This page explains how to

manage activities in

KA210- Small-scale partnerships projects, using a Call 2022 project as an example.

The activities defined in the grant agreement are created automatically in the project when it becomes available in the under My Projects section of the Erasmus+ and European Solidarity Corps platform.  The details of these predefined activities that were provided in the signed grant agreement can no longer be modified at this stage. These include things such as the start date, end date, lead and participating organisations , or your answers to certain questions, etc. However, in Beneficiary module you are . You are, however, required to answer additional questions related to the implementation of the these activities. You will be able to do so by editing the activities.

If you wish to implement additional activities or if you need to replace any of the predefined activities with a new activity during the implementation phase, you can report on the new activities by adding them in the online project. In such cases, you will be asked to provide a justification for each new activity, and the awarded grant (lump sum) does not change, even though the total allocated budget for all activities may be higher than the awarded grant (Project lump sum).

The contacts of all the organisations involved in the project can manage the activities in the Erasmus+ and European Solidarity Corps platformthe project, provided they have editing permissions edit rights in the project, while the project is in status Project ongoing.

The project activities must be checked and updated before the submission of the Final beneficiary report.

Steps

In our example, the list is sorted by the Venue of the Activity.

Image RemovedActivity list - list functionality

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Add an activity

Total allocated in € and the Project Lump Sum in € are displayed below the list. 

Image AddedActivity list contains activities as per grant agreement

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Edit a predefined activity

Certain information in predefined activities must be provided. 

Click on Edit in the Activity list 

Click on Edit in the Activity list next to the activity to update.

Image AddedClick on Edit in the Activity list next to the activity to update

Make the required changes and fill the required information

The Activity details screen opens, containing the Activity information as per grant agreement. Only some fields can be edited in predefined activities, most information is read-only. Use the scrollbar in your browser to access all activity information. 

Image AddedActivity details screen opens

At the bottom of the Activity details screen, specific fields are initially empty and must be filled in. In our example, we have the following available: 

• Was the grant amount allocated to this activity sufficient?
• Please describe the content of implemented activity if activity deviated from the content of the proposed activity.
• How satisfied were you with the results of implemented activity? Please rate it on a scale from 1 to 10, 1 being the worst grade and 10 being the best. - not applicable for call 2023
• If you wish, give additional comments about the satisfaction for this activity.

Image AddedProvide the information at the bottom of the Activity details

Force majeure flag

In predefined activities, the Grant Amount allocated to the Activity remains read-only if the Force majeure flag is checked. 

Image AddedForce majeure flag

Save your changes

When the required information has been provided, click on the Save button.

Image AddedClick on the Save button

Activity updated

A success message displays and the activity is updated with the provided information. You are returned to the Activities list of your project.

Image AddedSuccess message

Add an activity

It is possible to add activities to your KA210 project. 

Click on the "Create" button from

the activity list

Click on the Create button at the top of the activity activities list. The Activity details screen opens. 

Image ModifiedClick on Create to add an activitythe Create button at the top of the activities list

Fill in the activity details

The Activity details screen opensFill in the activity details, as applicable. Mandatory fields are marked with a red asterisk (*) and display Value missing below. Use the scrollbar in your browser to access all details to provide.

Image AddedMandatory fields in the Activity details

Note the following:

1.

1. The Estimated start date and Estimated end date of the activity must be within the project start and end dates. Click on the date picker (calendar icon) to choose the applicable dates.

2.

1. Leading organisation:

click in

1. use the drop-down

field

1. list to open the list of project organisations

, then click to

1. and select the

desired

1. leading organisation. There can be only one leading organisation.

Image RemovedSelect the estimated activity dates and the Leading organisation HTML<div class="page-break-simple"> </div>

3.

1. Participating organisations:

click in

1. use the drop-down

field, then click on the select all

1. list to open the list of project organisations and select the relevant participating organisations, one by one from the listed ones. Only organisations participating in your project and available in the Organisation list of your project, will be available.
   • Note: The selected leading organisation cannot be a participating organisation, therefore it is not available for selection in the list of participating organisations.

Image RemovedSelect the participating organisations
4.

1. Grant amount allocated to the activity: type the relevant amount in the dedicated field. This will increase the total allocated budget displayed at the bottom of the activity list, but will not impact the project lump sum.

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Image AddedFill in the activity details

Force majeure flag

Save

the activity

Once all the mandatory information has been filled in, click the Save button at the bottom of the page.

Image RemovedClick Save to add the activity to the list

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Edit an activity

To edit an activity, do the following:

1. Click on Edit in the Activity list next to the desired activity. The activity details screen opens.
2. Make the necessary/required changes, keeping in mind the mandatory fields (*).
3. Click on the Save button at the bottom of the page. The activity is updated.

The amount of details you are able to change depends on whether the activity is predefined or not. Please see the two subsections below for more information.

Edit predefined activities

Most of the details of a predefined activity are read-only, as they are transferred from the National Agency project management system and reflect the activities outlined in the grant agreement. 

Only the following additional fields are editable:

• Was the grant amount allocated to this activity sufficient?
• Please describe the content of implemented activity if activity deviated from the content of the proposed activity.
• How satisfied were you with the results of implemented activity? Please rate it on a scale from 1 to 10, 1 being the worst grade and 10 being the best. - This field is  mandatory.
• If you wish, give additional comments about the satisfaction for this activity.

Image RemovedEdit predifined activities

Edit activities added in Beneficiary module

All details are editable for newly added activities. 

Note: The field How satisfied were you with the results of implemented activity? Please rate it on a scale from 1 to 10, 1 being the worst grade and 10 being the best,  which was not mandatory when the activity was created, is now mandatory. 

Image RemovedEdit activities added in Beneficiary module

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Delete an activity

Only activities added to the project manually can be deleted from the beneficiary project.

To delete an activity, click on the Delete icon in the activity list. Click Yes in the pop-up window to confirm the deletion.

Image RemovedDelete an activity

A success message is displayed and the activity is removed from the list.

Image RemovedSuccess message displays

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Expected Outcome

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