1. Access "Project Details" 

Click on Project Details in the Content menu. The Project Details screen opens. Initially, a table with one empty row is displayed on screen. 

For each activity you will add, a set of subsections will be listed in the Content menu. 

You might have to use the scroll bar at the bottom of tables or browser window to access all available information on the screens. To gain additional space on your screen you can also close the Content menu using the arrow icon < or work in Full screen mode. See How to complete the application form for details. 

2. Activity types available for selection

In KA153-YOU application forms, four different activity types are available:

• Preparatory visits: only in combination with Professional Development activities
• Professional Development activities - Partner Countries
• Professional Development activities - Programme Countries
• System development and outreach activities: only in combination with Professional Development activities

Each activity type, except for Preparatory visits, can only be added once. A Preparatory visit must be linked to a Professional Development activity.

3. Add an activity

From Project Details, complete the available empty row with ID 1. Select the Activity type from the available drop-down list and provide an Activity title.

The Content menu will update and display the activity and the given activity title in brackets. The subsection is at this point marked with a red dot, indicating mandatory information is missing. Depending on the activity type added, additional subsections for the activity become available in the Content menu.   

3.1. Add additional activities

If you plan more than one activity in your project, click on the Add an activity button. Select the Activity type from the available drop-down list in the newly displayed row and provide an Activity title.

Each activity type, except for Preparatory visits, can only be added once. 

The Content menu will display all activities and the given activity titles in brackets in specific subsections. Depending on the activity types added, additional subsections for an activity become available in the Content menu.   

4. Provide required information for "Professional Development activities", if applicable

4.1. Provide details under "Activity"

Access the Professional Development activity subsection for the activity to complete from the Content menu.

You might have to use the scroll bar at the side of the tables or browser window to scroll down to see additional fields. To gain additional space on your screen you can also close the Content menu using the arrow icon < or work in Full screen mode. 

Complete all mandatory fields under Description of the Activity, including:

1. Question on whether activity is itinerant: drop-down list, select Yes if you expect the activity to take place in multiple locations, otherwise select No. 
2. Country of destination: select from drop-down list;
   • Professional Development activities - Programme Countries -displays list of countries of participating organisations from programme countries
   • Professional Development activities - Partner Countries - displays list of countries of participating organisations from programme countries and partner countries neighbouring the EU
3. Start date: of the activity; prefilled with the Project start date; Change the date, if needed, according to your needs and the programme guide rules
4. End date: of activity; prefilled with the Project end date; Change the dates, if needed, according to your needs and the programme guide rules

Total duration Excluding Travel (days) is automatically calculated based on the provided Start and End Date. A number of greyed out fields will be automatically populated when the related information is added in the Flow Details section for the activity.

You might have to use the scroll bar at the side of the tables or browser window to scroll down to see additional fields. To gain additional space on your screen you can also close the Content menu using the arrow icon < or work in Full screen mode.

4.2. Access the "Flows summary" and click on the "Add a new flow" button 

The Flow summary subsection of an activity is initially empty. Only a warning message is displayed, informing you that you need to add at least one flow. 

Click on the Add a new flow button. 

4.3. Complete the Flow details

The Flow Details screen for the newly added flow displays. For each flow added to the activity, you must specify the flow details and budget information. In the Flow section for the flow you are completing, you have to specify:

1. Flow with trainers/facilitators only: check box to indicate if the flow only has facilitators and/or trainers as participants; 

   • In an activity you can not have flows only for trainers/facilitators. 
2. Country of Origin: drop-down list; 
   • Professional Development activities - Programme Countries -displays list of countries of participating organisations from programme countries
   • Professional Development activities - Partner Countries - displays list of countries of participating organisations from programme countries and partner countries neighbouring the EU
3. City of Venue: provide the name of the city 
4. Start and End Date for the flow: prefilled with the Project start and end date. Change the dates, if needed, according to your needs. It must be within the duration of the Activity and in accordance with the Programme Guide.
5. Green travel: check box; check it if you plan to use green travel options.
6. Number of travel days: add the number of travel days; 
   • The number of green travel days cannot be higher than 6.
   • The number of standard travel days cannot be higher than 2.
7. Total number of Participants in the flow
8. Accompanying persons, out of total of participants
9. Number of facilitators (if any), out of total of participants

The Duration, excluding and including travel days, is automatically calculated.

4.4. Complete the "List of countries for Itinerant", if applicable

If you selected the activity to be itinerant when completing the Activity details, the List of countries for Itinerant section becomes available and must be completed. 

Select the Country of Destination from the available drop-down list. Enter the Duration including Travel (days). 

Click on the Add a new country destination to add additional destination countries, if required. 

In our example, we add one Country of Destination. The sum of the duration is in our example 31, as was required per warning message displayed initially on screen. 

4.5. Complete the Flow Budget

A number of subsections are available to complete the Flow Budget.

4.5.1. Individual Support

The Individual Support budget information is read-only. The calculations are based on the provided details of the flow and automatically calculated.

4.5.2. Travel

To calculate the Travel grant for the flow, select the Distance Band for the group from the available drop down list. The Grant per Participant (EUR) and Total Travel Grant (EUR) for the flow are calculated based on the distance band selection made. This field is mandatory.

4.5.2.1. Exceptional costs for expensive travel

It is also possible to select Exceptional Costs from the Distance Band drop-down list. Select this option only if you need to request Exceptional costs for expensive travel for the flow. 

If you selected the option, you must specify the cost for expensive travel you are requesting. The Total Travel Grant (EUR) is automatically calculated. 

4.5.3.  Organisational Support

The Organisational Support budget information is read-only. The calculations are based on the provided details of the flow and automatically calculated.

4.5.4. Inclusion support for participants

Under Inclusion support for participants you have to specify the Number of participants for inclusion support. When a value higher than 0 is entered, the fields Inclusion support for participants (EUR) and Description and justification of expenses become available and must be completed. 

4.5.5. Inclusion support for organisations

Under Inclusion support for Organisations you have to specify the Number of participants for inclusion support. If no inclusion support is needed for the flow, enter 0.  

The Inclusion support for organisation is calculated based on the provided number of participants.

4.6. Flow completed

When all information for the flow is complete and correct, the flows summary section is marked complete. 

4.7. Add additional flows to an activity, if required

You can add multiple flows to an activity, if required. 

Access the Flows summary from the Content menu and click on the Add a new flow button. Provide all required information for each flow as just explained. 

4.8. Review the "Budget summary" of the activity

The Budget summary displays the calculated grant of the budget items of the activity. It is automatically updated with the details provided for the individual flows of the activity.

In the Content menu, all sections for the Activity are marked as complete. 

5. Provide required information for "Preparatory Visit" activities, if applicable

5.1. Access the Preparatory Visit subsection in the Content menu

Access the activity subsection for the Preparatory Visit activity to complete from the Content menu. 

5.2. Provide details under "Activity"

Complete all mandatory fields in the Activity section. 

Select the Related to activity from the available drop-down list. The drop-down list displays all activities of type Professional Development activities you added under Project Details. It is possible to add more than one related activity to a single preparatory visit.

Select the Venue of the activity from the available drop-down.

Provide the required information in the available description fields. 

The Number of Participants and Total Grant amount will be automatically updated here when the flow details for the activity are completed.

5.3. Access the "Flows summary" and click on the "Add a new flow" button

Click on Flows summary in the Content menu. Initially, only a warning message displays, informing you to add at least 1 flow. Click on the Add a new flow button.

5.4. Complete the Flow details

For flows in preparatory visit activities you have to provide information on the City of venue and the Number of participants.

A check box to indicate if the flow only has facilitators and/or trainers as participants is also available. 

5.5. View the flow "Budget" - Preparatory visit Grant

In Preparatory visit Grant the Grant per Participant and Total Grant (EUR) is displayed. All information is read-only. 

5.6. Add additional flows to the activity, if required

From the Flows summary, click on the Add a new flow button to add additional flows to the preparatory visit if required. Provide the required information as just explained.

In our example, two flows were added. Flows summary is marked as complete in the Content menu. 

5.7. Review the "Budget summary" of the activity

The Budget summary displays the calculated grant of all budget items of the activity. It is automatically updated with the details provided in the individual flows of the activity. 
In the navigation tree, all sections for the Activity are marked as complete, when all mandatory information has been correctly entered. 

6. Provide required information for "System development and outreach activities", if applicable

6.1. Access the Activity details from the Content menu

Access the activity subsection for the System development and outreach activity to complete from the Content menu.

6.2. Provide the required details under "Description of the activity"

Complete all mandatory description fields in the Activity section.

The Total grant (EUR) will be automatically calculated when the related information is added in the Grants section for the activity.

6.3. Provide "Direct costs (EUR)" and "Indirect costs (EUR)"

Provide the costs in Euro in the respective fields for Direct and Indirect costs under System and outreach development activities Grant. 

6.4. Review the "Budget summary" of the activity

The Budget summary displays the calculated grant of all budget items of the activity. It is automatically updated with the details provided in the individual flows of the activity. 
In the Content menu all sections for the Activity are marked as complete, when all mandatory information has been correctly entered. 

7. Update an activity or flow

To update the Activity type or Activity title of an activity, access the Project Details section and make the changes in the table as required.

To update additional Activity details, such as duration or number of participants, select the relevant activity from the Content menu and make the necessary changes. Alternatively, from the Project Details screen, click on the Edit (pencil) button for the activity to access the activity details to make the changes.  

To update a flow from an activity, from the Flows summary of the relevant activity, click on the Edit (pencil) button and make the required changes.

8. Delete an activity or flow

To delete an activity from the list access the Project Details screen. 

Click on the Delete (X) button for the activity to remove. Confirm the deletion by clicking on YES in the pop-up window. 

To remove a flow from an activity, from the Flow summary of the activity, click on the Delete (X) button and confirm the deletion by clicking on Yes in the confirmation pop-up window.