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In the Project Details section of the application form you are asked to provide information on the foreseen activities for your project, including the amount of EU grant that you are requesting to implement them.
At project details level you will first define your activities. In the activity details in general you will define the destination country/location of event, start and end date. Each main activity may contain one or more flows, detailing the planned activities, including number and type of participants, country of origin and country of destination, travel distance and time, and the planned costs. The Budget Summary for each activity provides an overview of the planned costs and the requested amount of EU grant.
A Youth Exchanges project involves one or more mobility activities of young people to one or more member states and/or third countries.
Each main activity may contain one or more flows, detailing the planned mobility activities, including number and type of participants, travel distance and time, and the planned costs.
It is also possible to plan Preparatory visit visits to the location(s) of the planned activities.
For further details please refer to the Steps detailed steps description below.
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The number of activities you want to specify for the selected project depends on your organisation needs and expectations. A minimum of one activity must be added. |
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Open "Project Details"Click on Project Details in the Content menu. The Project Details screen opens. Initially, a table with one empty row is displayed on screen. For each activity you add, a set of subsections will be listed in the Content menu.
Add activitiesActivity types available for selectionIn KA152-YOU application forms, three activity types are available:
Provide basic information for the first activityFrom Project Details, fill in the available empty row with ID 101. Select the Activity type from the available drop-down list and provide a unique Activity title. The The ID will change to reflect the activity type selected and the Content menu will update and display the activity and the given activity title in brackets. Add additional activitiesIf you plan more than one activity in your project, click on the Add activity icon button. Select the Activity type from the available drop-down list in the newly displayed row and provide an Activity title. A If you plan a preparatory visit activity, this must be linked to one or more youth exchange activities. The Content menu will update to display all activities and the given activity titles in brackets in specific subsections. Depending on the For each activity types added, additional subsections for an activity become a further subsection: Flows and Budget also becomes available in the Content menu.
Provide required information for "Youth Exchanges - Member States and associated countries" or "Youth Exchanges - third countries not associated" activity
Provide Youth Exchange activity details under "Activity"Access the Youth Exchanges activity subsection for the activity to complete from the Content menu. Complete all mandatory fields under Description of the Activity, including:
Duration Excluding Travel (days) is automatically calculated based on the provided Start and End Date. A number of greyed out The remaining fields will be automatically populated when the related information is added in the Flow Details section Flows and Budget Summary subsection for the activity as described below. A number oftext fields is are available for you to provide additional information on the planned activity. Complete all mandatory fields. Click on "Flows and Budget summary"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:
The The Total activity grant and the Total No. of participants (including accompanying persons, participants with fewer opportunities and facilitators) for persons for all flows in the selected activity will be calculated automatically as the flow cards are completed and displayed at the bottom of the flow listin the Activity header. A flow can be deleted by clicking the delete icon (red X) and confirm. A vertical bar to the left of the flow shows the progress completion 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 also visualises the status.
Each flow is divided into a number of subsections, where you will specify flow details, intinerant 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. Fill in the flow summary detailsFor each flow added to the activity, you must specify the flow details and budget information. In the Flow section for the flow you are completing, you have to specify:
The Activity ID, Flow ID and Country of Destination are prefilled. The Duration, excluding Excluding and including Including travel days, is automatically calculated.
Complete the "List of countries for Itinerant", if applicableIf 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. Select the Country of Destination from the available drop-down list. Enter the Duration including Travel (days). Click on the Add a new country destination to add additional destination countries, if required. When the Sum of Duration including Travel (Days) for all countries matches the Duration including Travel as specified in the Flow, the Itinerant section is marked as complete.
In our example, we have added two countries of destination. The sum of the duration is in our example 21, as was required per the warning message displayed initially on screen.
Complete the flow "Budget"A number of subsections are available to complete the Flow Budget. Individual SupportThe Individual Support budget information is based on the provided details of the flow and automatically calculated. TravelTo calculate the Travel grant for the flow, select the travel distance for the group in the available Distance Band drop-down list. The Grant per Participant (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 below. When exceptional costs for expensive travel are requested, the standard Travel grant is reset to zero. Organisational SupportThe Organisational Support budget information is read-only. The calculations are based on the provided details of the flow and automatically calculated. Inclusion supportUnder The Inclusion support you have to specify the Number of participants requiring such support. If no inclusion support is needed for the flow, enter 0. subsection is only available if the No. of Persons with Fewer Opportunities is higher than 0 (zero) in the Flow summary. Type Provide the amount you want to request for persons with fewer opportunities under Inclusion support for participants and provide a Description and justification of the expenses. Under At the top of the Inclusion support subsection, you also will find the calculated amounts number of participants and number of participants for inclusion support for organisation and participants based on the provided number of participants, these are read-onlythe calculated amount for inclusion support.
Exceptional costsIf any participants require coverage of exceptional costs, such costs can be specified in this subsection.
To do so:
You can select between the following cost types and each cost type can be added more than once using the Add exceptional cost button:
In our example below, we have requested Exceptional costs for expensive travel. In the example below, different types of exceptional costs have been requested. The Total Requested grant is displayed at the bottom of the list and in the card header. Flow completedWhen all information for the flow is complete and correct, the Flows summary section is marked complete. Add additional flows to an activity, if requiredYou can add multiple flows to an activity, if required. Access the Flows summary from the Content menu and click on the Add a new flow button. Provide all required information for each flow as just explained. Review TheReview the "Budget summary" of the activityThe Budget summary displays the calculated grant of all budget items of the activity. It is automatically updated with the details provided in the individual flows of the activity. In the Content menu all sections for the Activity are marked as complete when all mandatory information has been correctly entered.
If applicable, provide information for a "Preparatory Visit" activityClick on "Preparatory Visit" in the Content menuAccess the activity subsection for the Preparatory Visit activity to complete from the Content menu. Provide details for Preparatory Visits under "Activity"Complete all mandatory fields in the Activity section. Select the
The Number of Participants, No. of facilitators and Total Activity grant will be automatically updated here when the flow details for the preparatory visit . Provide the required information in the available text fields. The Number of Participants and Total Grant amount will be automatically updated here when the flow details for the activity are completed. Click on "Flows summary" Provide flow information for the preparatory visitin the Content MenuClick on Flows and Budget summary in the Content menu. By default, an empty flow card for flow 1 is displayed, as it is mandatory to add have at least one flow for the each activity. If your require more than one flow in this activity, click on the Add a new flow button for each additional flowthe blue + icon in the header to add additional flow(s). Complete the flow "Summary" for a preparatory visitClick the Edit icon (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 information on the City of venue, Number of participants and, if required, the No. of facilitators. A checkbox to indicate if the flow only has facilitators as participants is also available. Note | the following details:
Check the flow budget for a preparatory visitIn Preparatory visit Grant the Number of participants Check the flow "Budget" for a preparatory visitIn Preparatory visit Grant the Number of participants, Grant per Participant and Total Grant (EUR) is displayed. All information is read-only. Add additional flows to the preparatory visits activity, if requiredFrom the Flows summary, click on the Add a new flow button to add additional flows to the preparatory visit if required. Provide the required information as explained above.is displayed. All information is read-only. Review the "Budget summary"of the activityfor the Preparatory visit activityThe 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 Budget summary 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, all sections the subsections for the Activity are marked as complete, when all mandatory information has been correctly entered.
Update an activity or a flowTo update the activity type or activity title of an activity, access the Project Details section and make the changes in the table as required. To update additional activity details, such as duration or number of participants, select the relevant activity from the Content menu and make the necessary changes. Alternatively, from the Project Details screen, click on the Edit (pencil) button for icon for the activity to access the activity details to make the changes.
To update a flow from under an activity, from the Flows and Budget summary of , open the relevant activity, click on flow and use the Edit (pencil) button to icon to open the details applicable Summary, Itinerant or a budget subsection of the flow and and make the required changes.
Delete an activity or a flowTo delete an activity from the list access the Project Details screen. Click on the Delete (X) button for the activity to remove. Confirm the deletion by clicking on Delete in the pop-up window.
To remove a flow from an activity, from the Flow summary of the activity, click on the Delete (X) button and confirm the deletion by clicking on Yes in the confirmation pop-up window. Example of a completed "Project Details" sectionOnce 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. |
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