Erasmus+ & European Solidarity Corps guides


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What is the topic about?


The new Organisation Registration system launched on the 22nd of October 2019 has introduced a new reference number for your organisation. The 9 digit PIC (Participant Identification code) is now replaced with an OID (Organisation Registration system ID) within Mobility Tool+. The OID reference consists of 8 digits prefixed with an E. This OID is now displayed in all screens and lists which previously displayed the PIC. For example: Project details screen, Organisations screens and Contacts screen.


Mobility Import-Export

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The PIC can still be used when importing mobilities. The exported mobilities file will only display the OID in place of the PIC. The column headers of the exported mobilities file will still refer to the PIC, for example: "Sending organisation PIC" or "Receiving organisation PIC". Both PIC or OID can be entered under these columns and the system will detect automatically which one is provided. 


Note

The OID must be used for organisations that have a PIC but have not participated in any previous accreditation or grant application process or participated in a decentralised project managed by a National Agency. 

This also applies for PICs created in the Participant Portal or SEDIA after the 22nd of October 2019 (see also OID Keeping consistent organisation information between systems in the Organisation Registration system).

The PIC will not be recognised in the import file nor can be used to add an organisation. These organisations have to register in the Organisation Registration system in order to retrieve an OID.


The columns Sending Organisation ID and Receiving Organisation ID in the import/export file refer to the Mobility Tool+ unique organisation identifier. 

Do not confuse the Mobility Tool+ unique organisation identifier with the OID (Organisation Registration system ID). The Mobility Tool+ unique ID is labelled as the Organisation ID, and while the initial alpha-numeric reference generated in the Mobility Tool+ may be kept or changed to any other reference number, it must be unique for the project.

This field allows the unique matching between Mobility Tool+ and third party systems. Please note the following restrictions when importing:

  • if the organisation has to be created on importing mobilities, a new Mobility Tool+ unique organisation ID should be used.
  • if the organisation is already created in the project, then the Mobility Tool+ unique organisation ID in the import file must match the one assigned in the project.
  • if the organisation is already created in the project and the Mobility Tool+ unique organisation ID is different from the one in the import file then the file will return an error.
  • if the Mobility Tool+ unique organisation ID and the OID/PIC are replaced for any organisation in an existing mobility then the mobility is updated.

Please note that Mobility Tool+ unique organisation ID will remain the same after the introduction of the new OID. The match with the third party systems, feeding data into Mobility Tool, will not be affected.



Adding organisations to the project

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The PIC can also still be used when adding organisations to a project in Mobility Tool+. The field is now labelled OID instead of PIC. If a PIC is used it is replaced with the OID. After the Check OID button is clicked the OID associated to the PIC is displayed.


Note
titleTake note

The OID must be used for organisations that have a PIC but have not participated in any previous accreditation or grant application process or participated in a decentralised project managed by a National Agency. 

This also applies for PICs created in the Participant Portal or SEDIA after the 22nd of October 2019 (see also OID Keeping consistent organisation information between systems in the Organisation Registration system).

The PIC will not be recognised in the import file nor can be used to add an organisation. These organisations have to register in the Organisation Registration system in order to retrieve an OID.

In order to update your organisation details please go to the Erasmus+ and European Solidarity Corps Platform. If you have access to edit your organisation details, the organisation should be displayed in the My organisations list. 



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How to do this in the tools

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