Welcome

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

Project availability

Here an overview of the (upcoming) project availability of beneficiary projects and accreditations in Beneficiary module. 


Renamed menu items in projects

08/11/2023: "Organisations" has been renamed to "Participating organisations" and "Contacts" has been renamed to "Associated persons"


Renamed project sections

In the Project details of granted projects and accreditations, the Content menu has been updated. Organisations has been renamed to Participating organisations and Contacts has been renamed to Associated persons in the project details in Beneficiary module.

The relevant wiki pages will be updated shortly.

Here an example screen of the renamed Participating organisations section in a KA154 project.

Organisations section renamed to Participating organisations

Here an example screen of the renamed Associated persons section in a KA154 project.

Contacts section renamed to Associated persons


Periodic/progress reports for KA210 and KA220 are now available in BM

When will the progress reports for KA220 and KA210 be available in BM? 

The Periodic/Progress reports for KA2 call year 2023 projects, are from now, 26.01.2024, available in Beneficiary module. An email notification is sent to the beneficiary contact of the project if the periodic/progress report is required. Only then can the report be filled.

The submission of the report is not yet possible. 

Please see the page Basic functionalities in report forms in beneficiary projects to familiarise yourself with reports in Beneficiary module. 

Find the report templates here: 

Call

KA

Report type

Template

2023 

KA210 - Small-scale partnership

Periodic/Progress Report

2023 

KA220 - Cooperation partnerships 

Periodic/Progress Report

 More information for these reports will become available soon. 


Mobility activity management

There were issues with individual support calculations, and some mobility activities are already saved with incorrect values. What should I do?


To have the individual support amount refreshed to the expected values, do the following for each of the affected mobility activities:

  1. Open the affected mobility activity in edit mode.
  2. Set any of the following fields to a different value than the current one, then set it back to the desired value. The individual support value will be refreshed and will take into account the expected Duration for the mobility activity.
    • Receiving Country
    • Start/End Date
    • Interrupted Duration
    • Travel Days



Mobility activities in my project changed their status from Complete to Draft. What should I do?

Please note that each Beneficiary module release provides improvements related to mobility activity business rules, correction of business rules, adding new rules or remove others. This implies that mobility activities previously completed may not comply to the updated rule(s) enforced or changed after a release. 

This means that a mobility may change the status accordingly, from Completed to Draft. These changes can happen in any project, except when it is locked/read-only. 

  • If the project status is Project Ongoing, mobility activities and the status will be aligned with the rules as per latest release of Beneficiary module. All mobility activities should be checked and, if required, updated by the beneficiary. 
  • If the project status is Submitted, mobility activities are untouched.

A new functionality, Revalidate mobilities in Beneficiary module that allows beneficiaries to check all mobility activities of a project that were last saved before the current release. See the page Revalidate Mobilities in Beneficiary module for details.

17 AUG 2023: Limitations for Mobility Activity Import/Export in KA151, KA152, KA153 and KA154 projects

The import and export of mobility activities in KA151, KA152, KA153 and KA154 projects is now available for call years 2021, 2022 and 2023 with the following limitations:

  • Importing a file with more than 200 mobilities will fail with an error.
  • Importing mobilities with more than one itinerary will result in only one itinerary per mobility being imported while the rest of the itineraries will not be imported.

The limitations will be addressed in a future hotfix. 


Can a mobility activity flagged as Participant with fewer opportunities be a Zero grant mobility? 

It is not possible to flag a mobility activity both as Participant with fewer opportunities and as Zero grant.

In KA131-HED and KA171-HED projects, it is possible to flag a participant as Zero grant mobility, using the dedicated flag in the Budget section of the mobility activity details screen. See the specific mobility activity pages (KA131/KA171) for details. 

The Zero grant flag is, however, inactive if the participant is already flagged as a Participant with fewer opportunities. The flags are mutually exclusive, regardless of whether inclusion support or fewer opportunities top-up, as applicable, is specified for the mobility activity.

(info) If you choose to mark a mobility activity with the Participant with fewer opportunities flag, any prior selection of the Zero grant flag for that mobility activity will be automatically revoked.


Data Dictionary updates


Please note that the one or more data dictionary templates were updated on: 


23/11/2023

The updated Data dictionaries for KA121 and KA122 for all calls have been published on 23/11/2023. 

The files can be accessed on page Data Dictionary and Mobility Import-Export templates

21/11/2023

The updated Data dictionaries for KA131-HED and KA171 have been published on 21/11/2023. 

The files can be accessed on page Data Dictionary and Mobility Import-Export templates

31/10/2023

The updated Data dictionaries for all KAs and call years have been published on 31/10/2023. The new files contain an updated list of countries.

The files can be accessed on page Data Dictionary and Mobility Import-Export templates

29/08/2023

The updated Data dictionaries and mobility export and import templates for KA131 and KA171 for all call years have been published on 29/09/2023. 

The files can be accessed on page Data Dictionary and Mobility Import-Export templates


18/08/2023

The Data dictionaries and mobility export and import templates for KA151, KA152, KA153 and KA154 for all call years have been published on 18/08/2023. 

The files can be accessed on page Data Dictionary and Mobility Import-Export templates


04/08/2023

The Data dictionaries and mobility export and import templates have been updated on 04/08/2023 for KA131. 

The updated files are available on page Data Dictionary and Mobility Import-Export templates


01/06/2023

The Data dictionaries and mobility export and import templates have been updated on 01/06/2023 for KA131 (call 2021, 2022) and KA171 (call 2022).

  • Digital skills field displayed and mandatory only for SMT and STT activity types;
  • Basic digital skills option removed from the list of possible values.

The updated files are available on page Data Dictionary and Mobility Import-Export templates


In case of issue with the import and export of mobility activities

  1. Download the latest version of the data dictionary and/or mobility export-import file(s) from page Data Dictionary and Mobility Import-Export templates to ensure you use the correct files.
  2. See the videos Introduction to export and import of mobility activities and How to export a list of mobility activities using an XLS file for an overview of the topic.
  3. The page View mobility activity import error logs provides information regarding errors during import of mobility activities. 


Key Action Specifics

Hosting locations in Volunteering teams activities in ESC51 

Volunteering Teams activities in ESC51 projects do not necessarily have to take place in a host organisation or one of the beneficiary organisation locations, as for Volunteering Teams at least one organisation – either host or support - is required. For details, please consult the European Solidarity Corps programme guide.

For example, a Latvian beneficiary organisation with only the support role could organise a volunteering team activity in, for example, Estonia with participants from Latvia and Estonia and the receiving country for the activity being Estonia but no specific Estonian organisation being involved. 

In such a case, to provide the correct Hosting location for the Volunteering activity, do the following:

  1. In the project, add a Non-OID organisation located in, using the example above, Estonia. See Participating Organisations in projects for details.
  2. In the activity this organisation can then be used as host organisation. See Activities in projects (ESC51-VTJ).
  3. In the participation, the receiving country, Estonia, is then considered in the calculations for Organisational support, Pocket money and Inclusion support. As supporting organisation, the Latvian organisation can be used. See Participations in projects in ESC51-VTJ project
 


How to provide information for local, foreign and virtual participants in Multiplier events (KA220, Call 2021)?

When managing Multiplier Events in a KA220, call 2021 project, it is possible to flag an event as Virtual event. However, when adding the relevant Budget items for the event flagged as virtual event, it is not possible to add information regarding local or foreign participants. It is only possible to add the virtual participant information. 

In order to also provide information for the local and/or foreign participants, you must create a second Multiplier Event and not flag it as a virtual one. In this second Multiplier Event you can then provide the details for the local and/or foreign participants, as applicable.  

Multiplier Events in KA220 call 2021 project


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