Welcome

The root page Welcome could not be found in space Erasmus+ & European Solidarity Corps guides.
Skip to end of metadata
Go to start of metadata

Take note

The illustrations in the Application Forms wiki pages are for consultation purpose only and may not reflect the latest implementation.

There may be minor changes to the screen appearance and layout which are described on the updated page: How to complete the application form

This page explains how to complete the Project design and implementation section in KA220 - Cooperation partnerships Application forms.

Information

Questions or fields may vary depending on the action you apply for. Please read the onscreen information carefully to complete the relevant fields and sections.


 Relevant For...

This page is relevant for:

  • Erasmus+ Call year 2022
    • 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

Prerequisites

  • You must have successfully completed Context, Participating Organisations, Relevance of the project and Partnership and cooperation arrangements in your application form

 

Steps

1. Access "Project design and implementation"

Click on Project design and implementation in the Content menu

  1. The Project design and implementation screen opens. 
  2. In Content menu, the Project design and implementation is expanded and three subsections display: Project Management, Work package and Budget Summary.

 

2. Complete the "Project Management" section

Access the Project Management section by selecting the option in the Content menu. A number of text fields are available in this screen. Complete the fields with the required information. All fields are mandatory.

Complete Project Management text fields

 

2.1. Provide the "Grant amount allocated to project management"

In the last field of this section, Grant amount allocated to project management (EUR), you are requested to enter the Grant amount that shall be allocated to the Project management. The value entered 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 Lump sum, as in our example, the maximum value of 20% corresponds to 24,000.

Provide the Grant amount allocated to project management

 

2.2. "Project Management" is marked complete

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

Project Management section complete

 

3. Create and manage "Work packages"

3.1. Access the "Work package" section from the Content menu

A Work package is a set of one or more activities and their respective characteristics. You need to provide the details for at least one work package. A maximum of 10 work packages can be added and referenced.

When you select Work package in the Content menu, the Work package screen opens, showing existing work packages, if any, in a table.

Initially, one empty row is displayed. 

Accessing the default Work package section

From the Work package section, you can:

  1. Add or update the Title for a Work package
  2. Delete or Edit a work package: using the Delete (X) or Edit (pencil) buttons
  3. Add Work Packages: you may add up to 9 additional work packages

Editing and managing Work Packages

3.2. Provide a "Title" for the first 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 now also display the given work package title.  Provide a Title for the first Work package

3.3. Add additional Work packages

To add additional work packages, click on the Add Work Package button below the table.  

A new work package with an incremented Work package id and an empty Title 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 by completing the appropriate field. 

You can have up to ten work packages in your application form. 

Adding a new Work package to the list

 

3.4. Delete a Work package

To delete a work package and all related details, click on the Delete (X) button in the corresponding Action column. Confirm the deletion by clicking YES, or cancel the deletion by clicking NO, in the confirmation pop-up window.

Deleting a Work Package

 

4. Complete the "Work package" details

4.1. Access the Work package details 

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

  1. From the Work package section, click the Edit (Pencil) button 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 buttons in the upper right corner of the main window to navigate through the sections and subsections until the desired work package details display.

3 ways to access Work package details

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

  • Work package n° 1 - package1 
    • Activities - (1 - package1) 
    • Description of the activities

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

All work package details from all 3 sections are displayed in the main window, when accessed from the Work package n°(Id - Title) submenu item in Content menu

Activities - (Id -Title) and Description of the activities submenu items are shortcuts which only show their corresponding section details. 

 

4.2. Complete the Work package description

From the Content menu, click on the work package you wish to complete. In this example, we have chosen Work package n°1. The work package description screen opens.

The work package details page opens

Provide the required information in the available text fields. 

First section of work package details complete

 

5. Add "Activities" to the Work package

To manage the activities of a work package, click on the relevant Activities item in the Content menu, in our example Activities- (1 - package1). The Activities screen opens, initially displaying a table with an  empty row. 

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 close the Content menu using the arrow icon < or work in Full screen mode.

Activities section main elements

5.1. Provide information for the first activity

In the empty row, provide the required information for your first activity. Fill in the fields as per your Activity characteristics. All fields, except Participating Organisations, are mandatory.

  1. Activity title: provide the chosen 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.

       Click here to expand for example illustration.

      Venue options - Other country requires additional information

  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 above the drop-down list and can be removed by clicking on the small X icon.
    Deleting a Participating organisation
  7. Amount allocated to activity (EUR): enter the amount associated with this activity. The value must not exceed the project Lump sum selected in the Context section of your project application. See below. 

    • The Amount allocated to activity (EUR) can not exceed the project Lump sum.

    • If your Work package contains more than one activity, the total of all amounts, displayed at the bottom of the Activities section, can not exceed the project Lump sum

       Click here to expand for an example screen.

      Activities total amount must not exceed the project  Lump sum

  8. Expected results: this field is mandatory.

Composite view of Activity fields

 

5.2. Add additional activities to the work package, if required

To add additional Activities to your work package:

  1. Click on the Add activity button below the activities list.
  2. A new empty row will be added in the Activity list.

Add as many activities as required and provide the required information as explained above. 

Adding a new Activity to a Work package

5.3. Delete an "Activity"

To delete an activity, click on the Delete (X) button in the Action column to the right of the screen in the corresponding activity's row. This will trigger a pop-up window, where you can confirm the deletion by clicking YES. Click on on NO to cancel the deletion.

Deleting an Activity

 

5.4. Activities marked complete

When all the required fields for all Activities of a given Work package are complete, the corresponding Activities section is marked as complete in the Content menu. 

Activities section validates when all fields are correct

 

5.5. Complete "Description of the activities"

To complete the last section Description of the activities of a Work package, select the corresponding item from the Content menu. The Description of the activities screen opens. 

Provide all required information in the available fields. When all fields are complete, Description of the activities in the Content menu displays a green dot.

Access and complete the Description of the activities

 

6. Work package marked complete

If all information and subsections for a Work package have been completed without errors, the corresponding Work package and its subitems Activities and Description of the activities are marked as completed in the Content menu. 

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

All Work Packages are now validated

 

7. Complete the "Budget Summary"

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

Budget Summary screen

 

7.1. Check the "Budget Summary" values

The first part of this section summarises all Allocated amounts for Project management and for each Work package. The Total (EUR) value must not exceed the project Lump sum as defined in the Context section of your application form. 

Check Budget Summary values

If the Total (EUR) exceeds 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, alternatively modify the project lump sum specified in the Context section.

The Total can not exceed the project Lump sum

 

7.2. Complete "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 Amount, for Project Management and Work packages, among the participating organisations involved in your project. 

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.

To complete this section, the values you enter have to correspond to the global amounts declared in the previous fields and must follow these rules:

  1. The Total (EUR) column value for Project management must not exceed the Grant amount allocated to Project management.
  2. The Total (EUR) column value for each Work package must not exceed the amount allocated to the corresponding Work package.
  3. The Total (EUR) can not exceed the project Lump sum.

Checking totals while distributing grant amounts among participants

 

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).

Error messages example

7.3. "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. 

Budget Summary section validates


Expected Outcome

  • Project design and implementation section and all subsections are marked complete.

Project design and implementation section marked complete


Top of page