The Organisations tab in Mobility Tool+ is where the organisations participating in the project are managed. Organisations validated in the National Agency project management tool are created automatically when a project is sent to Mobility Tool+.
For KA2 projects the organisation details cannot be changed in Mobility Tool+, except for KA203.
If any change in organisation details is needed, the beneficiary should request an amendment process with the National Agency. Organisation details that are entered in Organisation Registration system (Organisation Registration system guide) should first be updated there before the National Agency will be able to adjust the details in the National Agency project and financial management system. Once the changes have been applied, the updated data will be sent to Mobility Tool+. The contact person of the beneficiary or coordinating organisation will receive a notification once the updated information is sent to Mobility Tool+.
This page provides an overview of organisations for KA2 projects, excluding detailed information on invited organisations in KA203 projects. Information on those specific organisations can be found under KA2 invited organisation from enterprise.
Organisations validated in the National Agency project management system are created automatically when projects are sent to Mobility Tool+.
The list of participating organisations in the projects organisations tab is sorted as follows by default:
In the list view you will also see following information:
Note: The display and displayed columns can be adjusted via the Add/Remove columns functionality in the organisation list view. Select and/or deselect columns to be displayed and click Done.
Example for KA201:
Example for KA203 incl. organisations of invited staff:
Example KA203 incl. organisations of invited staff:
In the list of organisations, the organisations that have had details updated in the National Agency project management system are easily identifiable as they are marked with an exclamation mark in the column: Changed Organisation Details.
Details on how to update these for KA2 projects can be found here - MT+ Update OID or confirm changed organisation details.
Clicking on the View iconin the organisation list will open the organisation details window. In this screen you will find all organisation details available.
Note: Not all fields or flags are available for all KA2 projects. Slight differences are possible, depending on the specific action and the call year.
Organisation Details Screen
|Organisation ID, a unique identifier of the organisation as provided by the Organisation Registration system and used in the National Agency project management system after NA certification.|
|2. Erasmus Code||Shown whenever a Higher education institution is participating in a KA2 project, irrespective of the action.|
|3. Partnership Entry Date|
Date at which the organisation became active in the project.
|4. Partnership Withdrawal Date|
Date at which the organisation stopped being active in the project.
This field is visible only if its contents are different from the Project End Date, meaning the organisation has withdrawn from the project before its conclusion.
|5. Number of employees below 250||Indicates if the organisation's number of employees is below the threshold of 250, considered as a Small-Medium Enterprise (SME).|
|6. Legal Name||Legal name of the organisation using Latin characters as indicated in the Organisation Registration system.|
|7. Business Name||Legal name of the organisation using any characters (incl. national language characters) as indicated in the Organisation Registration system.|
|8. Full legal name (National Language)||Legal name of the organisation entered by the National Agency in its project management system and using any characters (incl. national language characters).|
|9. National ID||The national identification of an organisation, e.g. registry number given by country's chamber of commerce as indicated in the Organisation Registration system.|
|10. Acronym||The acronym of the organisation, if existing.|
|11. Department||If needed, the responsible department within the organisation.|
|12. Type of organisation||The type of the organisation, e.g. School, Foundation, Research organisation etc.|
|13. VAT||The Value Added Tax national number of the organisation as specified in the Organisation Registration system.|
|14. Beneficiary||Indicates if organisation is the project's Beneficiary Organisation.|
|15. Public Body||Flag indicating if the organisation is public body.|
|16. Non-profit||Flag indicating if the organisation is a non-profit organisation.|
|17. Coordinator||Flag indicating if the organisation is the project's coordinator, the initial applicant organisation as indicated in application form.|
|18. Partner||Flag indicating if the organisation is a project partner.|
|19. Invited||Flag indicating the organisation is sending invited participants in Learning, Teaching and Training Activities of type "Invited teachers at higher education Intensive Study Programmes (SP-HE-IST)".|
New participating organisations cannot be added by the beneficiary in Mobility Tool+. Existing organisations in the project cannot be updated or deleted.
For those situations, please contact your National Agency for an amendment process.
Exceptionally, for Invited Organisations in KA203 projects starting call year 2017, it is possible to add, edit or delete those specific organisations.
Explanation and illustration
Inactive Participating Organisations in the project need to be flagged as such in the National Agency project management system. The period during which a participating organisation is active in a project has to be indicated using a start (Partnership Entry Date) and end date (Partnership Withdrawal Date).
By default the Start of project date is used as the Partnership Entry Date in Mobility Tool+. If a new participating organisation is added, the date the organisation was added will be used as the Partnership Entry Date in Mobility Tool+.
By default the End of Project date will be used as the Partnership Withdrawal Date in Mobility Tool+. If a participating organisation is marked as withdrawn in the National Agency system, Mobility Tool+ will set the Partnership Withdrawal Date to the last modified date received.
Organisations that enter the project later or withdraw during the project life cycle must be indicated to the National Agency so that all needed updates can be made and the new information is made available in Mobility Tool+.
Any updates to the dates will not affect any details where the organisation has already been indicated to be participating in. However, for an activity extending beyond the withdrawal date, this activity has to be updated to indicate the organisation's participation up until the withdrawal date and not beyond.
It is the responsibility of the beneficiary to maintain this data in a consistent state at all times.
Example: A new Intellectual Output is created in Mobility Tool+ starting 01/10/2016 and ending 31/10/2016. An organisation whose "Partnership Withdrawal Date" is the 30/09/2016 is not allowed for this particular Intellectual Output.
In our example you see: