Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
This page gives an overview of the process for importing and exporting mobility activities or participations in beneficiary projects. The Import-Export functionality is available for:
For a quick overview of the import and export of mobility activities/participations in Beneficiary module, please view the eLearning video.
Information
It is advisable to export the latest file after each IT release to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import.
When importing a file with duplicated Mobility Activity IDs, the import will fail.
Young people wishing to engage in activities related to the European Solidarity Corps programme need to register in the European Solidarity Corps portal. After successful registration, the young person receives a registration number, the Participant Registration Number (PRN) - a unique identification number, made of 10 or 14 digits.
In the imported file, this field must be filled in for participants of the type Young person when using the import-export functionality.
Before participations can be imported, the participants of the type Young persons must be first retrieved from EYP. This will import their basic information, including the PRN in the project. See Participants in ESC51 projects for details.
Young persons can only be added to a single individual volunteering activity, but they can participate in several team activities, therefore the same PRN may be used multiple times in the file, as applicable for the participant.
The Organisation Registration system (ORS), provides a unique identification number for organisations that want to participate in decentralised actions of the Erasmus+ and/or European Solidarity Corps programmes, the OID. The Organisation ID (OID) uniquely identifies your organisation among all organisations participating in the Erasmus+ and European Solidarity Corps actions managed by National Agencies. You can use your organisation’s OID when applying for an accreditation or grant under the Erasmus+ and European Solidarity Corps actions managed by National Agencies Source: Erasmus+ Programme Guide Online, Glossary (Common terms) To obtain an OID, the organisation needs to register once in the Organisation Registration system. See the Organisation Registration Guide for details.
When a project becomes available in My Projects, all organisations with an OID that are part of the signed grant agreement will be available in the Organisations section of the project. The beneficiary organisation must always hold an OID and is always available in the project. In addition to the OID, an Organisation ID is also available for organisations in the project. The system suggests an auto-generated number populated to this field when adding or creating the organisation in the system, but can be overwritten. The Organisation ID must be unique for an organisation within a project but can differ from one project to another for the same organisation. OID and Organisation ID in projects The same rules apply when using the mobility import-export file, the Organisation ID and OID columns for sending and receiving organisations will be present in the import-export template. For example Sending Organisation ID (Organisation ID), and Sending Organisation OID (OID registered in ORS). The Organisation ID must be unique for the organisation in the project, and therefore it is not possible to use different Organisations IDs for the same OID in the import file. It is not possible to have the same Organisation ID associated with different OIDs within a project. Here is an example of the Organisations section of a KA121-ADU 2021 project. The OID (1) and Organisation ID (2) are displayed in the list. Certain organisation information for organisations with an OID can be updated, via the Edit functionality, but general updates to the organisation information must be done in ORS. See the page Participating Organisations in projects for details on managing organisations in a project.
Each organisation in the project has an assigned Organisation ID, an associated OID and, if applicable, an Erasmus ECHE code for Higher Education. Each of the these identifiers must be associated correctly, can be updated in the spreadsheet, and imported back into the beneficiary project.
The Organisation ID is alphanumeric, if auto-generated (for example 123456-ORG-00001), but can be overwritten via the imported file.
Organisation ID and OID
Do not confuse the Organisation ID in the import-export file with the Organisation ID retrieved from the Organisation Registration system. In beneficiary projects only, the Organisation ID refers to the organisation identifier auto-generated within a given project and can differ from one project to another for the same organisation. The Organisation ID retrieved from the Organisation Registration system (i.e. the unique organisation identifier) is referred to as OID and is unique for the same organisation across all projects.
It is not possible to have multiple organisations with different Organisation IDs associated to the same OID. It is also not possible to have the same Organisation ID associated with different OIDs. Both scenarios will result in an error.
After importing the file, export it again to consult and verify the complete mobility activity information, in particular the calculation of partial grants and unit costs for each mobility activity based on the imported information.