Welcome

This page explain how to manage work packages and their activities in Beneficiary module. A work package groups one or more activities. An activity represents a set of tasks carried out by participating organisations as part of a project for Cooperation Partnership.

Information

Work Packages and related activities already approved by the National Agency in their project management system will be available in your project and can be viewed and edited. A Work Package cannot be deleted from the project and new Work Packages cannot be added manually. If required, contact your National Agency for an amendment. See Updates to project data in Beneficiary module for details. 

This page is relevant for:

  • Erasmus+, Call year 2022
    • KA220 - Cooperation Partnerships

Information

Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

 

Prerequisites

  • Only the contact persons of the beneficiary and partner organisations with edit rights to the project are able to perform these actions.
  • A grant agreement has been signed for the project, and it is visible in Beneficiary module.
  • To update the project, it must have the status Project Ongoing.

Steps


1. Select "Work Packages" from the Content menu

Click on Work Packages in the Content menu in your project. 

Work Packages (1) already approved by the National Agency in their project management system will be displayed in this list, but do not contain all details. They display the status Draft (2) in the list. The Total amount allocated to activities (3) is displayed. These Work Packages must be edited in order to add the costs and activities, using the Edit option in the Actions (4) column.

The Work package no. 1 Project Management is always available in KA220 2022 projects. 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Below the list you will find information about the Total allocated and Project Lump Sum (5) as per grant agreement. The Total allocated will be updated as per updates made for the Work Packages.

Access Work Packages from the Content menu

Important

The Total allocated cannot be higher than the Project Lump Sum. In such case, an error message will be displayed below the list. You will not be able to submit the final beneficiary report until this is corrected. 

Warning message if Total allocated higher than Project Lump Sum




2. Manage "Work package no. 1 Project Management"

The Work package no. 1 Project Management is initially in status Draft and must be updated. 

2.1. Click on the "Edit" icon to update "Work package no. 1 Project Management"

Click on Edit to open the Work Package details. 

Click on Edit

2.2. Provide the required information and click on "Save"

The Work Package screen opens with the draft status clearly displayed.

Provide the required information in the available fields. You may have to use the scrollbar in your browser to access all information.

All mandatory fields are marked with the red Value missing label and are marked with a red asterisk *.

Provide the required information

When all mandatory fields are completed, the status changes to Complete and the Save button becomes active. Click on the Save button to save your changes. 

The field Grant amount allocated to Work package no. 1 Project Management is read-only and displays the amount as per signed grant agreement. 

Click on Save

2.3. "Work package no. 1 Project Management" in status "Complete"

A success message displays and the list of Work Packages opens. The status of Work package no. 1 Project Management is updated to Complete.

Work package no. 1 Project Management in status Complete


3. Manage other available Work Packages, if applicable

3.1. Edit a Work Package

3.1.1. Click on the "Edit" icon 

Click on the Edit icon to open the Work Package details. 

Click on Edit

3.1.2. Provide the required information and click on "Save"

The Work Package screen opens with the draft status clearly displayed. It consists of textual fields and the Activities subsection (not visible on the illustration below). See below for details on managing activities for a work package.

Provide the required information in the available text fields. You may have to use the scrollbar in your browser to access all information.

All mandatory fields are marked with the red Value missing label and are marked with a red asterisk *.

Once all mandatory information is provided, click on the Save button. 

Provide the required information and click on Save

3.1.3. Work Package in status "Complete"

The list of Work Packages opens and the Work Package status is updated to Complete.

Work Package status is updated to Complete

3.2. Add an activity to a Work Package, if required

3.2.1. Open the Work Package in "Edit" mode

Activities can be added to all available work packages in your project, except for Work package no. 1 Project Management.

Click on the Edit icon of the work package where you want to manage activities. 

Click on the Edit icon for the work package for which you want to manage activities

3.2.2. In the "Activities" subsection, click on the "Create" button

Scroll down to access the Activities subsection of the Work Package. Initially, an empty list is displayed. Click on the Create button to add an activity. 

Click on the Create button in the Activities subsection

3.2.3. Provide the required Activity details and click on "Save"

The Activity screen opens. Provide the required information for the activity, such as Activity title, Venue of activity, Start and End date, the Grant amount allocated to the activity and more. You may have to use the scrollbar in your browser to access all information.

All mandatory fields are marked with the red Value missing label and display a red asterisk *

Once all mandatory information is provided, click on the Save button. 

Provide the required Activity details and click on Save

A success message displays. 

Success message displays

3.2.4. Activity added to the Work Package

The Work Package screen opens again and the added activity is displayed in the Activities list.

Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
  3. Edit - open the the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Activity added to the work package


4. Total allocated updated

In the list of Work Packages, the Total amount allocated to the activities column now displays the value as provided for the activity. If multiple activities are added to the work package, the Total amount allocated to the activities will display the sum of the Grant amount allocated for all activities in the work package. 

The Total allocated below the list is also updated. 

Total allocated updated

Important

The Total allocated cannot be higher than the Project Lump Sum. In such case, an error message will be displayed below the list. You will not be able to submit the final beneficiary report until this is corrected. 

Warning message if Total allocated higher than Project Lump Sum


Expected Outcome

  • Work Packages updated and in status Complete