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This page is relevant for European Solidarity Corps ESC51-VTJ Volunteering projects, all call years. |
Each new release of Beneficiary module may change activity business rules, add new rules or remove others. This implies that previously completed activities may not comply with the new set of rules after a release or totals calculated may change. This page explains how automatic and manual revalidation is performed in your project, so that all ongoing projects activities are updated by the latest set of business rules.
It is recommended to check the revalidation status of your activities after this automatic revalidation has occurred, especially if you had blocking issues preventing you from completing your activities.
Automatic revalidation
After each new release of Beneficiary module, an automatic revalidation of activities in projects is done, which may result in changes to the status of 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, activities and the status will be aligned with the rules as per latest release of Beneficiary module. All activities should be checked and, if required, updated by the beneficiary.
If the project status is Submitted, participations will not be revalidated.
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The automatic revalidation mechanism for every new version of the application is run on all projects that have open versions of the project AND which have participations present in the open version. |
Manual revalidation
For ESC51 projects, the manual revalidation can be performed from the Participations section of the project or from the Project details.
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Manual revalidation is processed with high priority in front of all automatically scheduled revalidations. When a project is scheduled for revalidation based on the automatic process on a new version release, you can prioritise the process by manually clicking the Request new revalidation button. This will trigger the revalidation process (the same as automatic revalidation) which will be done with priority over the ones from the automatic reschedule list. In this way you can speed up the revalidation and you do not need to wait for the automatic process. |
The Revalidate functionality available in Beneficiary module allows beneficiaries to manually check at any time all activities of their project that were last saved before the current release. This check will confirm whether the activities comply with the current rules or whether they need to be updated.
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Participations previously completed may be affected by the updated rules, so it is important to revalidate them latest before submitting the final report. |
Prerequisites
Project in status Project Ongoing.
Participations are available in the project.
Steps
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Access list of "Participations"In your project, access the list of participations by selecting Participations from the Content menu. The list of participations available in your project opens.
Also note the information message displayed on top of the participations list, providing information on the revalidation of participations. If revalidation is in progress, the message displayed states: Revalidation is in progress, project data is being recalculated. Clicking on the displayed
The Guidelines pop-up can be closed by clicking on Close. Click on the "Request new revalidation" button to open the "Participations" screenClick on the Request new revalidation button, displayed on top of the list of Participations, to access the Participations screen.
"Record revalidation" screen opensThe Record revalidation screen opens showing the List of revalidations (2) done for the project, if any, and the Revalidate (1) button.
If revalidation has been previously completed, or there are currently ongoing revalidations for the participations, they will be displayed with the status Done or Pending, as applicable, in the List of revalidations.
Click on the "Revalidate" button and confirm the actionTo (re)start the revalidation of the participations in your project, click on the Revalidate 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.
A success message displays, informing you that the revalidation of participations has started and to check later on the outcome.
Revalidation of participations "Pending"In the List of Revalidations, the initiated revalidation displays, initially it will be in status Pending.
To refresh the List of revalidations, click on reload, available in the header row of the list.
Revalidation resultsList of revalidationsWhen 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:
Click on the view more button to view the Revalidation details, containing the Summary for revalidation and the List of impacted records.
Revalidation detailsThe Revalidation details screen opens, with the:
The Summary for revalidation displays the following details:
  The List of impacted records, displayed below the summary, initially displays all processed participations, providing the following details:
Budget changesHere is an example of the revalidation summary, where 3 participations where processed, with two changed statuses and one changed budget. Before the revalidation, two participations were in status Draft and none was in status Complete. After revalidation, no participations are in status Draft, and two are in status Complete. The list of impacted participations is filtered to show only the participations 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 participation. In our example, for all displayed participations, the total calculated budget after revalidation is lower than before. To return to the list of all impacted participations, click on show all.
Status changesIn this example, we filter the List of impacted records to display the ones where the status was changed as a result of the revalidation. One participation is displayed in the list, with the hyperlinked number of invalid fields after revalidation.
We now click on the hyperlinked number of invalid fields of the participation 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 participation details. In our example, for all displayed fields the required values are missing in the participation details. Click on the x in the top right corner of the pop-up to close it.
The participations in status Draft must be checked and updated. You can click on the update option of the participation to open its details in edit mode. You can also, at a later stage, open the participation details from the list of participations in your project to make changes or use the participation export and import functionality, where available, to complete the draft participations.
For more details on ESC51 participations, please consult the relevant wiki pages:
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