This process describes the steps to be performed by a beneficiary user in order to prepare the excel file of mobilities for import to Mobility Tool+.
The scenario used is based on the addition of mobility for a higher education project KA103 for call year 2018. Some fields are only relevant for KA103. Fields which are required for other action types or activity types, will be missing from this scenario. However: The principle remains the same.
It is advisable to export the latest file template after each release to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import.
The detailed field explanations and the dictionary values needed for your specific KA can be found in the Mobility Tool+ Data Dictionary, available for download from within Mobility Tool+.
The Organisation ID is linked with both the Erasmus Code and the OID/PIC.
When the Organisation ID, and either the OID/PIC or Erasmus Code are entered, the organisation's remaining details are not required to be completed.
This is true for both the sending and receiving organisations details. 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 file will however 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. See MT Manage Organisation ID for additional information.
Let's move to column The Start Date of the mobility. Here you must use the format DD-MM-YYYY, using a dash as separator.
The following colums require The End Date of the mobility, Interruption and Effective Duration.
Finally let’s look at how the mobility grant amounts. The full stop must be used as the decimal separator.
Provide all mandatory fields in your excel sheet for your first mobility. Keep the information explained above in mind to avoid errors when importing the file to Mobility Tool+.
In order to explain how to add new mobilities, we will look at a simple scenario where 2 new mobilities are added.
Each mobility will have a different participant but coming from the same organisation and going to the same location for the same time for the same activity. The mobility budget is also the same for each mobility.
Select the row of an existing mobility and copy.
Once you selected the additional lines, hit ENTER or use CTRL+V to paste the information. All earlier selected rows will now have the same information available.
Complete the specific details for each participant.
Some things to remember:
Once all information is entered, save your file as *.xls (Excel 97-2003 workbook).