Welcome

This page is relevant for:

  • Erasmus+ Call 2021
    • KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
    • KA122 - Mobility for learners and staff in school education, vocational education and training, and adult education / Short-term projects for mobility of learners and staff in school education, vocational education and training, and adult education 
    • KA131-HED - Mobility of higher education students and staff supported by internal policy funds
    • KA151-YOU - Mobility of young people for accredited organisations 
    • KA152-YOU - Mobility of young people
    • KA153-YOU - Mobility of youth workers
    • KA154-YOU - Youth participation activities 
  • Erasmus+ Call 2022 onward 
    • KA121 - Accredited projects for mobility of learners and staff in school education, vocational education and training, and adult education
    • KA122 - Mobility for learners and staff in school education, vocational education and training, and adult education / Short-term projects for mobility of learners and staff in school education, vocational education and training, and adult education 
    • KA131-HED - Mobility of higher education students and staff supported by internal policy funds
    • KA151-YOU - Mobility of young people for accredited organisations 
    • KA152-YOU - Mobility of young people
    • KA153-YOU - Mobility of youth workers
    • KA154-YOU - Youth participation activities 
    • KA155 - Discover EU Inclusion action
    • KA171-HED - Mobility of higher education students and staff supported by external policy funds 

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 with the updated rule(s) enforced or changed after a release.

After each new release of Beneficiary module, an automatic revalidation of mobility activities in projects is done, which may result in changes to the status of mobility activities or to the calculated budget. 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 cannot be revalidated. 

The Revalidate Mobilities functionality available in Beneficiary module allows beneficiaries to actively check all mobility activities of their project that were last saved before the current release. This check will confirm whether the mobility activities comply with the current rules or whether they need to be updated. 

Important

Mobility activities previously completed may be affected by the updated rules, so it is important to revalidate them latest before submitting the final report

For details on managing mobility activities in your project, please see the page Add mobility activities to projects.


Prerequisites

  • Project in status Project Ongoing. 
    For information regarding the project statuses in Beneficiary module, please see Project Statuses.
  • Mobility activities available in the project.

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

 

1. Access list of "Mobility activities"

In your project, access the list of mobility activities by selecting Mobility Activities from the Content menu. The list of mobility activities available in your project opens. 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Also note the information message displayed on top of the mobility list, providing information on the Revalidation Mobilities functionality. Clicking on the displayed (question) in the notification opens a pop-up window containing information guidelines for the revalidation of mobility activities.

Access the list of mobility activities by selecting Mobility Activities from the Content menu

The Guidelines pop-up can be closed by clicking on Close

Revalidation of mobilities guidelines pop-up


2. Click on the "Revalidation" button to open the "Mobility Revalidation" screen

Click on the Revalidation button, displayed on top of the list, to access the Mobility Revalidation screen. 

Click on the Revalidation button


3. "Mobility Revalidation" screen opens

The Mobility Revalidation screen opens, and in our example, as no revalidation of mobility activities was yet done for the project, the button Revalidate mobilities (1) is available and no information is displayed in the List of Revalidations (2).

Mobility Revalidation screen

If revalidation has been previously completed, or there are currently ongoing revalidations for the mobility activities, the screen displays, the Request new revalidation button (1) and the List of Revalidations (2).

Mobility Revalidation screen


4. Click on the "Revalidate mobilities" button and confirm the action

To start the revalidation of the mobility activities in your project, click on the Revalidate mobilities button. 

Revalidate mobilities button

A confirmation pop-up window opens, asking you to confirm the action. Click on Yes to continue or click on No to cancel the action.

Confirm the action by clicking on Yes in the confirmation pop-up

A success message displays, informing you that the revalidation of mobility activities has started and to check later on the outcome. 

Success message


5. Revalidation of mobility activities "Pending"

In the List of Revalidations, the initiated revalidation displays, initially it will be in status Pending.

Important

If there are ten or less mobility activities in your project, the revalidation of mobilities is done immediately. For more than ten mobility activities, the process will take longer, depending on the amount of mobility activities in your project. 

To refresh the List of revalidations, click on reload, available in the header row of the list. 

Revalidation in status Pending


6. Revalidation results

6.1. List of Revalidations

When the revalidation is complete, the Status of the revalidation displayed in the List of revalidations changes to Done. In addition, the columns contain the following information:

  • requested on, finished on - displaying the date and time the revalidation started and finished
  • nr Records - displaying the number of mobility activities processed during revalidation
  • nr Budget changes - displaying the number of mobility activities where changes in the budget occurred as a result of the revalidation, and
  • nr of Status changes - displaying the number of mobility activities where a status change occurred as a result of the revalidation


Information

If the status of a revalidation displayed is Failed, an error occurred during the revalidation. Please start another revalidation. 

In our example, a total of 86 mobility activities where processed, of which four had a change in the budget and two had a change in status as a result of the revalidation. Click on the view more button to view the Revalidation details, containing the Summary for revalidation and the List of impacted mobilities

From the List of Revalidations, click on View more to open the revalidation details

6.2. Revalidation details

The Revalidation details screen opens, with the:

  1. Summary for revalidation - displaying an overview of the revalidation action and outcome(s), with information such as the number of records processed or the number of status and budget changes
  2. List of impacted mobilities - displaying the list of revalidated mobility activities including any status and budget changes
  3. back to revalidation list option - will return you to the previous screen

Revalidation details screen

The Summary for revalidation displays the following details: 

  • Status - of the revalidation action; possible values are: Pending (revalidation is ongoing), Done (revalidation is finalised) or Failed (an error occurred during revalidation)
  • Created on and Finished on - display date and time of when the revalidation started and when it was completed
  • Records found / processed - displays the number of mobility activities
  • Nr Status changes - displays the number of mobility activities where the revalidation resulted in a change in status, from Complete to Draft
    • The displayed number is hyperlinked and will, when clicked on, filter the List of impacted mobilities, only displaying the mobility activities where the status changed
  • Nr Budget changes - displays the number of mobility activities where the revalidation resulted in a change in the calculated budget
    • The displayed number is hyperlinked and will, when clicked on, filter the List of impacted mobilities, only displaying the mobility activities where the budget changed
  • Nr Drafts (before/after) - displays the amount of mobility activities in status Draft, before and after the revalidation
  • Nr Completes (before/after) - displays the amount of mobility activities in status Complete, before and after the revalidation

Summary for revalidation

The List of impacted mobilities displayed below the summary displays, initially, all processed mobility activities, providing the following details:

  • Mobility activity ID - displays the Mobility activity ID, the unique identifier for the participant in the project
  • Success - display status of processing; can be true or false
  • Processed on - displays the date and time when the revalidation was done
  • Status change - displays status change information; for example from Complete to Draft or from Draft to Complete
    • If no status change occurred, both statuses displayed will be the same
    • Mobility activities in Draft status after revalidation will display the hyperlinked number of invalid fields within the mobility activity
      • Clicking on the link will open a pop-up, displaying the affected fields in the mobility activity details
  • Total Budget change - displays the total calculated budget for the mobility activity before and after revalidation
    • If no change in the budget occurred, both displayed values will be the same
  • View and Update options - hyperlinked; allowing you to open the mobility activity details
    • Selecting view will open the mobility act details in read-only mode
    • Selecting update will open the mobility activity in edit mode

Information

A status change does not necessarily result in a change of the total budget and vice versa.

List of impacted mobilities

6.3. Budget changes 

Here is an example of the revalidation summary, where 86 mobility activities where processed, with two changed statuses and four changed budgets. Before the revalidation, no mobility activities were in status Draft and 86 were in status Complete. After revalidation, two mobility activities are in status Draft, and 84 are in status Complete. 

The list of impacted mobilities is filtered to show only the mobilities with Budget changes, by clicking on the hyperlinked number for budget changes in the summary. The column Total Budget change displays the calculated values before and after revalidation, providing an overview of the calculated total for each mobility activity. In our example, for all displayed mobility activities, the total calculated budget after revalidation is lower than before. 

To return to the list of all impacted mobilities, click on show all.

List of impacted mobilities filtered to display only mobilities with changes in the total budget

6.4. Status changes

In this example, we filter the List of impacted mobilities to display the ones where the status was changed as a result of the revalidation. Two mobility activities are displayed in the list and for each, you have the hyperlinked number of invalid fields after revalidation displayed. 

List of impacted mobilities filtered to display only mobilities with status changes

We now click on the hyperlinked number of invalid fields of one of the mobility activities for which the status changed from Complete to Draft. A pop-up opens, displaying a list of fields that must be checked and updated in the mobility activity details.

In our example, for all displayed fields the required values are missing in the mobility activity details. Click on the x in the top right corner of the pop-up to close it. 

Invalid fields pop up window

The mobility activities in status Draft must be checked and updated. You can click on the update option of the mobility activity to open its details in edit mode.

You can also, at a later stage, open the mobility activity details from the list of mobility activities in your project to make changes or use the mobility export and import functionality, where available, to complete the draft mobility activities. 

Remember

Only mobility activities in status Complete are taken into account for the calculated Reported Budget in a project. See Budget in projects for additional information. 

You will not be able to submit the Final Beneficiary report for a project if any draft mobility activities are available in your project. Before the Final Beneficiary report can be submitted, draft mobility activities must either be completed or deleted from the project. See Manage the final beneficiary report for additional information. 

Click on update to open the mobility activity details in edit mode to make changes

For the details on the mobility activities per action type, please consult the relevant wiki pages:

For specifics explanations for each key action, please see the following pages:


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