This page is relevant for:

• Erasmus+, Call 2024 Round 1
  • KA220-ADU - Cooperation partnerships in adult education
  • KA220-HED - Cooperation partnerships in higher education
  • KA220-SCH - Cooperation partnerships in school education
  • KA220-VET - Cooperation partnerships in vocational education and training
  • KA220-YOU - Cooperation partnerships in youth

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Open "Project design and implementation"

Click on Project design and implementation in the Content menu. 

1. The Project design and implementation screen opens for Work package n° 1 Project Management. 
2. In the Content menu, click on the arrow to expand the Project design and implementation section. Three subsections display:
   • Work package n° 1 Project Management
   • Work package
   • Budget Summary.

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Fill in the "Work package n° 1 Project Management" section

Click on Workpage n° 1 Project Management in the Content menu. A number of text fields are available in this screen. Fill in the required information. All fields are mandatory.

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Provide the "Grant amount allocated to project management"

In the last field of this section, enter the Grant amount allocated to project management (EUR). The value must not exceed 20% of the Project lump sum you previously selected in the Context section of your application form. 

Any inadequate value will trigger an error, as shown in the following illustration. With a 120 000 Project lump sum, as an example, the maximum amount that can be allocated for project management is 20%, which corresponds to 24 000 Euro.

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"Work package n° 1  Project Management" is marked complete

When all fields are complete and without any error, Work Package n° 1 Project Management in the Content menu displays a green dot, indicating that all required information has been provided.

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Create and complete additional "Work packages"

Click on "Work package" in the Content menu

Click on Work package in the Content menu, under Project design and implementation. The Work package screen opens, showing existing work packages. Initially the screen displays WP1 Project Management and an empty row for your first (mandatory) Work package, which has the ID WP2. Additional work packages will be numbered sequentially.

Each Work package can contain one or more activities.

From the Work package section, you can:

1. Add or update the Title for a Work package
2. Open the details of a work package by clicking on the Details (clipboard) icon.
3. Add Work Packages: you may have up to 10 work packages in addition to Work package n° 1 Project Management, however it is recommended to have maximum 5 work packages including Project Management.

Provide the "Title" for the second Work package

In the displayed table, initially one empty row is displayed. Provide a Title of the Work package in the available field. The Content menu will update and now also display the given work package title.  

Add additional Work package(s)

To add an additional work package, click on the Add Work Package button above the table.

A new work package line with an incremented Work package ID is added to the list. The new work package also appears as a Content menu element. 

Provide a (unique) Title for each newly added work package in the relevant field. 

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Delete a Work package

You can only delete a work package if three or more packages exist. WP1 - Project Management cannot be deleted.

To delete a work package and all related details, click on the corresponding Delete (X) icon in the Action column. Confirm the deletion by clicking Yesin the confirmation pop-up window. Note that all details entered for the work package, including activities, will be deleted.

Provide the "Work package" details

Access the Work package details subsection

You can access the details for a work package in three different ways:

1. From the Work package section, click the Details (clipboard) icon in the Action column associated with the work package you want to complete.
2. Alternatively, click on the desired work package name in the Content menu, under the Work package submenu item.
3. You may also use the Previous section/Next section arrows in the upper right corner of the main window to navigate through the sections and subsections until the desired work package details display.

The details for a work package are grouped into three sections. In our example these sections are:

• Work package n° 2 - Package 2 
  • Work package description
  • Table of Activities
  • Description of the activities

The section/menu names on your screen depend on your own work package Titles and IDs.

Fill in the Work package description

In the Content menu, click on the work package you wish to complete. In this example, we have chosen Work package n°2 - Package 2. The work package screen opens with the description section at the top.

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Provide the required information in the available text fields. 

Add "Activities" to the Work package

To manage the activities of a work package, scroll down to the Activities subsection in the work package. The Activities screen initially displays an empty activity card for the first mandatory activity.

1. Activity Card (details collapsed)
2. Status of activity (red = incomplete, green = complete)
3. Open the details for activity
4. Expand details for activity
5. Total - sum of grants for all activities in this Work package

To add additional Activities to your work package, click on the Add activity button below the activities list. A new empty card will be added in the Activity list for each activity you add.

Fill in the details for an activity

Open the Activity details by clicking the Edit (pencil) icon or the down arrow.
Fill in the fields as per your Activity characteristics. All fields, except Participating Organisations, are mandatory.

1. Activity title: provide a unique descriptive name for this Activity.
2. Venue: select the country where the Activity is to take place.
   • Drop-down list displaying Organisations countries: countries directly involved in the project; European Union Member States: EU countries of the available program; and Other Venue: Other country and Virtual activities. 

   • When selecting Other country, you are requested to provide additional information in the description of the activity. A warning message displays in this case.

3. Estimated start date: enter the start date for the Activity (may be changed later, during the implementation phase of the project).
4. Estimated end date: enter the end date for the Activity (may be changed later, during the implementation phase of the project).
5. Leading Organisation: select from the available drop-down list of all organisations added in your application form. 
6. Participating Organisations: optional; select one or more organisations from the available drop-down list of all organisations added in your application form except the chosen Leading Organisation. 
   Chosen Participating Organisations are added in blue tabs below the drop-down list and can be removed by clicking on the small X icon.

7. Amount allocated to activity (EUR): enter the amount associated with this activity. The sum of amounts for all activities in all work packages must match the Project lump sum specified in the Context section of your project application. 

   • If you only have two work packages (project management and one work page with one activity), the Amount allocated to the activity (EUR) must match the Project lump sum minus the amount allocated to Project Management.

   • If your project contains more than one Work package and / or one activity additional to the Project Management, the total of all amounts, displayed at the bottom of the Activities section, can not exceed the Project lump sum minus the amount reserved for project management.

8. Expected results: Please describe shortly the expected results of the planned activity. 

Delete an "Activity"

To delete an activity, click on the Delete (X) icon in the Action column to the right of the screen in the corresponding activity row. A pop-up window, where you can confirm the deletion by clicking Yes. Click on on No to cancel the deletion.

Activity marked complete

When all the required fields for an Activity of a given Work package are completed, the corresponding Activity section is marked as complete and displays a green line to the left of the activity card. 

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Complete "Description of the activities"

Scroll down to the last section Description of the activities for a Work package.

Provide all required information in the available fields.

Work package marked complete

If all information and activities for a Work package have been completed without errors, the corresponding Work package is marked as complete in the Content menu. 

Repeat the actions for each additional Work package added to your application.

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Fill in the "Budget Summary" section

Select Budget Summary from the Content menu. The Budget Summary screen opens.

The Budget Summary contains the following sections:

1. A prefilled table with the Allocated amount (EUR) to the planned work packages (Budget items) and a Total allocated amount at project level.
2. A table to be completed with the Distribution of the grant amount among participating organisations.
3. The Project lump sum, for reference, as specified in the Context section

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Check the "Budget Summary" values

The first part of the Budget Summary section lists the Allocated amount for each Work package and the total requested amount. The Total (EUR) value must match the Project lump sum specified in the Context section of your application form. 

If the Total (EUR) exceeds or is lower than the Project lump sum, an error message displays. You must correct the amounts allocated to activities and/or the grant amount allocated to project management accordingly.

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Fill in the "Distribution of the grant amount among participants"

In the second part of this section, Distribution of the grant amount among participants, you are required to distribute the previously declared Allocated Amounts for Project Management and Work packages, among the participating organisations involved in your project. 

Note that the sum for each work package must match the amount listed in the budget details above and the total of all work packages must match the Project lump sum specified in the Context section of the application form. 

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If incoherent or invalid values are entered, error messages will display in the Total (EUR) column. You must correct such incorrect values in the corresponding row(s).

"Budget Summary" is marked complete

If all entered values are coherent and follow the rules, the Budget Summary section validates and displays a green dot. 

Example of a completed "Project design and implementation" section

Once you have correctly completed all sections and subsections, the Project design and implementation section is marked with a green check.

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