other Used Languages Select a Language Other Used Languages Select a Language Other Used Languages Select a Language You can save new mobility details using the Save button on the bottom of the screen Mandatory fields The minimum set of fields consist of activity type participant first name participant last name participant email participant gender participant date of birth nationality mobility ID sending organisation receiving organisation sending country receiving country sending city receiving city start date end date and main instruction work language For specific activity types additional fields are mandatory e g the total number of teaching hours for teaching periods in higher education institutions abroad Sending and receiving organisations The sending and receiving organisation drop down list are pre filled with the list of organisations in the Organisations tab If you are missing some organisations from either of these two drop down lists please enter them first on the Organisations page 38 Sending and receiving cities The sending and receiving cities are pre filled based on the cities of the sending and receiving organisations These fields can be changed Distance band Based on the locations indicated in sending and receiving
35. er the partner organisation details as many times as mobilities your project contains paying attention that the same organisation ID is used throughout There are no fields for the organisation contact person and contact person details in the import export file 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 of 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 Mobility Tool Data Dictionary available from the 47 Import Export page 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 Field_1 Field_2 Field_n ME Led T7 SB eae 2 J s 7 Field n AANA VE pehk d d Field 2 Containing a double GUTS P i 9 Bae Vel aa Decimal and thousands separator The export as well as the import CSV files use dot as a sy
36. ew View Developer Quick tips HED b rt 5 Con ons 4 OCW Clear mw cw la Ser ft el Y g Properties Reapply ko Other Existing Refresh nae re Sort Filter 7 Text to Access T Connections Alle Edi Links y we Advanced Columns Get External Data 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 Text Import Wizard Step 1 of 3 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 at best describes your data Characters such as commas or tabs separate each field F Fixed width Fields are aligned in columns with spaces between each field Start import at row 1 Le File origin 65001 Unicode LTF 3 Preview of file C Users osmenmi Desktop jmport csv roject ID Mobility ID Mobility Type Participant First Name Participant 2 Boe OD ae eee Be A ee De Drees DICT 99 59 gt O15 1 GR1 ERAQZ 04798 5M510 5M5 FirstName LastName 01 01 1985 M emailloi 5 Un tick the default Tab and tick Semicolon You will notice that data preview will change accordingly Click Next button 71 Text Import Wi
37. he Edit field located nearby the Calculate button Distance Band BAND_5SO 3000 3999 km Travel Grant Start Date 01 11 2014 Duration Months full months End Date 09 11 2014 Duration Months extra days Duration Calculated days 9 Travel Days max 2 0 Effective Duration days s Individual Support 1080 00 Course Fees No Days Course Fees Grant Day 70 00 Course Fees Grant 0 00 Special Needs Support Comments on Special Needs Additional Non EU Grant Force Majeure Mobility Total Calculated Mobility Total Adjusted The Edit option will re enable previously locked fields for your corrections Errors in budget calculations In specific cases you may see an error message after pressing the Calculate button For example the system may inform you that Given the parameters you have entered it is not possible to perform a rate calculation for Individual Support Please contact your National Agency for further information on the correct set of parameters The request is invalid The specified duration is 61 days but it must be at most 60 days In this case the user has chosen wrong duration of the mobility for the specified activity type Correcting the duration and pressing the Calculate button again fixes the issue For specific activity types the exact monthly grant rate or other rates have to be entered 40 if the beneficiary has been given a range for setting itself the rate If the rate
38. he import file as the organisation ID you find in the organisation details on the Mobility Tool website Similarly to update mobility information use the same mobility ID in the import file as the mobility ID you find on the Mobilities page Error handling Every failed import process generates a message on the website and a log file for details The log file can be downloaded by clicking on the link in the error message on the website As it was already mentioned earlier unless all the data in the imported file is in the correct format nothing will be stored in Mobility Tool All or None approach 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 descriptions of errors from the import process Each error is linked to a specific field in a specific row of the imported file Using 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 C D E F Project ID
39. hey are normally not greyed out on the page Once you make a change a button that was previously called Nothing to change on the top of the page changes into Save 63 Approved Budget by Current Budget National Agency in Mobility Tool 454 801 98 28 290 00 Click the Save button to preserve your changes 64 9 REPORTS The last section of the Mobility Tool provides you a reporting functionality as beneficiary This section can be used to submit interim and final beneficiary reports to your National Agency Please note that the participant reports are covered in section Mobilities of this guide The final report will contain a summary of all the activities of your project the project budget and some additional information Most of the content of the report will be prefilled with the data you have entered in Mobility Tool Additionally you will be asked series of questions concerning the implementation of your project Depending on the action type of your project the form of the final report can be a PDF form or a website form 9 1 How can I submit my final report to National Agency Login to Mobility Tool Click Reports in the top menu In case your project was realised in the area of Youth action code KA105 you will see a page similar to the one below Beneficiary Report for 2014 2 UK02 KA105 000023 Generate Beneficiary Report Please click on this button to generate a new Beneficiary
40. ht hand side of the contact person details as indicated on the screenshot below Contact Details for 2014 1 PLO1 KA103 000098 P Add New R Edit Organisation information History information PIC 949555893 Created by Legal Name Polish Youth Organisation Beneficiary Created on 18 11 2014 10 07 43 Updated by Beneficiary Test User Updated on 18 11 2014 14 57 08 Contact Person Title Mr Contact Gender Contact First Name Test PA Contact Last Name User Department Position Legal Representative Preferred Contact Access to Project 5 4 How to edit contact person details Login to Mobility Tool and open your project details Click Contacts from the top menu Select List Contacts from the contextual menu Contacts List Contacts Create a new Contact Click the pencil icon next to the details of the person you wish to edit x oA s ar Search Z Show 50 entries Showing 1 to 3 of 3 entries Contact Last Contact First ee R Legal Preferred Access to Department Position Telephone 1 Legal Name Beneficiary ra N Contant Project Polish Youth N A 48121234567 949555893 Organisation p a Polish Youth LastName FirstName Department Position 482278945612 949555893 it Organisation TEST LastName FirstName Department Position 32789865412 ORGANISATION Page with the contact details will be displayed Click Edit 30 Contact Details for 2014 1 PLO1 KA103 000098 OO eC Organisation infor
41. ility Tool the change has to be done in the Organisations menu Receiving Unique alphanumeric string identifying the receiving organisation in the Organisation mobility ID It is recommended using the Erasmus code in the case of the partner organisation being a higher education institution holding a_ valid Erasmus Charter for Higher Education ECHE for manual data entry in Mobility Tool the change has to be done in the Organisations menu Sending and Receiving Organisation IDs The list of Organisation IDs either sending or receiving that already exist in the tool can be found on the Organisations page described in the other chapter of this manual The list of organisations may include a single organisation 1 e the beneficiary organisation or may include sending and receiving organisations It is suggested that the list of partner organisations is exported and the codes of the partners are used in the mobilities template file for the import process However there the list of partner organisations cannot be imported the same way the mobilities are We recommend using the Erasmus Code e g A WIENO1 as an organisation ID where the Erasmus Code is applicable i e for higher education institutions holding an ECHE 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 52 The following scenarios describe s
42. in table Showing 0 to 0 of 0 entries PreviousNext Every import process always generates a system response in either successful or unsuccessful cases Result of the import can be found on the list of import attempts Show 1 entries Import Date y Import Type File User Role Status 26 11 2014 10 17 01 Student test_import_26112014 csv jerome naadministrator Successfully imported 9 mobilities atts File could not be imported 26 11 2014 09 50 55 Student erasmus_sms_20141126_17 csv M lanie beneficiary Download Error Log SSE Te File could not be imported 26 11 2014 09 45 01 Student erasmus_sms_20141126_17 csv M lanie beneficiary Download Error Log a File could not be imported 26 11 2014 09 35 48 Student erasmus_sms_20141126_16 csv M lanie beneficiary Download Error Log ANI File could not be imported 26 11 2014 09 32 13 Student erasmus_sms_20141126_16 csv M lanie beneficiary Download Error Log i File could not be imported 25 11 2014 15 33 47 Student 2014 1 FR01 KA103 000155_Mobilities_Export csv Jerome naadministrator Download Error Log coe File could not be imported 25 11 2014 15 29 40 Student 2014 1 FRO1 KA103 0001 55_Mobilities_Export csv Jerome naadministrator Download Error Log File could not be imported 18 11 2014 16 04 40 Student 2014 1 FRO1 KA103 000155_Mobilities_Export csv ELmar nabasic Download Error Log Showing 1 to 8 of 8 entries PreviousNext Each of the unsuccessful import generates a log
43. ions button in the menu as shown on the screen shot below User Status Log out Legal notice PLO1 English EN r European Commission _ _ M obi ity tool PLO Foundation for the Development of the Education nn Home Project List Contacts x Mobilities il Budget Reports Project Details for 2014 1 PLO1 KA103 000098 Context information Project information History information Programme Erasmus Grant Agreement No 201 4 1 PL01 KA103 000098 Created by MT System User Key Action KA Learning Mobility of Individuals National id Created on 21 10 2014 09 06 10 Action Type KA103 Higher education student and staff Project Title Updated by Michal Osmenda mobility Project Acronym Updated on 18 11 2014 10 09 19 Call Year 2014 Round Start of Project 10 02 2014 End of Project 30 04 2015 Beneficiary Organisation information Proj Duration months 16 PIC 949555893 National Agency PLO Foundation for the Development of Legal Name Polish Youth Organisation the Education System Business Name Polish Youth Demo Organisation For further details about your national agency please consult Full legal name National Language the following page Erasmus Code D ELMSHORO http ec europa eu programmes erasmus plus tools Consortium ID national agencies index_en htm From the contextual menu select List Organisations Organisations List Organisations Create a new O
44. is outside the authorised range an error message will be displayed indicating the allowed range 6 3 How to change mobility details Login to Mobility Tool and open your project details Click Mobilities from the top menu Select List Mobilities from the contextual menu Click on the pencil icon next to the mobility you need to edit Mobilities List for 2014 1 BE01 KA101 000224 P x lt m a rs H Search SZ First Name Last Name Email 4 ees Mobility ID 00224 WA TEST TEST TEST TEST COM SE TAA 01 11 2014 09 11 2014 MOB 00001 A page with the details of the mobility will open There you will see the details in read only mode To edit click the pencil icon again Grant Agreement No 2014 1 BE01 KA101 000224 re Participants Report Mobility Tool has not yet requested the Participant Report Mobility Activity Type Long term No SE TAA Activity Training teaching assignments abroad A mobility edit form will open This is the form that is used to create a new mobility and already described in the previous chapter Edit the data and click Save on the bottom of the form to save your changes 6 4 How to delete mobility or mobilities Login to Mobility Tool and open your project details Click Mobilities from the top menu Select List Mobilities from the contextual menu 41 To delete you can select one or many mobilities by ticking the box in the first column and choose
45. k 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 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 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 58 59 7 PARTICIPANT REPORTS Participant reports provide information about the Erasmus projects participants experience Each participant receives an invite to fill in the participant report at the end of their mobility period The message sent to the email address indicated in the details of the participant s mobility includes a link to a website The link starts with the following web address http ec eu
46. l Website ww Region Centro PT Telephone 1 P O Box Telephone 2 Post Code 7 Fax 4325 CEDEX City Castelo Branco Organisation Comments This is a comment Field Cancel Save Change the details and click the Save button A confirmation message will be displayed Only a few fields of the organisation profile are effectively editable Most of them are taken from the data entered by the organisation in Participant Portal when obtaining the PIC number If there is a need to change any of these it has to be done in the Participant Portal first and once done there you can force the update of the information in Mobility Tool by clicking in Check PIC button Depending of the type of the organisation and or the Action Type the field Erasmus Code will appear in the organisation form This field is linked to the ECHE Erasmus Charter for Higher Education and can be used to search an organisation in the ECHE 24 database among those Higher Education institutions who have received a Charter for Erasmus Programme Erasmus Code gt C E PIC Sai Legal Name Busi iia CASTELOO uaa ones ale A memi es ree a ea aa 946544043 P WYZSZA SZKOLA HANDLOWA iiia omer 5 gt i 946800608 TR SINOPO1 Sinop niversitesi 946810987 PEI Politieacademie Pol ee ed RN OL eb Ve NALIA Slee PED a el he ft gt The beneficiary organisation details should not be changed by the beneficiary orga
47. mation History information PIC 949555893 Created by Legal Name Polish Youth Organisation Beneficiary Created on 18 11 2014 10 07 43 Updated by Beneficiary Test User Updated on 18 11 2014 14 57 08 Contact Person Title Mr Contact Gender Contact First Name Test eee Contact Last Name User Department Position Legal Representative Preferred Contact Access to Project Edit form page will be displayed Change the data and click Save button on the bottom of the page to save the details 5 5 How to remove organisation contact person Login to Mobility Tool and open your project details Click Contacts from the top menu Select List Contacts from the contextual menu Contacts List Contacts Create a new Contact Tick a box next to a contact person you wish to remove Click the Delete icon x The contact person will be removed e P x lt oA He Search 4 Show 50 yw entries pi Showing 1 to 3 of 3 entries Ontact Last Contact First z A Legal Preferred Access to Department Position Telephone 1 Legal Name z Name Representative Contact Polish Youth 48121234567 949555893 MOSA Organisation Polish Youth Organisation FirstName Department Position 482278945612 949555893 TEST FirstName Department Position 32789865412 ORGANISATION Please note you cannot remove yourself 5 6 How to enable or disable access to Mobility Tool website for other users Please note that only the contact pe
48. mbol 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 partis 1234 56 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 field being a mandatory field DICT being a code field For the purpose of the demonstration other fields columns have been removed marked with the ellipsis Project ID Mobility Participant Participant Participant Participant ID First Name Last Name Year of Birth Gender a a ee a a a 2014 1 BE01 0001 FirstName LastName 01 01 1980 M KA101 00001 2014 1 BE01 0002 Jane Jones 01 01 1995 F KA101 00001 2014 1 BE01 0003 FirstName LastName 01 01 1980 M KA101 00001 48 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 sendi
49. meeaion 20 4 3 How to edit oreanisation details nesrsnesinrdcnirir n E E 23 4 4 How to export list of organisations esssssseeeeeesssssssseerrssssssseerrresssssseeeeees 25 4z How toremove OF GaN SaliON eccerre n a 29 3 CONTACT cea a e a cea eteateaeties 2 5 1 Who are organisation contact persons sssssseeeesssssseoeeerssssssssseeeeresssssseeeeees 27 3 2 How todisplay contact Persons rnirar aa RO 27 5 3 How to add organisation contact person sseeessssssssseerrsssssssscerresssssseeeeees 28 24 How Oredit Contact person details lanena a E 30 5 5 How to remove organisation contact person essssssssseeessssssseeeeressssseeeeeees 31 5 6 How to enable or disable access to Mobility Tool website for other users 31 0 MOBIELE erare a a E eae 35 6 1 How to display list of mobilities sssneensesssseeneenssssssssserersssssssseeeresssssseseeees 35 6 2 How to add new Mobility rerin a a 36 6 3 How to change mobility details jy csccoiciacs ivercoeGiveius te iovenceaicereadevcnea ease ue diewths 4 6 4 How to delete mobility or mobilities ce eeeeeeeccceeeceeeeeeeeeeeeeeeeeaeeesees 4 63 Online Ling istic SUpPPOrl cries a sh Oi eae 42 6 6 Import and export of mobility data cesseeeeeeecceeeeeaeeeeeeeeeeeeeeeaeeeeees 43 O01 Dalaex Or brew iestoissvineadewan haceusied wale a 43 6 06 22 Data impor and UPC Ate nesr A 44 6 0 3 Textand spreadsheet editors sacennroririnn i a
50. ment signed with their National Agency and are able to encode the remaining information They can identify participants mobilities outputs etc and complete and update budget information The tool can also generate participant reports and beneficiary reports both 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 Beneficiary gt e i H H budget Organisation of Mobility budget Total Grant Mobility Tool supports the following Erasmus actions and action types 1 Key Action 1 KA1 KA101 School education staff mobility 2 3 Mobility Tool Guide for Beneficiaries of the Erasmus programme KA102 Vocational Education and Training VET learner and staff mobility KA103 Higher education student and staff mobility KA104 Adult education staff mobility KA105 Youth mobility Key Action 2 KA200 Strategic partnerships addressing more than one field KA201 Strategic partnerships for school education KA202 Strategic partnerships for vocational education and training KA203 Strategic partnerships for higher education KA204 Strategic partnerships for adult education KA205 Strategic partnerships for youth Key Action 3 KA347 Dialogue between young people and policy makers 1 2 Mobility Tool users The users of Mobility Tool ar
51. nal Agency in Mobility Tool budget Total Project 454 801 98 29 940 00 6 56 Organisational Support No of Participants excluding acc persons 19 Exceptional costs Guarantee Linguistic Support No Of Participants for online No Of Participants for Linguistic Grant per Language Grou guag P linguistic assessment Preparation Participant Online Group 1 DE EN ES FR Licenses EMG Training Courses 0 0 0 Not Applicable 0 150 Group 2 Other EU official languages not included in group 1 Not Applicable 0 150 Activity Type HE SMP P Student mobility for traineeships between Programme Countries 0 00 4 528 00 0 00 Travel Grant 0 00 275 00 0 00 Individual Support 0 00 4 253 00 0 00 Special Needs 0 00 0 00 0 00 HE SMS P Student mobility for studies between Programme Countries Travel Grant Individual Support 454 801 98 3 750 00 451 051 98 14 708 00 275 00 14 433 00 0 00 3 23 7 33 3 20 0 00 Special Needs 0 00 Depending on action type of your projects you may see different fields Fields which are marked in grey contain summary details taken from all mobilities in the project Fields which are not greyed out are available for editing An example of such field may be Organisational Support for example 8 3 How to change project budget Login to Mobility Tool Click Budget in the top menu A budget page will be displayed Edit fields which are editable t
52. ng organisation Organisation ID BEN will be sent to 8 different hosting organisations Organisation ID HOSTO1 to HOSTO8 Please notice different mobility ID s and participant names Project ID Mobility Participant First Sending Receiving ID Name Organisation ID Organisation ID m X 2014 1 BE01 ID0001 KA101 00001 2014 1 BE01 ID0002 KA101 00001 2014 1 BE01 ID0003 KA101 00001 2014 1 BE01 ID0004 KA101 00001 2014 1 BE01 ID0005 KA101 00001 2014 1 BE01 ID0006 KA101 00001 2014 1 BE01 ID0007 FirstName7 HOST0O7 KA101 00001 2014 1 BE01 ID0008 FirstName BEN HOST08 KA101 00001 The next example will create 3 different mobilities from the same sending partner HOSTO1 HOST02 HOST03 Pi i r HOST04 i FirstName2 a W D i a A a E aa i S FirstName5 HOSTOS5 HOST06 organisation to three different hosting partners for the same participant Please note that this import will result in a 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 Mobility Participant Participant Sending Receiving ID First Name Last Name Organisation Organisation ID ID 49 Project ID po ID0001 ID0002 1 ID0003 Participant First Name Participant Last Name Sending Organisation Receiving Organisation ID HOSTO1 i HOST02 i HOSTO03 i
53. nisation only by the National Agency 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 4 4 How to export list of organisations The list of organisations can be exported to a CSV file The exported list will contain exactly the same fields shown on the Organisations page Login to Mobility Tool open your project and click Organisations button in the top amp menu Click the Excel sl icon in the partner list menu Save the exported file on your local computer 4 5 How to remove organisation Login to Mobility Tool and open your project details Click Organisations in the top menu and select List Organisations 25 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 Sending and receiving organisations that are already part of entered mobilities in the project cannot be deleted either is aja x amp He seack SN Show 30 entries Showing 1 to 2 of 2 entries eficiany PIC Organisation ID Legal Name Country City Public Body Non profit 949555893 000098 ORG 00001 Polish Youth Organisation Poland Krakow 949593626 000098 ORG 00002 Instituto Polit cnico de Castelo Branco Portugal Castelo Branco Click the Delete icon x The selected
54. ome 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 I data import to an empty project sending organisation different than the beneficiary organisation This example illustrates a situation where a sending organisation is 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 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 Mobilities choose Import Export option then Export to download the exported data The files are almost empty they contain only two rows 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 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
55. onal costs Guarantee Linguistic Support No Of Participants for online No Of Participants for Grant per Language Group linguistic assessment Linguistic Preparation Participant Online Group 1 DE EN ES FR Licenses IT NL Training Courses Not Applicable Group 2 Other EU official languages not Not Applicable included in group 1 Activity Type HE SMP P Student mobility for traineeships between Programme Countries 0 00 Travel Grant 0 00 Individual Support 0 00 Special Needs 0 00 HE SMS P Student mobility for studies between Programme Countries 2 550 00 Travel Grant 2 550 00 Individual Support 0 00 Special Needs 0 00 HE STA P Staff mobility for teaching between Programme Countries 0 00 Travel Grant 0 00 Individual Support 0 00 Special Needs 0 00 More information about the budget and budget management can be found in the following chapters 17 4 ORGANISATIONS The Organisations page displays a list of organisations that were in the initial grant application form Depending on the action the list may contain just one organisation the beneficiary in other cases the list of organisations can contain several entries All other participating organisations that were not part of the initial application form need to be created manually in the Mobility Tool for projects under KA1 4 1 How to display list of organisations Login to Mobility Tool and open your project details Click the Organisat
56. pant report was requested and when it was received These columns are displayed by default You can modify what columns should be displayed by using the Add Remove Columns button More details on how to use the options in the table can be found in chapter 4 1 How to display list of organisations An example of list of mobilities with 2 entries is shown in the screenshot below 35 Mobilities List for 201 4 1 BE01 KA101 000220 x lt oy GF z are Search E E 4 ad Ges a 1l l d lg Showing 1 to 2 of 2 entries First Name Last Name Email pa Mobility ID Start date End date Requested On Received On 00220 RQ FirstName LastName email email com SE STA 01 11 2014 09 11 2014 MOB 00001 00220 R FirstName 1l LastName email email com SE TAA 01 11 2014 09 11 2014 MOB 00002 6 2 How to add new mobility Login to Mobility Tool and open your project details Click Mobilities from the top menu Select List Mobilities from the contextual menu Mobilities List Mobilities Import Export Click the button to add new entry A new page with new mobility form will appear similar to one presented in the screenshot below Depending on the type of activity and on the action type of your project you may see different fields in this screen and you may observe different behaviour in the calculation and in the validation of the information However the main fields marked with the red asterisk must
57. r the PIC number in the designated field and click Check PIC button Data of the organisation will be imported from the Beneficiary Register database including organisation name type address or Erasmus Code 1f applicable You may add acronym department or specify if organisation has less than 250 employees by entering the data manually 21 In case the organisation is already in the project error message This PIC is not unique in this project will appear PIC 949593626 Check PIC This PIC is not unique in this project In case an organisation cannot be found by the PIC number please contact your National Agency for support Organisations without a PIC number In case the organisation you wish to add does not have a PIC code you need to tick Non PIC Organisation in the form In this case all fields marked with the red asterisk need to be filled in or selected 22 Grant Agreement No 2014 1 PLO1 KA103 000098 Organisation information Non PIC V H Type of Organisation Organisation Organisation ID 000098 ORG 00003 VAT Legal Name Co Beneficiary Business Name Public Body Non profi Full legal name on profit National Number of Language employees below 250 Acronym National ID if applicable Department Address and contact information Legal Address Email Country Choose a country Website Region Choose a region Telephone 1 P O Box Telephone 2 Post Code Fax
58. rganisation A list of organisations will appear in a table as shown below X mE j j H Search SO 4 Show 50 entries Showing 1 to 2 of 2 entries Beneficiary PIC S Organisation ID Department i Public Body Non profit 949555893 000098 ORG 00001 Polish Youth Organisation Poland Krak w 949593626 000098 ORG 00002 Instituto Polit cnico de Castelo Branco Portugal Castelo Branco Organisations can be beneficiary organisation sending and receiving or other type of organisations Please note the beneficiary organisation will be marked with a tick in Beneficiary column of the table marked in red in the screenshot below aga X f Ha Search s tS Z Show 50 entries Showing 1 to 2 of 2 entries gs Beneficiary PIC Organisation ID Legal Name Department Country i Public Body Non profit R a 949555893 000098 ORG 00001 Polish Youth Organisation Poland Krakow E R at 949593626 000098 ORG 00002 Instituto Polit cnico de Castelo Branco Portugal Castelo Branco The list of organisations allows quick filtering and searching within the list Organisations can be filtered by PIC organisation ID legal name department country or city The organisation list page offers additional 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 Icon button Description Select all selects all or
59. rganisation ID or mobility ID respectively and the imported data doesn t contain changes to neither the organisation nor the mobility no data is changed The import file is processed line by line meaning that if the same mobility ID with the same organisation ID will appear twice in the file only the latest entry for this mobility and the organisation 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 1s 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 45 Backup of data It is suggested that before every import of the data users download and save the existing data into CSV files one file for the staff and one for the students A complete set of backup may save time and may help with any issues with the data entered into the tool by mistake The export function can be found under the Mobilities menu by clicking the Import Export option The data import section of the Import Export page is highlighted on the screenshot below Import Export 2014 1 FRO1 KA102 000044 Mobility Tool Data Dictionary No file selected Show oE entries Import Date User No data available
60. rning Programme Mobility Tool is the system for the management of mobility projects that received an EU Grant Agreement No National ID grant under the Lifelong Learning and Erasmus programmes The Tool is developed by the European Commission for you as beneficiaries of these projects 2013 1 PL1 ERA02 00046 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 generate and submit your own report s to your National Agency Erasmus National Grant Agreement No D 2014 1 PLO1 KA103 000098 Your National Agency Name PL Foundation for the Development of the Education System Helpdesk Contact 48 224631302 LEO ESFO1 48 224631296 ERA 48 224631682 ESFO3 Email MTool_Helpdesk frse org pl Web mtool llp org pl If your language is not present on the list please contact your National Agency 3 PROJECT 3 1 How to view project details Login to Mobility Tool using 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 PLO1 English EN Ling European Commission ene A M 0 ity tool PLO1 Foundation for the Development of the Education System n TC
61. ropa 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 The reporting is handled by EUSurvey tool developed and managed by the European Commission 7 1 How to request participant reports Mobility Tool sends out requests for participant reporting automatically after the end of the mobility period as indicated in the End date field of the mobility details When the report is in status REQUESTED the report can be re requested To re send the report request login to Mobility Tool and open your project details Click Mobilities from the top menu Select List Mobilities from the contextual menu Edit the mobility details and click button Re Send in the Participant Report section as presented in the screenshot below Participants Report ID Status Request Date Submit Date PDF File 45 REQUESTED 15 11 2014 Not available l Re Send When the mobility period is not over or when the participant report is already in status SUBMITTED re sending participant report is not available 7 2 How to check participant report status The status of the report is displayed on the page Mobilities There are 3 types of status in the system NONE no invite for a report has been sent yet 60 REQUESTED invitation to fill in the report has been sent out to the participant SU
62. rovided in the project details or you are not sure which of your email addresses were provided please consult your submitted application PDF form or 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 1 e European Central Bank European Institute for Gender Equality Eurojust etc Commission europ enne Europese Commissie 1049 Bruxelles Brussel BELGIQUE BELGIE Tel 32 22991111 http ec europa eu dgs education_culture 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 EJ furapean Connon European Commission External European Commission Executive Agencies P
63. rson s from the beneficiary organisations can have access to projects in Mobility Tool 31 In order to enable or disable access to the page please login to Mobility Tool and open your project details Click Contacts from the top menu Select List Contacts from the contextual menu Click the pencil icon next to the details of the person you wish to grant or to revoke access for The location of the icon is indicated on the following screenshot n P x GF wu He Search Z Show 50 entries Showing 1 to 3 of 3 entries Contact Last Contact First on 7 i Legal Preferred Access to Department Position Telephone 1 Legal Name Beneficiary Eea N e Polish Youth N A 48121234567 949555893 age Organisation i o Polish Youth LastName FirstName Department Position 482278945612 949555893 o Organisation TEST LastName FirstName Department Position 32789865412 ORGANISATION Page with the contact details will be displayed Click Edit Contact Details for 2014 1 PL01 KA103 000098 Organisation information History information PIC 949555893 Created by Legal Name Polish Youth Organisation W Beneficiary Created on 18 11 2014 10 07 43 Updated by Beneficiary Test User Updated on 18 11 2014 14 57 08 Contact Person Title Mr Contact Gender Male Contact First Name Test Lee Contact LastName User Department Position Legal Representative Preferred Contact y Access to Project Edit form page will be displa
64. rt process Once the Sending Organisation 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 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 data is used Project ID Grant agreement number also called project number 1 e 2014 1 BE0O1 KA101 00001 In the same project this field must always contain the same value 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 51 participant from another Uniqueness of the value of this field will not be checked during the import Mobility ID Any unique identification of a particular mobility i e 0001 MOBOI NL GB John Sending Unique alphanumeric string identifying the sending organisation in the Organisation mobility ID It is recommended using the Erasmus code e g A WIENOQ1 in the case of the partner organisation being a higher education institution holding a valid Erasmus Charter for Higher Education ECHE for manual data entry in Mob
65. ry 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 ls 4 gt 2011 1 BE3 LE001 00001_2012 08 lt 3 Ready This may happen due to regional settings of your computer 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 operating 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 69 4 Region and Language E AAAA 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
66. sation address details 28 Create Contact x Grant Agreement No 2014 1 PL01 KA103 000098 Contact Organisation 949555893 Polish Youth Organisation Beneficiary Title Contact Gender F Female Contact First Name Contact Last Name Department Position Preferred Contact Same as Organisation Legal Address Country EEEE Region ADZZ Andorra P O Box Post Code CEDEX City Email Website Telephone 1 Telephone 2 Fax Contact Comments This is a comment Field f Select this option to invite the user to use the website Mobility Tool An invitation will be sent by Email to the address provided above Access to Project Cancel Save When the organisation chosen from Organisation drop down list is the beneficiary organisation marked with Beneficiary in the drop down list an additional option is displayed on the bottom of the screen Access to Project This option allows beneficiary contacts to access the Mobility Tool project page and manage the project details The beneficiary contact persons must have ECAS account as detailed in chapter How do I login to Mobility Tool of this guide 29 Please note that every page with contact details has a section called History Information showing who created the contact and when Also this section displays who was the last person editing the contact details and when did this take place The section is displayed on the rig
67. t in progress please do not update data unless agreed with your National Agency will be displayed on all pages of your project 66 9 2 What happens after I submit my final report After submission of the final report your access to your project in Mobility Tool will be restricted You will be able to read data but not to change it You will be able to download participant reports for example A warning similar to the one below will be displayed on all pages of your project Beneficiary Report Submitted Project locked 9 3 How can I edit my project after final report submission National Agency may restore your access to the project if the final report is found to be unsatisfactory or your project requires further changes In either way you will receive a notification from the National Agency 67 10 SUPPORT AND TROUBLESHOOTING 10 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 of your project 10 2 Troubleshooting of the most common issues 10 2 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
68. ticular 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 1 e Notepad 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 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 10 2 1 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 1f 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 clic
69. ties the participants the sending and receiving partner organisations and the corresponding grants Organisational support 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 than manually through the interface The data import export feature is available from the Mobilities menu as presented on the screenshot Mobilities List Mobilities Import Export Next paragraphs will cover the data export and import in detail A document containing Mobility Tool Data Dictionary can be downloaded from the Import Export page This document contains all codes that need to be used in the import export process Please make yourself familiar the Mobility Tool Data Dictionary before importing data into the tool 6 6 1 Data export The export function can be found under the Mobilities menu by clicking the Import Export option The data export part of the Import Export page is highlighted on the screenshot below 43 Please notice that depending on the action type of the projects names of the links may be different gt v v E h Home Project List Project Details Organisations Contacts Mobilities Budget
70. tocol This file format is similar to the format used by Microsoft Excel it contains rows and 44 columns but it does not preserve any formatting 1 e bold italics filtering or functions i e sums as Microsoft Excel file would normally 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 organisations or mobilities already existing in the tool using the data import process All deletions must be done manually by the user through the graphical user interface GUI 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 organisation ID and mobility ID should always be provided BEFORE the function of data export and import is used If the partner organisation or the mobility cannot be identified in the system by the organisation ID or mobility ID respectively a new set of data is created If the partner organisation or mobility can be found in the system by their organisation ID or mobility ID respectively and the imported data contains some changes to the organisation or mobility details the set of existing data will be updated If the partner organisation or mobility can be found in the system by their o
71. tors 68 10 2 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 FA m l3 2011 1 BE3 LEO01 00001_2012 08 29 15 03 30 1 csv Microsoft Excel ao ff S e Home Insert Page Layout Formulas Data Review View Developer Quick tips A ep es B h Calibri a ae General E conditional Formatting g Insert Ay A i a i r x j 2 l 53 3 9 88 Format as Table v g Delete 7 P v Z Paste i hy y ji saa gt oe 7 Sot amp Find amp a S a 2 Aili SE x oo 3 0 E Cell Styles 7 Hj Format lt 2 Filter Select gt Clipboard ft Font s Alignment 7 Number Styles Cells Editing J 9 fe Last Name First Name Gender Accomp Person With Special Needs Date of Birth Email Mobility Experience Al 8B C D E G H J K L M N cS Last Nam First Name Gender Accomp Person With Special Needs Date of Birth Email Mobility Experience No Economic Sector Field of Education Lev 2 LASTNAM FORESTR pre prim i e to prc children continue their education at level 1 primary education EMAIL NOTIFIED 1 BE BELGIUM PT 3 LASTNAN FORESTRY pre prim i e to prc children continue their education at level 1 prima
72. use Change it link and select Neither an institution nor a European body Username or e mail address both username and 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 3 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 is 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 other Agencies may have more languages available User Status Log out Legal notice PLO1 English EN mal European Commission M obi ity tool PLO1 Foundation for the Development of the Education System My Home Welcome Beneficiary Test User l About the tool Lifelong Lea
73. usiness Name entreprise Public Body Full legal name National Language Non profit Number of employees below Acronym 250 National ID if applicable Department Next click Mobilities choose Import Export option and download the file template click Export link The file is almost empty contains only two lines 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 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 organisation ID contains value BEN 54 The result of the successful import is following Minimum one new organisation is created with the organisation ID and organisation details specified in the import file receiving organisation Minimum one mobility is created Notice that in this case your beneficiary organisation organisation ID BEN was used as the sending organisation You may also notice that unless you entered your organisation details in the import file exactly as they were on the website the organisation data is updated Please r
74. wsing session Add site to Start menu View downloads Ctrl J Pop up Blocker SmartScreen Filter Manage add ons Compatibility View 1 Compatibility View settings Subscribe to this feed Feed discovery F12 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 74 All other problems should be reported to the helpdesk of your National Agency 19 End of the document 76
75. yed Check the bottom of the screen for Access to Project option Select this option to invite the user to use the website Mobility Tool An invitation A will be sent by Email to the address provided above v Access to Project By ticking the box for Access to Project you give the contact person access to the project in Mobility Tool Similarly by de selecting this option you revoke the contact person access to the tool 32 In order to access the Mobility Tool page the beneficiary contact persons must have ECAS account as detailed in chapter How do I login to Mobility Tool of this guide An automated message will be sent to the contact person email address There a short instruction is provided on how to access the tool Also links to ECAS registration page are provided An example of the message can be found below The values between lt and gt are automatically filled in by the Mobility Tool Please note this message may be sent in English and any other language supported by the Mobility Tool In case translations are available the email will contain all translations starting with English version From replies will be discarded ec europa eu Subject Mobility Tool Access granted Dear lt first name of the contact person gt You have been granted access to the Mobility Tool by lt first name and last name of the person granting access gt You have access to the following project
76. zard Step 2 of 3 o This screen lets you set the delimiters your data contains You can see how your textis affected in the preview below Delimiters F Treat consecutive delimiters as one Text qualifier Data preview roject ID ili ili 3 articipant First Name ir O135 1 GR1 ERA02 047968 irstName 6 In the next window move the horizontal scrolling to the end of the right side of the data preview Text Import Wizard Step 3 of 3 EAE This screen lets you select each column and set the Data Format Column data format General z General converts numeric values to numbers date values to dates and all C Text remaining values to text Ove m E Bo not import column skip Data preview eceiving Partner City SMP Receiving Partner Country SMP SMP SMP DICT 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 72 EectnporWeado sep sore Eas This screen lets you select each column and set the Data Format Column data format General P Tert General converts numeric values to numbers date values to dates and all Tex remaining values to text Owe ow fe E Do not import column skip Data preview Heceiving Partner City 5 SMP SMP DICT Cancel lt Back 8 Select Text option in the column data format pane as presented on the s

Mobility Tool+ Guide for Beneficiaries

Contents

Download Pdf Manuals

Related Search

Related Contents