1. Open "Project Details" 

Click on Project Details in the Content menu. The Project Details screen opens, displaying an empty activity.

The Content menu displays a subsection for the first Activity. The red dot indicates that the activity details are not complete.

For each further activity you add, a set of subsections will be listed in the Content menu. 

2. Add activities

2.1. Activity types available for selection

In KA153-YOU application forms, four different activity types are available:

• Staff mobility
  • Professional Development activities - Member States and associated countries
  • Professional Development activities - Third countries not associated
• Other activities
  • Preparatory visits: only in combination with Professional Development activities
  • System development and outreach activities: only in combination with Professional Development activities

2.2. Provide basic information for the first activity

In Project Details, fill in the available empty row. Select the Activity type from the available drop-down list and provide a unique Activity title.

The Content menu will update and display the activity and the given activity title in brackets. The subsection is at this point marked with a red dot, indicating mandatory information is missing. Depending on the activity type added, additional subsections for the activity become available in the Content menu.

2.3. Add additional activities

If you plan more than one activity in your project, click on the Add activity icon. A new empty row is added for each new activity. Select the Activity type from the available drop-down list in the newly displayed row and provide an Activity title.

A preparatory visit activity must be linked to one or more professional development activities.

The Content menu will update to display all activities and the given activity titles in brackets in specific subsections. Depending on the activity types added, additional subsections for an activity become available in the Content menu. Here is an example where one activity for each type has been added. Warning messages may be displayed. 

3. If applicable, provide required information for "Professional Development activities"

3.1. Fill in the activity details for each activity 

Access the Professional Development activity subsection from the Content menu, alternatively click the Edit (pen) icon in the Activities list for the activity to complete.

Complete all mandatory fields under Description of the activity, including:

1. Question on whether the activity is itinerant: drop-down list, select Yes if you expect the activity to take place in multiple countries, otherwise select No. 
2. Country of destination: select the country from drop-down list. The list only includes the countries of the participating organisations previously added in the application, under Participating organisations.
3. Start date: of the activity; default with the Project start date; Change the date, if needed, according to your needs and the programme guide rules
4. End date: of activity; default with the Project end date; Change the dates, if needed, according to your needs and the programme guide rules

Duration Excluding Travel (days) is automatically calculated based on the provided Start and End Date. 
A number of other fields will be automatically filled when the related information is added in the Flow Details section for the activity as described below.

A number of text fields is available for you to provide additional information on the planned activity. Complete all mandatory fields. 

3.2.  Click on "Flows and Budget Summary" for the selected activity and provide flow details

Select Flows and Budget summary in the Content menu for the activity you want to complete, to open the flow details screen.
Take note of the following:

1. At the top of the section is an Activity header providing totals and general functions.
2. The Total Activity grant and Total No. of persons for all flows in the selected activity will be calculated automatically and displayed in the Activity header.
3. Each activity must include at least one flow. Each flow contains a Header, Flow Summary and a Flow Budget with a number of subsections. The first flow card is already available and can be filled in straight away. 
4. All flow details for the activity can be collapsed or expanded by clicking the collapse /expand icon on the Activity header
5. Additional flow cards can be added to the activity if needed by clicking the add icon (blue +) in the Activity header.
6. Flows are displayed as cards, with the key details displayed in the card header once you have filled in the required information.
7. Each card (flow, flow summary or budget item) can be individually collapsed or expanded using the dedicated up/down arrow.
8. A card (flow, flow summary or budget item) can be opened for editing by clicking the pen icon in the card header. 
9. A flow can be deleted by clicking the delete icon (red x) and confirm.
10. A vertical bar to the left of the flow, as well as for each subsection is showing the progress status. If red, mandatory information is still missing in one or more flows, if green, the flow details are complete. A dot in the content menu visualises the completion status of all flows in the activity. 

Each flow is divided into a number of subsections, where you will specify flow details and budget information. Each subsection is displayed as a card, which can be individually collapsed or expanded using the Edit icon or the dedicated up/down arrow.

Open each card in sequence and fill in the details. The form will adapt based on the information you provide, and you may need to fill in additional subsections or correct errors based on messages displayed on the screen.

Mandatory fields are marked with a red asterisk (*). Each card is initially preceded by a red line and displays the status Incomplete if there is missing mandatory information, either in that subsection or in another subsection that depends on it. Once you have correctly filled in all the necessary information, the line turns green, and the status is now displayed as Complete. Once all subsections are complete, the flow card is also marked as complete, with a green line.

3.3. Fill in the Flow Summary information

Initially the Flow Summary subsection shows an empty card for Flow 1 (mandatory) in the selected activity. If the card is collapsed, expand it by clicking the Edit (pen) icon or the expand arrow to the right. 

In the Summary section for a Professional Development flow you have to specify:

1. Flow with trainers/facilitators only: checkbox to indicate that all persons in the flow are facilitators and/or trainers;

   • In an activity you must have at least one flow which is not only for trainers/facilitators. If a flow has trainers/facilitators only, you must add at least one additional flow including regular participants.
2. City of Venue: provide the name of the city in the country of destination
3. No. of Trainers/facilitators: for flows that do not include only trainers/facilitators, specify their number out of total No. of persons; type 0 (zero) if none
4. Total No. of Persons, including accompanying persons, participants with fewer opportunities and facilitators
5. No. of Accompanying persons, out of total No of persons, type 0 (zero) if none
6. Out of which No. of Participants with Fewer Opportunities: specify the number of participants with fewer opportunities; type 0 (zero) if none
7. Country of Origin: select the country from drop-down list. The list only includes the countries of the participating organisations previously added in the application, under Participating organisations
8. Start and End Date for the flow: defaults to display project start and end date. Change the dates, if needed, according to your needs. These dates must be within the duration of the activity and in accordance with the Programme Guide
9. Green travel: checkbox; check it if you plan to use green travel options
10. Number of travel days: add the number of travel days 
    • The number of green travel days cannot be higher than 6
    • The number of standard travel days cannot be higher than 2

The Country of destination is provided from the activity details;

The Duration excluding and including travel days, is automatically calculated.

3.4. Complete the "List of countries for Itinerant", if applicable

If you selected the activity to be itinerant when completing the Activity details, the List of countries for Itinerant section becomes available and must be completed. 

1. Select the first Country of Destination from the available drop-down list, then enter the Duration including Travel (days). 
2. Click on the Add a new country destination to add additional destination countries, if required, and repeat Step 1.

In our example, we have added two countries of destination. The sum of the duration is in our example 19, as was required per the warning message displayed initially on screen.

3.5. Fill in details for the flow "Budget"

A number of subsections are available to complete the Flow Budget.

3.5.1. Individual Support

The Individual support budget information is read-only and automatically updated when the number of persons are added/updated in the flow.

3.5.2. Travel

To calculate the Travel grant for the flow, select the travel distance for the group in the available Distance Band drop-down list.

if the activity is itinerant with multiple countries, the travel distance is the combined travel distance to all destinations.

The Grant per Person (EUR) and Total Travel Grant (EUR) for the flow are calculated based on the distance band selection made. This field is mandatory.

If exceptional costs for expensive travel are required, you must tick the related checkbox, then specify the expected costs in the Exceptional costs section as described below.
When exceptional costs for expensive travel are requested, the standard Travel grant is reset to zero.

3.5.3.  Organisational Support

The Organisational Support budget information is read-only. The calculations are based on the provided details of the flow and automatically calculated.

3.5.4. Inclusion support for participants

When a Number of participants for inclusion support higher than 0 was specified in the flow section, the fields Inclusion support for participants (EUR) and Description and justification of expenses become available and must be completed. 

3.5.5. Inclusion support for organisations

The Inclusion support for organisation is calculated based on the provided number of participants for inclusion support.

3.5.6. Exceptional Costs

If any participants require coverage of exceptional costs, such costs can be specified in this subsection. 

To do so:

• Click on the Add exceptional cost button. A new empty line is added.
• Select the Exceptional cost type from the drop-down list and fill in the remaining fields.
• The Requested grant (EUR) is calculated automatically and displayed.

You can select between the following cost types and each cost type can be added more than once using the Add exceptional cost button:

• Exceptional costs for expensive travel (only applicable if this is selected in the section for Travel above)
• Exceptional costs for visa and other entry requirements

In our example below, we have requested Exceptional costs for expensive travel.

3.6. Flow(s) completed

When all subsections for the activity is complete and correct, the flows summary section is marked complete in the content menu and the flows banner is now green. 

3.7. Review the "Budget summary" of the activity

The Budget summary for the activity is displayed at the bottom of the Flows and Budget Summary screen. It shows the cumulated calculated grant per budget items for all flows in the activity. It is automatically updated with the details provided for the individual flows of the activity.

If changes are required, update the relevant information in the individual flows.

4. If applicable, provide required information for "Preparatory Visit" activities

4.1. Select the Preparatory Visit activity in the Content menu

Access the activity subsection for the Preparatory Visit activity to complete from the Content menu. 

4.2. Provide details for preparatory visits under "Activity"

Complete all mandatory fields in the Activity section. 

• Related to activity: select it from the available drop-down list. The drop-down list displays all activities of type Youth Exchange you added under Project Details. It is possible to select more than one related activity to a preparatory visit, if required.
• Organiser of the preparatory meeting: select one organisation from the drop-down list.
• Venue of the activity: prefilled automatically with the country of the selected Organiser.  
  
• Start date and End date of the preparatory visit: select them using the date picker (calendar icon).
• Complete the description fields at the bottom.

The Number of persons, No. of trainers/facilitators and Total Grant amount will be automatically updated here when the flow details for the activity are completed.

4.3. Click on "Flows and budget summary" for the preparatory visit 

Click on Flows and Budget summary in the Content menu. By default, an empty flow card is displayed, as it is mandatory to add at least one flow for the activity.

If your require more than one flow in this activity, click on the Add a new flow (blue +) icon for each additional flow.

4.4. Complete the Flow details for a preparatory visit

Click the Edit (pen) icon in the Flow Summary subsection to open the details for the flow Summary (if not already open).

For flows in preparatory visit activities you have to provide the following details:

• Flow with trainers/facilitators only: checkbox to indicate that all participants in the flow are trainers and/or facilitators; 

  • In an activity you cannot have flows only for trainers/facilitators. If a flow has trainers and/or facilitators only, you must add at least one additional flow including regular participants.
• City of Venue: provide the name of the city 
• No. of Trainers/facilitators: out of total of participants, for flows that do not include only trainers/facilitators
• Number of persons: including accompanying persons, group leaders, trainers and facilitators
• Sending Organisation: select one organisation from the drop-down list
• Country of Origin: prefilled automatically with the country of the selected sending organisation 
• Start and End Date for the flow: both prefilled with the dates selected in the Activity details screen. Change the dates according to your needs. It must be within the duration of the Activity and in accordance with the Programme Guide.

4.5. Check the flow budget for a preparatory visit 

In Preparatory visit Grant the Number of person, Grant per person and Total Grant (EUR) is displayed. All information is read-only. 

4.6. Review the "Budget summary" of the activity 

The Budget summary is listed after the flows in Flows and Budget Summary subsection, at the bottom of the page, and can be easily reached by collapsing all the Flow details in an activity by clicking the down arrow on the Activity card.

It displays the calculated grant of all applicable budget items of the activity. It is automatically updated with the details provided in the individual flows of the activity.

In the Content menu, the subsections for the Activity are marked as complete, when all mandatory information has been correctly entered. 

5. If applicable, provide required information for "System development and outreach activities" 

5.1. Access the Activity details from the Content menu

Access the activity subsection for the System development and outreach activity to complete from the Content menu.

5.2. Provide the required details under "Description of the activity" 

Complete all mandatory description fields in the Activity section.

The Total grant (EUR) will be automatically calculated when the related information is added for the activity.

5.3. Provide "Direct costs (EUR)" and "Indirect costs (EUR)" 

Provide the costs in Euro in the respective fields for Direct and Indirect costs under System and outreach development activities Grant. 

There is a limit to the amount of the Direct costs and Indirect costs you can request. If these are exceeded, warning messages appear. 

6. Update an activity or flow 

To update the Activity type or Activity title of an activity, access the Project Details section and make the changes as required.

To update additional Activity details, such as duration or number of persons, select the relevant activity from the Content menu and make the necessary changes. Alternatively, from the Project Details screen, click on the Edit (pencil) icon for the activity to access the activity details to make the changes.

To update a flow in an activity, from the Flows and Budget summary of the relevant activity, click on the Edit (pencil) icon and make the required changes.

7. Delete an activity or flow 

To delete an activity from the list access the Project Details screen. 

Click on the Delete (X) icon for the activity to remove. Confirm the deletion by clicking on Delete in the pop-up window. 

To remove a flow from an activity, open the Flow summary of the activity, click on the Delete (X) icon and confirm the deletion by clicking on Yes in the confirmation pop-up window.

8. Example of a completed "Project Details" section

Once you have correctly completed all sections and subsections, they are marked with the green check.

Note: The number of activities under Project Details is displayed and for each activity the number of flows is indicated.