Data Dictionary updates

21/03/2025

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"

08. April 2024: "Import-Export mobility activities" renamed to "Import-export" in Beneficiary module

With Beneficiary module Release 1.28.0., the Import-export mobility activities section in projects was renamed to Import-export. The section is now displayed at the bottom of the Content menu. The relevant wiki pages will be updated over time.

Import Export section in project now at the bottom of the Content menu

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.

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: 

 More information for these reports will become available soon. 

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.

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.

General Import - Export issues

Change decimal separators in import export file

When exporting an xlsx file from the Beneficiary module every column cannot be converted in the number format because the number is for example "38.0" the dot is read as a full stop and not a decimal separator as the format of the cell is "text". 

Replace function (ctrl + F) can replace all dots with a comma. This will also affect all columns if the full worksheet is selected. The format of the columns can be changed to number, or currency. If you do use currency, make sure not to include the currency symbol if intending to import the file to Beneficiary module again. 

If you wish to only select the content of the affected number columns. Use CTRL to select the first cell in the column. Keeping CTRL pressed,  press + SHIFT + ↓, this will select all cells in the column. Keeping CTRL pressed, select the first cell in next column and again use CTRL + SHIFT + ↓ to select all cells in that column. Repeat as necessary until all cells are selected. In order to keep decimal point, right click and select Format cell, change to number. Then use (ctrl + F) and replace . with , 

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 ESC51 projects.
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