Project versions in beneficiary projects

Project versions drop-down list

A project will not display the project versions drop-down list in the Content menu of a project until it is Finalised in the National Agencies project management system.

Once the project is finalised, the project version drop-down is available. Using the drop-down gives you the opportunity to check the different project versions and see what changes, if any, were made by the NA during the various checks, including the impact on budget and mobility activities. The project is locked for editing, regardless of the project version selected.

Here are two examples of the Project version drop-down list:

1. For a project in status Finalised not subject to an additional check
   • Reported (Submitted) - This reflects the project information submitted with the final beneficiary report.
   • NA Validation (Submitted) - This reflects the final report check performed by the NA.
2. For a project in status Finalised subject to additional checks display, in addition to the Reported and NA Validation project versions, a check version for each check applicable to the project; in our example
   • Check 2023-IE-CHECK-SAC-000002 (Submitted) - This reflects a check performed by the NA. In this case it is a check of type On the spot check after project implementation. 

Each check has a specific identification code. This code consists of: Year of creation-NA Code-Check Type Acronym-6 digit number, for example: 2023-PL01-CHECK-SAC-003834 or 2023-FR02-CHECK-SYS-004736. The check type acronyms used in the check code, displayed in the project version drop-down, are: 

• CHECK-SAC - On the spot check after completion of the project
• CHECK-DES - Desk check
• CHECK-SYS - System check

The check type On the spot check during completion of the project is only managed in the National Agency's project management system and will not be available in beneficiary projects. 

The "NA Validation" tab in the project

Once the project is finalised, in addition to the Project version drop-down list, a new tab is visible in the project's Content menu: NA Validation. It is available if any version other than Reported (Submitted) is selected from the project version drop-down. Under this project section, an overview of changes performed during the NA Validation of a check is provided. 

The "NA Validation" tab in the "NA Validation (Submitted)" version

When selecting the NA Validation (Submitted) project version, the NA validation project tab is available. The NA validation screen provides an overview of:

1. NA validation budget information, including Calculated budget after NA Validation, Reduction of EU grant and the NA validation approved budget, as applicable.
2. Activities validation summary, provides an overview of changes made in the project during NA Validation and displays the numbers for each associated fields: Approved activities and costs, Unapproved activities and costs and Changed during NA Validation.

The "NA Validation" tab in the "Check (Submitted)" version 

When selecting the Check (Submitted) project version, the NA validation screen displays the following sections:

1. Budget - provides overview of Grant awarded and Grant reported
2. Budget before Check/Claim - provides an overview of the budget before the check, incl. information on the activities/items changed
3. Budget after Check/Claim - provides an overview of the budget after check completion, incl. information on Reduction of EU grant, Grant approved, Difference compared to previous budget version and information on the activities/items changed during the check
4. Details - provides information on the check, such as check code, type, selection and description
5. Result - contains the outcome of the check, incl. information on the Result type (Findings with impact on grant amount, Findings without impact on grant amount or No findings) and Result description

The individual sections in this screen can be collapsed/expanded using the arrow available for each section. 

Project versions and Mobility activities

In the Mobility activities section of your project, you have the possibility to review changes made during validation or checks using the version drop-down. This is also applicable for other project sections, for example Complementary activities or Participations, depending on the action type of your project. 

Reported (Submitted) mobility activities

When selecting the Reported (Submitted) project version, the list of mobilities, as submitted with the final beneficiary report, displays. No NA validation or check information is available. 

NA Validation (Submitted) mobility activities

When selecting the NA Validation (Submitted) project version, the list of mobilities now displays the Validation status column. Possible validation statuses are: Approved, Approved with corrections and Not approved.

You can only View mobility activity details. 

In the example below, we see three mobility activities with validation status Approved with corrections, meaning information for these activities have changed. The changes made by the NA during NA Validation could have an impact on the budget. 

Check (Submitted) mobility activities

When selecting the Check (Submitted) project version, the list of mobilities also displays the Validation status column. Possible validation statuses are: Approved, Approved with corrections and Not approved.

You can only View mobility activity details.

In the example below, we now see two mobility activities with validation status Not approved. This could have had an impact on the budget. 

Project versions and project Budget

Via the project version drop-down you can also easily review changes made to the budget of the project during validation and/or checks.

Reported (Submitted) budget

When selecting the NA Validation (Submitted) project version, the Budget screen will display the budget information as submitted with the Final report. You can view the Awarded and Reported budget. In beneficiary grant projects, information about the Awarded and Reported Budget can be found in both the project details header and the Budget section of a project in Beneficiary module.

The Awarded Budget represents the most recent grant amount awarded by the National Agency. The Reported Budget represents the actual amounts used in the project, calculated based on information provided in project sections such as mobility activities, participation, and events.

In the Budget screen, the column % Reported/Awarded indicates the percentage of the awarded budget that has been used, allowing for monitoring of expenditure for each relevant budget item.

The names of the budget may vary depending on the action type, as follows:

• Awarded Budget: Approved budget by National Agency
• Reported Budget: Current budget
• % Reported/Awarded: % Current/Approved

In our example, the total Reported budget is 58 067 EUR, which equals 100.68 % of the Awarded budget.

NA Validated (Submitted) budget

When selecting the NA Validation (Submitted) project version, the Budget screen will display the budget information after the NA Validation of the project. In our example, we can see a difference in the NA Validated Budget compared to the reported one we looked at previously. This is,for example, due to the fact that the NA unapproved or approved mobility activities with changes during the validation, resulting in this update in the validated budget. 

In our example, the NA Validated budget is 54 055 EUR, which equals 93.72 % of the Awarded budget.

Check (Submitted) budget

When selecting the Check (Submitted) project version, the Budget screen will display the budget information after the check of the project. In our example, we can see a difference in the Check Budget compared to the reported one we looked at previously. This is, for example, due to the fact that the NA unapproved or approved mobility activities with changes during the check, resulting in this update in the check budget. 

In our example, the Check budget is 53 199 EUR, which equals 92.24 % of the Awarded budget.