This page explains how to manage activities in KA210- Small-scale partnerships projects, using a Call 2022 project as an example.

The activities defined in the grant agreement are created automatically in the project when it becomes available under My Projects of the Erasmus+ and European Solidarity Corps platform. The details of these predefined activities that were provided in the signed grant agreement can no longer be modified at this stage. These include things such as the start date, end date, lead and participating organisations or your answers to certain questions. You are, however, required to answer additional questions related to the implementation of these activities. You will be able to do so by editing the activities.

If you wish to implement additional activities or if you need to replace any of the predefined activities with a new activity during the implementation phase, you can report on the new activities by adding them in the project. In such cases, you will be asked to provide a justification for each new activity, and the awarded grant (lump sum) does not change, even though the total allocated budget for all activities may be higher than the awarded grant (Project lump sum).

The contacts of all the organisations involved in the project can manage the activities in the project, provided they have edit rights in the project, while the project is in status Project ongoing.

The project activities must be checked and updated before the submission of the Final beneficiary report.

This page is relevant for:

  • Erasmus+, Call 2021 onward 
    • KA210-ADU - Small-scale partnerships in adult education
    • KA210-SCH - Small-scale partnerships in school education
    • KA210-VET - Small-scale partnerships in vocational education and training
    • KA210-YOU - Small-scale partnerships in youth

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Steps


Click on "Activities" in the Content menu

Click on the Activities section in the Content menu of your project. The activity list is displayed.

Click on Activities in the Content menu

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 The Activity list

The activity list includes, by default, all the predefined activities as per signed grant agreement, and will also display any other activities as you add them to the project.

Predefined activities cannot be deleted. 

The Total allocated in € and the Project Lump Sum in € are displayed below the list. 

Activity list contains activities as per grant agreement

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Edit a predefined activity

Certain information in predefined activities must be provided. 

Click on Edit in the Activity list 

Click on Edit in the Activity list next to the activity to update.

Click on Edit in the Activity list next to the activity to update

Make the required changes and fill the required information

The Activity details screen opens, containing the Activity information as per grant agreement. Only some fields can be edited in predefined activities, most information is read-only. Use the scrollbar in your browser to access all activity information. 

Activity details screen opens

At the bottom of the Activity details screen, specific fields are initially empty and must be filled in. In our example, we have the following available: 

  • Was the grant amount allocated to this activity sufficient?
  • Please describe the content of implemented activity if activity deviated from the content of the proposed activity.
  • How satisfied were you with the results of implemented activity? Please rate it on a scale from 1 to 10, 1 being the worst grade and 10 being the best. - not applicable for call 2023
  • If you wish, give additional comments about the satisfaction for this activity.

Provide the information at the bottom of the Activity details

Force majeure flag

 

In predefined activities, the Grant Amount allocated to the Activity remains read-only if the Force majeure flag is checked. 

Force majeure flag

Save your changes

When the required information has been provided, click on the Save button.

Click on the Save button

Activity updated

A success message displays and the activity is updated with the provided information. You are returned to the Activities list of your project.

Success message

Add an activity

It is possible to add activities to your KA210 project. 

Click on the "Create" button from the activity list

Click on the Create button at the top of the activities list. 

Click on the Create button at the top of the activities list

Fill in the activity details

The Activity details screen opens. Mandatory fields are marked with a red asterisk (*) and display Value missing below. Use the scrollbar in your browser to access all details to provide.

Mandatory fields in the Activity details

Note the following:

  1. The Estimated start date and Estimated end date of the activity must be within the project start and end dates. Click on the date picker (calendar icon) to choose the applicable dates.
  2. Leading organisation: use the drop-down list to open the list of project organisations and select the leading organisation. There can be only one leading organisation.
  3. Participating organisations: use the drop-down list to open the list of project organisations and select the relevant participating organisations, one by one from the listed ones. Only organisations participating in your project and available in the Organisation list of your project, will be available.
    • Note: The selected leading organisation cannot be a participating organisation, therefore it is not available for selection in the list of participating organisations.
  4. Grant amount allocated to the activity: type the relevant amount in the dedicated field. This will increase the total allocated budget displayed at the bottom of the activity list, but will not impact the project lump sum.

Fill in the activity details

Force majeure flag

Save the activity

Once all the mandatory information has been filled in, click the Save button at the bottom of the page.

Click the Save button

Activity added to the project

A success message displays and the activity is displayed in the list of activities in your project. 

When editing an activity that was added manually to the project, all fields can be updated. 

Activity added to the project

If applicable, the Reported Budget and the Total allocated for the activities are updated.

Reported Budget and the Total allocated updated as applicable

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