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Mobility Tool Beneficiary User Manual

1. Certification Languages Used Beneficiary Organisation Beneficia y se a Select Certification Type DA Danish Certifications associated to an educ y F F NL Dutch Certifications associated to an edut EN English ET Estonian FI Finnish FR French DE German EL Greek 8 Select Sending Partner Receiving Partner Intermediary Partner if applicable change Sending Country and Receiving Country if they are different than the countries of the partners Departure Date Return Date Duration in weeks and and days fields will be populated automatically Page 42 of 125 Mobility Partners Mobility Details Budget Sending Country Select county y u Receiving Count E Select country y j E Sending Partner Beneficiary Organisation Benefici 3 dd 7 Subsistence Departure Date ES Travel Costs 0 Receiving Partner Host Organisation Return Date aa Intermediary Partner Ez Duration in weeks 0 and days 0 Total 0 00 9 Add budget values for subsistence and travel costs The Total budget value will be calculated automatically 10 If applicable select Certifying Partner and the certification type that the partner will award to participants in this mobility and click the green arrow to add selection to the list The Selected Certificates list will display values in pairs in a format
2. NFP VOL Non profit organisation active in the field of voluntary NFP WIDE Organisation developing activities with a wide impact at European level PUB HSP Hospital PUB LOC Public authority local PUB MEM Memorial PUB NAT Public authority national PUB NYC National Youth Council PUB REG Public authority regional PUB OTH Other type of public organisation PUHO Publishing House PPGR Part of publishing group PUGR Publishing Group RES NFP Non profit research institutions RES PRV Private research centres RES PUB Public research centres not HE Page 122 of 125 RES THTK Think tank RES OTH Other type of Research organisation Code Description 9 Commercial Orientation Code Description P For profit NP Not for Profit 10 Scope Code Description 11 Legal Status Code Description PB public 12 Size staff Code Description 13 Size trainees Code Description R1 1 to 20 R2 21 to 50 Page 123 of 125 R3 91 to 250 R4 251 to 500 R5 501 to 2 000 R6 2 001 to 5 000 R7 more than 5 000 14 Gender Code Description 15 Certification Type Code Acronym Description CERT Certifications Certifications associated to an educational period Dip Diploma Diploma or degree Dip Double Double degree Double degree Dip Multiple Multiple degree Multiple degree Dip Joint Joint Degree Joint Degree CoSpCe Course specific Course specific certificate certificate Europass CV Europas
3. Total Pages 1 5 Click the date and time in Update time column of the update details you would like to display Page 12 of 125 User Status Log out Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerki gt My Home gt Project Updates Updates and Reports for 201 1 1 BE3 LEOO1 00001 Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update ID Update Time Reporting Actions Beneficiary Report File Request Status Report Type 125 Apr 26 2011 16 36 00 Prepare New Report Download PDF DOWNLOADED 1261 FINAL 125 Apr 26 2011 16 36 00 Report Request Expired Expired REQUESTED 1041 FINAL Total Pages 1 1 6 Compare the project information shown in this window with the information stored in the other sections of the Mobility Tool Make appropriate changes in project details if necessary Check further sections of this document for details on how to add change or remove partners contact persons or budgets User Status Log out Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Ssamenwerki My Home gt Project Updates gt Project Update Details Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Project Update ID 125 Apr 26 2011 16 36 00 for 201 1 1 BE3 LEOO1 00001
4. associations john SMITH 01334 LUTHLIAHNDA eo WO raining ire Gert heel P i y i L ua ME O O 00H L 3 A list of contact persons will appear 4 Using the tick boxes on the right hand side select one or many contact persons you want to remove for the partner Please note you can select all partner contacts to be deleted Therefore partner organisation can have no contact persons listed x x o 3 List of Contacts for this Partner Sport Preferred Edit to sign 7 Name Department Position Mobile Email Access to Project contact Grant v P No Yes FirstName LASTNAMI NA N A 10000 comatt pariner email com no Lf No No Person NO 2 N A N A 000000 otherperson email con No 5 Click the Delete button right above the list of contacts 6 A confirmation message The record has been deleted successfully will be displayed 5 9 How to enable or disable beneficiary organisation contact person access to Mobility Tool 1 Repeat the steps from 5 1 How to display a list of partners paragraph 2 Click the name of the Beneficiary Organisation on the of the partners list Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country E v General search Mi e X r Ci HL Search DA Show 50 entries Ws a E i Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary ar Legal Name Type of Organisation Name Mobile Country Va Vex Beneficiary Vocational t
5. Organization 80 Receiving Partner Commercial Yes Please refer to code list tables Orientation 82 Receiving Partner Legal Status Yes Please refer to code list tables 83 Receiving Partner Economic Yes Please refer to code list tables Sector 84 Receiving Partner Size Staff Yes Please refer to code list tables 85 Receiving Partner Size Yes Please refer to code list tables Trainees 87 Receiving Partner Able to Yes Please refer to code list tables Recover VAT 88 Receiving Partner LEO No Text with length less than 255 characters Certificate Number 89 Receiving Partner Telephone No Text with length less than 255 characters 90 Receiving Partner Fax No Text with length less than 255 characters Ye 91 Receiving Partner Email Text with length less than 255 characters Email address format check 92 Receiving Partner Website No Text with length less than 255 characters 93 Receiving Partner Legal Address Yes Text with length less than 255 characters 94 Receiving Partner Postal Code Yes Text with length less than 255 characters 95 Receiving Partner City Yes Text with length less than 255 characters i Yes 97 Receiving Partner Region Yes Please refer to code list tables No e 96 Receiving Partner Country Please refer to code list tables 98 Receiving Partner Contact Title Text with length less than 255 characters 99 Receiving Partner Contact First Yes Text with length less than 255 characters Name Page 87 of 125
6. a To change these values please click the participant s first or last name or the value itself Participant Total 25 00 Back Save b Change the Total value for the participant c Click the Save button to save and return to previous page d If necessary repeat this process for each participant e Click the Back button to return to the main Budget Summary page Click the Mobility Budget link to see the summarized budget values for all mobility experiences Mobility Budget for 201 1 1 BE3 LEO01 00001 Search Advanced Search Clear Filters Prt Acc Person With Special Needs Departure Date Return Date Sending Country Receiving Country Travel Subsistence Total Prt FirstName LastName NO 2011 01 01 2011 02 01 BELGIUM PORTUGAL 100 00 250 00 350 00 Prt Jane Jones NO 2011 12 14 2012 01 08 LIECHTENSTEIN IRELAND 125 00 125 00 250 00 Total Pages 1 1 Back a You can use the search field to quickly find a participant by their first or last name or click the Advanced Search button for more detailed search b To clear search results click the Clear Filters button If you click any participant name you will be redirected to the mobility details page for this participant mobility Check the previous chapter for more details on using this form On the Mobility Budget page click Back to return to the project budget section If you click any of the Travel or Subsistence budget ite
7. 9 2 H0W 8 add NeW Panels 22 5 3 HOW I dir Partners deal es ie alas Ea 24 5A HOW IO FEMOVE Darnell ic 24 5 5 How to add beneficiary organisation contact person occccocoonncnccconcnncconnnnnnnononnononcnnnnonnnnnnnanenoss 25 5 6 How to add partner organisation contact person uuessnsensnnesnnennnnnnnnnnnnnnnennnennnnnnnnnennnnnn nen 27 5 7 How to remove beneficiary organisation contact person ooccncccccncccccncconcnononnnonannnnnanncnnncnononos 28 5 8 How to remove partner organisation contact person uueesnsseneennennnnnnennnnnennnnnnnennnn nennen nenne 28 5 9 How to enable or disable beneficiary organisation contact person access to Mobility Tool 29 6 MoBilitiessa ann IB En ne 31 6 1 How to create new mobility experience unuununeesnnsennnnnennnnnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnennnne nn 31 6 2 How to display mobility experience details oooncccccccoonncnnncccooncnnncononnnnnnonononcnnnononancnnnnnnnos 35 6 3 How to find specific mobility or mobility experience oooccooooncccncconoccconcnonnncconcnonancconononanncnnnnnnnos 37 64 HOw to change mobility experience in 38 6 5 HoWordisplay moBility detalls ais ds 39 8 6 HOW 10 change MODIY oc A 40 6 7 How to add new mobility to already existing mobility experience cccccconcnccccncnncccnnnncononenoss 41 6 39 HOWTO delete MOD tit ee ee ee cis 44 6 9 How to delete mobility experience oooocccccccnooccnnnccnonnconc
8. Beneficiary Organisation End of activity 4 A list of existing mobility experiences will be displayed This list will display some basic information about mobility experiences This list will contain last and first name of the participant starting date of first mobility returning date from the last mobility status of participant report request and number of mobilities If you wish to see more details please follow the steps below European Commission Mobility tool eE List of Mobility Experiences for 2011 1 BE3 LEOO1 00001 a LASTHAME i BROT 31 03 2012 Is 1272008 a a 5 Click the green loupe icon E next to the mobility experience you re interested in European Commission Mobility tool E bir Hamr Mobility E EHER List of Mobility Experiences for 2011 1 BE3 LEOO1 00001 l LASTHA F Oriono sisama List of Mebilities for this Mobility Experience OO nn a le o JONES Jane tetason 08 01 2012 EMAIL NOTIRED Page 36 of 125 6 The Mobility Experience Details page will appear Please note that this page also includes a list of mobilities within the displayed mobility experience Please check section 6 4 How to display mobility details for more information Mobility Experiences Reports Requests Detail of Mobility Experience for 201 1 1 BE3 LEOO1 00001 Participant Participant Title Mr Address Street 1 1 Postal Code 1000 Last Name
9. Budget section enter Subsistence and Travel Costs budget The total budget value will be calculated automatically Budget Subsistence 0 Travel Costs 0 Total 0 00 13 If applicable select the certifying partner and the certification type that the partner will award to participants and click the green arrow to add the selection to the list The Selected Certificates list will display values in pairs in a format of certifying partner certification type Certification Select Certifying Partner Selected Certificates Beneficiary Organisation Beneficia Beneficiary Organisation Beneficiary Certifications assoc Select Certification Type 3 Certifications associated to an edu Page 34 of 125 Note It is possible that in the same mobility experience the same partner organisation can be both a sending and a receiving partner This situation is not possible in a single mobility however 14 Finally select the languages that will be used during this Mobility Experience Once selected press the green arrow to add the languages to Selected Languages list Repeat the process until all languages used in this Mobility Experience are selected Languages Used List of Languages Selected Languages BG Bulgarian CS Czech DA Danish NL Dutch ET Estonian Fl Finnish DE German EL Greek HU Hungarian GA Irish 15 Click the Sa
10. FR30 Nord Pas de Calais FR41 Lorraine FR42 Alsace FR43 Franche Comt FR51 Pays de la Loire FR52 Bretagne FR53 Poitou Charentes FR61 Aquitaine FR62 Midi Pyr n es FR63 Limousin FR71 Rh ne Alpes FR72 Auvergne FR81 Languedoc Roussillon FR82 Provence Alpes C te d Azur Page 109 of 125 Code Country Region Description GR GREECE GR11 Anatoliki Makedonia Thraki GR12 Kentriki Makedonia GR13 Dytiki Makedonia GR14 Thessalia GR21 Ipeiros GR22 lonia Nisia GR23 Dytiki Ellada GR24 Sterea Ellada GR25 Peloponnisos GR30 Attiki GR41 Voreio Aigaio GR42 Notio Aigaio GR43 Kriti GRZZ Extra Regio HUNGARY HU10 Kozep Magyarorszag HU21 Kozep Dunantul HU22 Nyugat Dunantul HU23 Del Dunantul HU31 Eszak Magyarorszag HU32 Eszak Alfold HU33 Del Alfold HUZZ Extra Regio IRELAND IEO1 Border Midland and Western IEO2 Southern and Eastern IEZZ Extra Regio ITALY ITC1 Piemonte ITC2 Valle d Aosta Vall e d Aoste ITC3 Liguria ITC4 Lombardia ITD1 Provincia Autonoma Bolzano Bozen m ZE y Page 110 of 125 Code Country Region Description LT LITHUANIA LU LUXEMBOURG LUOO Luxembourg Grand Duche LUZZ Extra Regio LV LATVIA LVOO Latvija LVZZ Extra Regio MT MALTA MTOO Malta MTZZ Extra Regio NL NETHERLANDS NL11 Groningen NL12 Friesland NL NL13 Drenthe NL21 Overijssel NL22 Gelderland NL23 Flevoland NL31 Utrecht NL32 Noord Holland NL33 Zuid Holland NL34 Zeeland NL4
11. Field Name Mandatory Characteristics 100 Receiving Partner Contact Last Yes Text with length less than 255 characters Name 101 Receiving Partner Contact No Text with length less than 255 characters Department 102 Receiving Partner Contact No Text with length less than 255 characters Position 103 Receiving Partner Contact No Text with length less than 255 characters Mobile 104 Receiving Partner Contact Email Yes Text with length less than 255 characters Email address format check 105 Receiving Partner Contact Legal Yes Text with length less than 255 characters Address 106 Receiving Partner Contact Yes Text with length less than 255 characters Postal Code 107 Receiving Partner Contact City Text with length less than 255 characters 108 Receiving Partner Contact Please refer to code list tables Country 109 Receiving Partner Contact Yes Please refer to code list tables Region 110 Receiving Partner Contact Fax Text with length less than 255 characters 111 Intermediary Partner ID Text with length less than 255 characters 112 Intermediary Partner Legal Yes Text with length less than 255 characters Name 113 Intermediary Partner Latin No Text with length less than 255 characters Name 114 Intermediary Partner Acronym No Text with length less than 255 characters 115 Intermediary Partner National No Text with length less than 255 characters ID 116 Intermediary Partner Type of Yes Please refer to code list tables Org
12. Legal notice BE3 English EN European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking A My Home gt Project Details Home Project Details Partners Participants Mobility Experiences Budge Updates and Reports Project Details for 201 1 1 BE3 LEOO1 00001 Context amp Period Project Identifiers amp Summary Sub programme LEONARDO DA VINCI Grant Agreement No 201 1 1 BE3 LEO01 00001 Action LEONARDO DA VINCI IVT Initial Vocational Training National ID 1234 Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name Beneficiary Organisation End of activity 4 A project budget page will be displayed Values in the three columns represent Number of participants or number of mobilities for each budget category that have budget greater than zero Total project budget Contractual approved budget Page 73 of 125 Budget Summary Humber of Participants M Organisacion and Managameni 000 00 Pedagogical Linguissie and Coltural Preparation 3 450 00 Mobilicy Budget 3 2750 00 Ant pena heeds E 11 Trawel Pa hau 100 0 Parccicanes With Er 0 0 o ligga Fe l 0 00 Total 1100 00 Subsisvene Partii N J amp Partieig MEME 0 i Total Total Budget 3700 00 Approved Budget POON 0I 1306 00 18050 00 24360 00 Racaleulabe Gars Items in the last column Approved Budget reflect the am
13. Remove Selected Import from a file Title First Name Last Name Gender With Special Needs Accomp Person Email F Mr FirstName LastName Male No No firstname lastname email com T Mrs Jane Jones Female No No jane jones email com E Johnny Bravo Male No No johnny bravo email com Total Pages 1 1 Page 16 of 125 You will be presented with 3 step process description The process involves downloading a CSV template to fill in and importing the file into the system Click Download a CSV template file link A dialog window will appear asking you to either open or save a CSV template file Please save the file in a convenient location Open the file in Microsoft Excel If you see all values in a single cell please refer to 10 2 2 CSV files exported by Mobility Tool are not opened correctly by Microsoft Excel paragraph which covers troubleshooting of the CSV display issues in Excel Fill in the following fields Title First Name Last Name Date of Birth Gender Telephone Email Address Postal Code City Country Region Is Accompanying Person With Special Needs Type of participant IVT Participant Type a There are fields with specific formatting required The table below shows all the values and their required format Please ask your National Agencies for a list of accepted codes b Some fields are mandatory some other are not The table below describes all the fields in details No special formatting required Format of DD MM Y
14. primary education ISCED 0 SCH Pre primary school Pre primary education non school based based ISCED 0 NSCH Pre primary non school Pre primary education non school based based Page 98 of 125 Code ISCED 1 ISCED 0 1 ISCED 2 ISCED 2GEN ISCED 2PV ISCED 2VOC ISCED 2GPV ISCED 2VPV Acronym Primary education or first stage of basic education first stage of basic education Lower secondary or second stage of basic education general programmes pre vocational programmes vocational or technical programmes general and pre vocational programmes pre vocational and vocational programmes Description Programmes at level 1 are normally designed on a unit or project basis to give students a sound basic education in reading writing and mathematics along with an elementary understanding of other subjects such as history geography natural science social science art and music In some cases religious instruction is featured The core at this level consists of education provided for children the customary or legal age of entrance being not younger than five years or older than seven years This level covers in principle six years of full time schooling Throughout this level the programmes are organized in units or projects rather than by subjects This is a principal characteristic differentiating programmes at this level in most countries from those at level 2 Pre primary primary education or fi
15. such programmes does not yet lead to a labour market relevant vocational or technical qualification For a programme to be considered as pre vocational or pre technical education at least 25 per cent of its content has to be vocational or technical This minimum is necessary to ensure that the vocational subject or the technical subject is not only one among many others Education which is mainly designed to lead participants to acquire the practical skills know how and understanding necessary for employment in a particular occupation or trade or class of occupations or trades Successful completion of such programmes lead to a labour market relevant vocational qualification recognized by the competent authorities in the country in which it is obtained e g Ministry of Education employers associations etc Programmes in this category may be subdivided into two types those which are primarily theoretically oriented and those which are primarily practically oriented general and pre vocational programmes pre vocational and vocational programmes Page 99 of 125 Code Acronym Description ISCED 2A Lower secondary Lower secondary programmes designed for direct access to programmes to ISCED level 3 in a sequence which would ultimately lead to tertiary 3AB education i e entrance to ISCED 3A or 3B ISCED 2B Lower secondary Lower secondary programmes designed for direct access to programmes to ISCED level 3C 3C ISCED 2C Lower
16. 140 Teacher training and education science broad programmes 1401 Teacher training general 1402 Practical pedagogical courses general 141 Teaching and training 142 Education science 1421 Didactics 1422 Education science 1423 Educational assessment testing and measurement 1424 Educational evaluation and research 1425 Pedagogical sciences 143 Training for pre school teachers 1431 Early childhood teaching 1432 Pre primary teacher training 144 Training for teachers at basic levels 1441 Class teacher training 1442 Home language teacher training 1443 Primary teaching 1444 Teacher training for children with special needs 145 Training for teachers with subject specialisation 1451 Secondary teaching 1452 Teacher Training theoretical subjects e g English Mathematics History 1453 Teacher Training Foreign Language Teaching 146 Training for teachers of vocational subjects 1461 Teacher training Arts and crafts 1462 Teacher training Commercial subjects 1463 Teacher training Music 1464 Teacher training Nursing 1465 Teacher training Physical training Page 92 of 125 Code Acronym Description 1466 Teacher training Technical subjects 1467 Driving instructor training 1468 Training of instructors at companies 1469 Training of trainers 149 Teacher training and education science others 2 Humanities and Arts 21 Arts 210 Arts broad programmes 211 Fine arts 212 Music and performing arts 2121 Music an
17. 32 of 125 Education Economic Sector Select a Sector Field of Education _ Select a Field Level of Education Select a Level 8 Select participants from the participant list You may use CTRL click to select multiple participants or type a letter to jump to desired participant name When participant s are selected click the right arrow to add the selection to the list 9 Select sending receiving and if applicable intermediary partners in the Mobility Partners section Mobility Partners Sending Partner Beneficiary Organisation Benefici Receiving Partner Host Organisation Intermediary Partner Intermediary Partner 10 In the Mobility Details section change sending and receiving country if they are selected incorrectly The values in sending and receiving country are deducted from selection of sending and receiving partners Mobility Details Sending Country BE BELGIUM Receiving Country LT LITHUANIA Departure Date 521 Return Date EN Duration in weeks 0 and days 0 Page 33 of 125 11 Choose departure and return date Duration in weeks and and days fields will be populated automatically once the departure and return dates are selected Mobility Details Sending Country BE BELGIUM Receiving Country LT LITHUANIA Departure Date 14 12 2011 321 Return Date 06 01 2012 EN Duration in weeks 3 and days 3 12 In the
18. BULGARIA ESTONIA Mors Orgamisanen 02 01 2012 31 03 2012 Last Name First Name First start date Last end date Report status abilities Y a JONES Jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobile y sete Motiv Sending Country Recenerg Country Racam ng Partner Start aste Ind date UECHTENSTEIN IRELAND Hast Organisation 14 12 7011 08 01 201 OL Page 71 of 125 6 You will see the mobility details form displaying the following information a Mobility Partners sending receiving and intermediary partners b Mobility Details sending receiving country departure and return date duration in weeks and days c Budget value Subsistence and Travel Costs with automatically calculated Total Mobility Details for 201 1 1 BE3 LEOO1 00001 FirstName LastName Mobility Partners Mobility Details Budget Sending Country BE BELGIUM y l Receiving Country PT PORTUGAL j Sending Partner Beneficiary Organisation Benefici gt a ae Subsistence 100 00 Departure Date 01 01 2011 EES Travel Costs 100 00 Receiving Partner Partner no 1 a Return Date 01 02 2011 31 BEINE HEREN 2 Duration in weeks 4 and days 4 Total Certification Select Certifying Partner Beneficiary Organisation Beneficia Select Certification Type 3 Certifications associated to an educ Selected Certificates
19. Beneficiary Organisation Certifications associated to an ed Languages Used List of Languages Selected Languages EN English BG Bulgarian CS Czech DA Danish DE German EL Greek x Cancel Update Mobility Provide subsistence and travel cost for the mobility All budget entries are displayed in Euros 10 Budget Subsistence 250 00 Iravel Losts 100 00 Total Click the Update Mobility button A confirmation message The record has been updated successfully will be displayed Click the Mobility Experiences button in the top menu to return to the list of mobility experiences Repeat the process for each mobility if necessary Page 72 of 125 9 2 How to manage project budget In the project budget section you are able to review project budget and compare it with approved contractual budget values On the same page you re also able to enter amounts for Mobility Organisation and Management and for Pedagogical Linguistic and Cultural Preparation The budget values are calculated based on values entered on this page as well as based on all mobilities budget values In order to see the budget page or make changes to the budget values please follow the steps listed below 1 Login to the Mobility Tool 2 Click the project grant agreement number A project details page will be displayed 3 Click the Budget button in the menu User Status Log out
20. General Information Submission Data Europese Programma s voor Sub programme Leonardo da Vinci National Agency Onderwijs Opleiding en Samenwerking Agentschap LEONARDO DA VINCI IVT ea Initial Vocational Training ee a Grant Agreement No 2011 1 BE3 LEOO1 00001 Report start date 2011 03 08 O A Project Title Report end date 2013 05 07 language Report Type FINAL Beneficiary Organisation Partner 1 u Enz a Beneficiary Organisation Role APP Applicant Organisation language Full Legal Name Latin E ee u EDU HEIVoc Vocational characters en EN NO training institute tertiary level Commercial Orientation NP Not for Profit Size Staff R7 more than 5 000 Legal Status PB public Size Trainees S7 staff more than 5 000 Scope N national Leonardo Certificate No P85 32 Technical and Economic Sector vocational secondary 7 Click Back to display a list of updates Please note that Approved Budget details displayed in Budget section of the Mobility Tool are updated automatically with the latest updates from project amendments Page 13 of 125 Budget Summary Humber of Participants Approved Gidget Mobility Crganisation and Management 3 30000 00 Pedagogical Linguistic and Cultural Preparati n 1 450 00 8 Mobility Budget 3 7750 00 Trawel Penogants Wahout Special Meade 7 1300 00 Paricicanes With Epeciad Weeds 0 00 Accompaning Periana 0 00 Total 1100 00 Subsistence Parusgant Witheut peca We
21. Health others 76 Social services 761 Child care and youth services 762 Social work and counselling 769 Social services others Services CO 00 ma Personal services 810 Personal services broad programmes 811 Hotel restaurant and catering 812 Travel tourism and leisure Page 97 of 125 Code Acronym Description 813 Sports 814 Domestic services 815 Hair and beauty services 819 Personal services others 84 Transport services 840 Transport services 85 Environmental protection 850 Environmental protection broad programmes 851 Environmental protection technology 852 Natural environments and wildlife 853 Community sanitation services 859 Environmental protection others 86 Security services 860 Security services broad programmes 861 Protection of persons and property 862 Occupational health and safety 863 Military and defence 869 Security services others 9 Not known or unspecified 91 Interdisciplinary Studies 92 Multidisciplinary studies 99 Not known or unspecified 999 Not known or unspecified 2 Level of Education Description ISCED 0 Pre primary education Programmes at level 0 pre primary defined as the initial stage of organized instruction is designed primarily to introduce very young children to a school type environment i e to provide a bridge between the home and a school based atmosphere Upon completion of these programmes children continue their education at level 1
22. Partner no 1 Other types of Association ee ER 00000 BELGIUM I No Host Organisation Parents associations Page 24 of 125 4 Click the Delete icon marked on the screenshot a If the partner has not been used in any mobility a confirmation will be displayed that the partner has been deleted b Ifthe partner has been used in any mobility awarning message will appear At least one Partner has a role in at least one mobility You must remove the partner from the Mobility first In this case selected partner will not be removed until a corresponding mobility experience is not deleted Check section 6 8 How to delete a mobility experience for more details 5 5 How to add beneficiary organisation contact person 1 Repeat the steps from 5 1 How to display a list of partners paragraph 2 Click the organisation name Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country E Yv v General search SW P X m E af Search A Show 50 entries Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary ee Legal Name Type of Organisation Name Mobile Country Vd aie Beneficiary Vocational training institute tertiary Beneficiary Test USE 0000000000 BELGIUM Organisation level R E Q No Host Organisation Parents associations A Q No ee Vocational training institute tertiary en i level A Va No es Other types of Association ew LASTNAM 5
23. Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country E 7 v General search Mi fP X r E Er Search SB Show 50 entries w ao Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary en Legal Name Type of Organisation Name Mobile Country RQ a Beneficiary Vocational training institute Beneficiary Test U 0000000000 BELGIUM Organisation tertiary level Q No ir aa Vocational training institute AA tertiary level RQ No RENNER ER Vocational training institute E tertiary level A Va No fae Other types of Association en LASTN 90000 BELGIUM The partner list page offers few other functionalities You can find the actions oriented with the partner list in the list top menu on the page Below is an explanation of each button and associated action Select all selects all or deselects all element in the list Add New adds new element to the list Delete removes selected element from the list Export PDF exports list to a PDF file Please note only elements that are visible on the list will be exported to PDF That means if the list is filtered only the result of the filtering will be seen in PDF file Export Excel CSV exports listto a CSV Excel file Please note only elements that are visible on the list will be exported to CSV file That means if the list is filtered only the result of the filtering will be seen in CSV file Print print
24. You have added some partners participants and created some mobilities You decide to work with the data outside of the tool using an external editing software You go to Mobility Experiences page click Import Export button and download the exported data You open the file in the text editor or a spreadsheet editor and notice that neither the partners nor the mobilities have D s the fields despite being marked with the star as mandatory are empty You decide to update some information about the participants and add more mobilities You add mobility and partner ID s in the respective columns Finally you import the data The result is following 1 You login to the tool and notice that you have some double entries on the partner page some partner have partner ID values the others don t You see that the new partners you added in the import file are correctly displayed on the page 2 You notice that you have some duplication on the participant page however you can find the participants for whom you changed some data Page 55 of 125 3 You notice that you have some duplicated entries on the Mobility Experiences page Some mobilities have mobility ID s some others don t In this scenario you used the existing data entered via the website that didn t have neither partner nor mobility ID s defined The system assumed that new partner and new mobilities are added since it couldn t find partners and mobilities with the
25. dt Legal Name Type of Organisation Name Mobile Country Vd Yes rn Vocational training Institute Beneficiary TestU 000000000 BELGIUM tertiary level A Va No ee ee ae ae Vocational training institute an tertiary level F Vd NG eke ee RE Vocational training institute er ei tertiary level Va No Partner no 1 Other types of Association een LASIN 00000 BELGIUM Partner Full Legal Name Latin IR f E V4 No ID Krane Other types of Association Please note the new partner organisation doesn t have any contact person specified In order to add a contact person to the new organisation in your project please follow the 5 6 How to add partner organisation contact person paragraph Note Partner details can be changed at any time during project lifetime Page 23 of 125 5 3 How to edit partner s details 1 Repeat the steps from 5 1 How to display a list of partners paragraph 2 Click the pencil icon next to the partner you want to edit as shown on the screenshot Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country vv Yv General search u e r Ci Er Search E Show 50 v entries Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary ie Legal Name Type of Organisation Name Mobile Country ves Beneficiary Vocational training institute tertiary Beneficiary Test USE 0000000000 BELGIUM Organisation level R No A E Vocational training institu
26. of certifying partner certification type Certification Select Certifying Partner Selected Certificates Beneficiary Organisation Beneficia Beneficiary Organisation Beneficiary Certifications assoc Select Certification Type gt Certifications associated to an edut 11 Finally select languages that will be used during this mobility Once selected press the green arrow to add the languages to Selected Languages list Repeat the process until all languages used in this mobility are selected Languages Used List of Languages Selected Languages BG Bulgar an CS Czech DE German DA Danish NL Dutch ET Estonian Fl Finnish FR French EL Greek HU Hungarian GA Irish Page 43 of 125 12 Click the Add New Mobility button to save A confirmation Record created successful will be displayed Please note that the new mobility will appear on the list of mobilities and the number of mobilities will increase Last Name First Name First start date Last end date Report status Mobilities E LASTNAME FirstName 01 01 2011 05 02 2012 NONE 2 List of Mobilities for this Mobility Experience Add New Mobility Delete Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 u GERMANY Host Organisation 13 01 2012 05 02 2012 6 8 How to delete mobility 1 Login to the Mobility Tool 2 Click the p
27. the list Please note only elements that are visible on the list will be printed That means if the list is Page 21 of 125 filtered only the result of the filtering will be seen on the printout Add Remove Columns adds removes displayed columns of the list General search field can be used for searching for any value from the list The list will dynamically adjust to results of the search Reset Filters clears the search results similar to deleting the content of the previously described search field 5 2 How to add new partner 1 Repeat the steps from 5 1 How to display a list of partners paragraph 2 Click the green plus icon the Add New button in the top menu of the partner list marked by red square in the below screenshot User Status European Commission Mobility tool My Home gt Partners Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Project Partners for 201 1 1 BE3 LEOO1 00001 Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country de v General search M x ap E Er Search SB Show 50 v entries Ws Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary drai Legal Name Type of Organisation Name Mobile Country Q vek Beneficiary Vocational training institute Beneficiary Test U 0000000000 BELGIUM Organisat
28. 0000 BELGIUM 3 A list of contacts for this partner will be displayed In the example presented on the screenshot the organisation has 4 contact persons one person authorised to sign grants three other persons with access to the project Mobility tool My Home gt Partners gt Partner Contacts Partner Contacts for 2011 1 BE3 LEOO1 00001 T r x m Ci Er Show All y entries Showing 1 to 1 of 1 entries List of Contacts for this Partner Authorised Edit to sign y poble Name Department Position Mobile Email si e contact Project Grant FJ Q No Yes John SMITH Director 012345 director organisation com No Partners List A Glick the Add New button Page 25 of 125 Log out Legal notice serS s BE3 English EN European Commission A M obi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking nn My Home gt Partners gt Partner Contacts Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Partner Contacts for 2011 1 BE3 LEOO1 00001 m X A Er Show All y entries Showing 1 to 1 of 1 entries List of Contacts for this Partner Authorised Edit to sign v eee Name Department Position Mobile Email gt en contact Project Grant Q No Yes John SMITH Director 012345 director organisation com No Partners List A contact person information
29. 1 2011 01 02 2011 a Hast Organaation 07 03 7012 31 03 2012 a 1 First Name First start date Last end date Report states Mobibires Add New Mobility Receiving Partner Hart dete Eva dale Mas Organisanon 14 12 2011 08 01 2002 a Page 39 of 125 6 A mobility details form will appear Mobility Details for 201 1 1 BE3 LEOO1 00001 FirstName LastName Mobility Partners Mobility Details Budget Sending Country BE BELGIUM z Receiving C z PT PORTUGAL y j Sending Partner Beneficiary Organisation Benefici gt in Subsistence Departure Date 01 01 2011 EN Travel Costs 100 00 Receiving Partner Partner no 1 Return Date 01 02 2011 ES E El Duration in weeks 4 and days 4 Total 200 00 Certification Languages Used Select Certifying Partner ee ae List of eee siete Enge Beneficiary Organisation Beneficia Beneficiary Organisation Certifications associated to an ed BG Bulgarian EN English Select Certification Type 3 Certifications associated to an educ DE German EL Greek Cancel Update Mobility 6 6 How to change mobility If you want to change mobility details including e sending country e receiving country e departure date e return date e sending partner e receiving partner e intermediary partner e subsistence and travel costs e certification and certifying partners e languages used Follow the steps below 1 Repeat the steps from 6 4 How to disp
30. 1 Noord Brabant Page 111 of 125 Code Country Region Description NL42 Limburg NL NLZZ Extra Regio PL POLAND PL11 Lodzkie PL12 Mazowieckie PL21 Malopolskie PL22 Slaskie PL31 Lubelskie PL32 Podkarpackie PL33 Swietokrzyskie PL34 Podlaskie PL41 Wielkopolskie PL42 Zachodniopomorskie PL43 Lubuskie PL51 Dolnoslaskie PL52 Opolskie PL61 Kujawsko Pomorskie PL62 Warminsko Mazurskie PL63 Pomorskie PLZZ Extra Regio PT PORTUGAL PT11 Norte PT15 Algarve PT16 Centro P PT17 Lisboa PT18 Alentejo PT20 Regi o Aut noma dos Acores PT30 Regiao Aut noma da Madeira PTZZ Extra Regio RO ROMANIA RO11 Nord Vest RO12 Centru RO21 Nord Est RO22 Sud Est RO31 Sud Muntenia RO32 Bucuresti Ilfov RO41 Sud Vest Oltenia RO42 Vest SE SWEDEN SE11 Stockholm SE12 stra Mellansverige Page 112 of 125 Code Country Region Description SI SLOVENIA SIO SLOVENIJA SK SLOVAKIA GB UNITED KINGDOM UKC NORTH EAST ENGLAND UKC1 Tees Valley and Durham UKC2 Northumberland and Tyne and Wear UKD NORTH WEST ENGLAND UKD1 Cumbria UKD2 Cheshire UKD3 Greater Manchester UKD4 Lancashire UKD5 Merseyside UKE YORKSHIRE AND THE HUMBER UKE1 East Yorkshire and Northern Lincolnshire UKE2 North Yorkshire UKE3 South Yorkshire UKE4 West Yorkshire UKF EAST MIDLANDS ENGLAND UKF1 Derbyshire and Nottinghamshire UKF2 Leicestershire Rutland and Northamptonshire UKF3 Lincolnshire UKG WEST MIDLANDS ENGLAND UKG1 Herefordshire
31. 13 12 2011 14 04 20 Download PDF BE3 English EN Total Pages 1 1 8 2 How to request many participant reports at once 1 Follow the steps from 6 2 How to display mobility experience details paragraph 2 Using the left hand side check boxes select all mobility experiences for which you want to create participant report requests Page 62 of 125 How Mobiny Expenence Delete ba List of Mobilities for this Mobility Experience LASTMAME Hora O Sending Corto BELGAUM BULGARIA a is Lit of Mobalitics For Chis Mobility Eapertente Honim D Sewing Lar LECHTERSTEIN 3 Once selected New Mob ity Expenence Delete Advanced Soar Be List of Mobilities for this Mobility Experience LASTNAME Mortality O Sending Country BELGIUM BULGARIA List of Mobilities for this Mobility Experience Motety Seeding Country LIECHTENSTEIN A A confirmation comments can Advanced Seiech Clear Fitters ch Clear Fikes Request rapon import Export 8 Firstar OVEN 3103201 EMAIL NOTIFIED z A Add New Mobity Deloto Pupeeneing Cert intrem Partner Hart aang Er date PORTUGAL Pormer na 01 01 2611 00 02 2011 a m ESTOMLA Heat Drpasrabon 02 03 2012 31 03 2012 B Last Name Furst Mame First sart dae Las end date Repar statuz Mobilinies jane ray neyo 08 01 2012 MAL NOTIFILO 1 Aal Mew Mebality Recehing Country Receteing Parner Tarn dne Era date IRELAND Hast Organitwtion 12 12 72011 BRO
32. 34567 to a format of 3 12E 12 Pay special attention to the cell data type because unless the type is changed to text or similar that doesn t require any special formatting the imported data will contain 3 12E 12 in the phone number field on the website 7 3 4 Auto completion during writing Some software offers auto completion during text editing which may create some problems Automatically corrected by Microsoft Excel values may not be accepted during the data import In Excel the auto completion can be disabled in menu File then Options Proofing AutoCorrect Options button Math AutoCorrect tab deselect Replace text as you type Page 59 of 125 8 Participant reports 8 1 How to request participant report Note Participant reports are generated per Mobility Experience Reports include questions for all Mobilities within the Mobility Experience 1 Follow the steps from 6 2 How to display mobility experience details paragraph 2 Click the left hand side green loupe icon cS next to Mobility Experience for which you want to send a participant report European Commission Mobility too biy Hamr Bodilify E aperin ra List of Mobility Experiences for 2011 1 BE3 LEOOI 00001 Hew obit Eupenance Delete Adamcej Search Clear Fher Las Hame firm Name LASTMAME Fruime Lint of Bee Tor this oli Experience Babee i Sanding Coumre Aci Camry Becehing Paro EELDA PORTUCAL Partner ra BULZA
33. A N A James N A N A Louis Vocational Education Assistant Yes No 125 Apr 26 2011 16 36 00 Report Request Expired Expired REQUESTED 1041 FINAL Total Pages 1 1 There is a section in beneficiary final report that shows similar summary The report contains Table with number of expected and received participant reports List of participants without mobilities List of accompanying persons without mobilities Mobility experiences with duration shorter than allowed Mobilities with zero budget Each of these sections has open text fields that allow you to provide more information on any of the above issues Page 80 of 125 11 Support and troubleshooting 11 1 National Agency Helpdesk contact All questions or issues with the Mobility Tool should be reported to your National Agency helpdesk The contact details are published on the Mobility Tool Home page as shown on the screen shot below User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Ag My Home Welcome Beneficiary Test User About the tool List of the Projects Mobility Tool is the system for the management of mobility projects 2011 1 BE3 LEO01 00001 that receive an EU grant under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects Total Pages 1 1 In the Mobility Tool you will be able to provide all t
34. A Seo ee STO a Mech nm 3s ezeld 1 Field 2 containing double quote 7 25 Freld n 7 2 2 Examples of data import file The table below depicts the first 7 fields of the template import data file that contains information about three mobilities Please note the second row of the file containing specification of each field being a mandatory field DICT being a code field The Page 49 of 125 Participant Title field doesn t have any requirements therefore it can be an empty field For the purpose of the demonstration other fields columns have been removed Project ID Mobility Participant Participant Participant Participant Participant I Cu Name AA Name of Birth Gender ii DICT gT In a F u I IT o MI T o MI It is very important that during the import of the data the first two rows field headers and field specification must be preserved in the file Deleting the first two rows from the template will render the import invalid It is also important not the change the order of the columns fields Any change in the fields columns order will render the import invalid as well In the following example 8 participants is going from the same sending organisation code BEN will be sent to 8 different hosting partners codes HOST01 to HOSTOB Project ID Mobility Participant First Sending Receiving ID Name Partner ID Partner ID 2011 1 a aa a ES a LEOO1 00001 2011 1 BE3 ID0002 Fir
35. EUROPEAN COMMISSION Directorate General for Education and Culture Lifelong Learning policies and programme Coordination of the Lifelong learning programme Mobility Tool Guide for Beneficiaries Version 11 January 2013 Mobility Tool version 2 1 0 12121 Table of Contents AEKNOWIEOGEMERIe ne ee ae ee el 5 DOC EIST FAN SO Y ee teoria 6 1 General Introducir a 8 MSC MOM OMS ee een ale lea een 8 1 2 MODIY OOM USCN S e 8 2 ROW to login to MODIY TO sas sea 8 2 1 How to change language of website user interface ooococccconcccconocnnconnncnnncnnnnnnonanoncnnonennnnnnnnnnnnas 9 Ce TO Gra A a RO 10 3 1 How to view project S details ccccccccccsssseceeccseeececcceeeeeceeeseeeseceessaeeeeesssaaeceeesseageeeesssaaeeeess 10 3 2 Changes to project detallS ooooncccccccconnconccononcnnnonnnancnnnnnnonncnnnnonnnnnnnnnnnnnnnnnnnonannnnnnnnnanenss 11 Ae Nett NO AU Strada EL PEER PEN ETERR EL TERUE AA HRER ERLERNEN E daca 14 4 1 How to display list Of participants asien a a ae a a E nennen 14 4 2 HOW 10 add NEW Dani Pant een eg 15 4 3 How to add new participants in batch 2 2440000200nnnnnnnnnennnnnnennennnnnnnnnennnnnnnnnennnnnn nenn 16 4 4 How to edit participant s details 4u00000400nnneennennnnnennnennnnnnnnnennnnnnnnnennnnnnnnnennnnnn nenn 18 A O O RENTE OSTEN TE ER ELREE RIESE AR E RR ERREN 20 5 13 HOW 10 Alsplay NIST OF Parinefs Pr na daria 20
36. Education Level of ISCED 0 Programmes at level 0 pre prima Education 4 A list of participant report requests will appear Page 60 of 125 Mobility Experiences Reports Requests Reports Requests FirstName LastName for 2011 1 BE3 LEOO1 00001 Request New Report ID Status Request Date ReceiveDate PDFFile Reportlanguage Total Pages 0 5 Click the Request New Report button Mobility Experiences Reports Requests Reports Requests FirstName LastName for 2011 1 BE3 LEOO1 00001 Request New Report ID Status Request Date ReceiveDate PDFFile ReportLanguage gt Total Pages 0 6 Select report language You can only use languages that were assigned to national agency that approved the project If required type in a comment that will be sent along with an email message to the participant Here you can request a Participant Report PDF file Choose the language in which you wish the Report to be genearated in and fill in your message to the participant Upon submission of the form the PDF Report file will be generated and the participant will be notified via email that his report is ready for downloading Report Language BE3 English EN Request Comment Your message will be inserted into the notification email message to the Participant Characters typed limit 250 Page 61 of 125 7 Click the Request New Report button to send t
37. ID s you defined in the file This is not the most desirable outcome of the data import You need to manually delete the mobilities without ID s Then you need manually delete the partners without ID s and at the end delete the duplicated participant entries order is very important You can select all participants and click Remove selected the system will only delete the participants without existing mobilities How to prevent duplicated data entry from happening is described in the next scenario Scenario 4 data import to project with mobilities adding new and updating existing information entered via graphical user interface and avoiding data duplication Let s assume you already worked with your project using the graphical user interface GUI of the Mobility Tool You have added some partners with their respective partner ID participants and created some mobilities with mobility ID s You decided to work with the data outside of the tool using an external editing software You go to Mobility Experiences page click Import Export button and download the exported data You open the file in the text editor or a spreadsheet editor and notice that both the partners and the mobilities have ID s You decided to update some information about the participants and add more mobilities You add mobility and partner ID s in the respective columns you reuse some of the codes as you have same sending partner for all you
38. LastName ny Brussels Country Be BELGIUM Date of Birth 01 01 1980 dd mm yyyy Region BE10 R gion de Bruxelles Capitale Brussels Hoofdste Gender Im Male Telephone lara on ia No Email firstname lastname emai com Is Accompanying no Person aat Type of Participant STD ADL Adult learners i l a Education IVT Participant Type MobIVT Sch Trainees in school based initial vocational training Economic Sector A AGRICULTURE FORESTRY AND FISHI gt Field of 7 Health and Welfare gt Education Level of ISCED 0 Programmes at level 0 pre prima Education List of Mobilities for this Mobility Experience Add New Mobility Delete Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 C Mobility Experiences List Cancel Save 6 3 How to find specific mobility or mobility experience lf you are looking for a specific mobility or mobility experience within a set of dozens or hundreds of mobilities in the tool you can use the Advanced Search option available on Mobility Experiences page In order to use this function navigate to Mobility Experience page and click the Advanced Search button on the top of the mobility experiences table Lhe Satis European Commission M 0 b 1 ity tool BES Europese Programma s voor Onderaijs Opleiding en Samenwerking Agentichap My Hiemer Mability Fepenienors List
39. Mobility Tool 7 3 1 UTF 8 As mentioned already in this chapter the Mobility Tool import process preserves national characters in the import data file The only requirement is that the data file must be in UTF 8 encoding standard Otherwise some national characters may be displayed incorrectly on the website and consecutively in the beneficiary or participant reports Microsoft Excel 2010 does not save files in UTF 8 encoding by default 7 3 2 Saving CSV file format from Excel 2010 Microsoft Excel 2010 is capable of opening and saving files in CSV format However whilst opening the file is rather straightforward see troubleshooting section if your Excel doesn t respect CSV field separators used by the Mobility Tool saving files in CSV format may Page 58 of 125 require bit more attention Here are the steps to ensure that the data is saved in a proper format 1 When you finish file edit select menu File and click Save amp Send 2 Click Change File Type select CSV Comma delimited csv and click Save As button underneath 3 Select file name and make sure Save as type list have CSV Comma delimited csv option selected Click Save button to confirm 4 Excel will display compatibility warning Click Yes button to save 7 3 3 Long numerical values Some spreadsheet edition software may shorten your long numerical values for example a phone number of 32123512
40. National Agency User Status Logout Legal notice European Commission RE Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking TT e Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Updates and Reports for 201 1 1 BE3 LEO01 00001 My Home gt Project Updates Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update ID Update Time Reporting Actions Beneficiary Report File Request Status 125 Apr 26 2011 16 36 00 Prepare New Report N A N A 0 Total Pages 1 1 7 If more than one beneficiary organisation contact person has been created in the tool the person who will be displayed in the report needs to be selected Page 78 of 125 9 Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update ID Update Time Reporting Actions Beneficiary Report File Request Status 125 Apr 26 2011 16 36 00 Prepare New Report N A N AQ Do you want to continue with the report generation Choose the report language BE3 English EN y Auth to sign agreement Clara Choose the Beneficiary Contact Person you want to show on the report Name Department Position Email Beneficiary Test USER N A N A m be James JASON N A N A james jason email com Louis Vocational Education Assistant m com N Total Pages 1 1 Click the
41. Opleiding en Samenwe J My Home gt Participants Participants Accompanying Persons for 2011 1 BE3 LEOO1 00001 Remove Selected Import from a file Title First Name LastName Gender With Special Needs Accomp Person Email Mr FirstName LastName Male No No firstname lastname email com Q Mrs Jane Jones Female No No jane jones email com Johnny Bravo Male No No johnny bravo email com Total Pages 1 1 4 2 How to add new participant 1 Repeat the steps listed in 4 1 How to display a list of participants paragraph 2 Click the Add New button User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding My Home Participants Participants Accompanying Persons for 201 1 1 BE3 LEOO1 00001 Remove Selected Import from a file Title First Name Last Name Gender With Special Needs Accomp Person Email Q Mr FirstName LastName Male No No firstname lastname email com Mrs Jane Jones Female No No jane jones email com Johnny Bravo Male No No johnny bravo email com Total Pages 1 3 A new participant form will appear as shown on the screen shot below Page 15 of 125 User Status European Commission Mobi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Participants gt Participant Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports
42. Participant for 2011 1 BE3 LEOO1 00001 Title PF Address FO First Name Postal Code Fo Last Name City o Date of Birth 7 x dd mm yyyy Country Selectcounty H Gender 3 Region Telephone P Email Is Accompanying Person no y Type of Participant chooseparticipanttype E With Special Needs no y IVT Participant Type Cancel Save Fill in all required fields marked with the red asterisk Click the Save button A new participant will be created and a message Record created successfully will appear 4 3 How to add new participants in batch Mobility Tool provides an option to import large group of participants in a single operations batch import The import is available only for new participants this batch operation cannot be used to modify participants data The steps below describe an example of participant batch import functionality 1 Repeat the steps from 4 1 How to display a list of participants paragraph 2 Click Import from a file button as presented on the screenshot below User Status Log out Legal notice rm European Commission _ Mobi Ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agents SS My Home gt Participants Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Participants Accompanying Persons for 201 1 1 BE3 LEO01 00001
43. Participant forms can be printed either by participant himself or the beneficiary organisation Participant 1 Open the form 2 Scroll to the very end of the report to Standard Submission Procedure section Page 68 of 125 Participant Report Ei nr Cal 2011 Education and Culture DG Leonardo da Vinci Mobility Lifelong Learning Programme Form version 1 3 Adobe Reader version 9 403 Before submitting the form electronically please validate it Please note that only the final version of your form should be submitted electronically G 1 DATA VALIDATION Validation of compulsory fields and rules Validate G 2 SUBMISSION SUMMARY This table provides additional information log of all form submission attempts particularly useful for the National Agencies in case of multiple form submissions 2012 02 02 12 19 58 Form has not been submitted yet C8243205BD4F1B0D means local PC time which is not trusted and cannot be used for claiming that the form has been submitted in time G 3 STANDARD SUBMISSION PROCEDURE Online submission requires internet connection Print the form 3 Click Print form button The same can be achieved by using File gt Print in Adobe Acrobat Reader Application Note You can only print reports that are in either PENDING APPROVED or REJECTED status 6 Login to the Mobility Tool Click project agreement number Click Mobility Experiences menu item on the top
44. RDO DA VINCI Grant Agreement No 201 1 1 BE3 LEO01 00001 Action LEONARDO DA VINCI IVT Initial Vocational Training National ID 1234 Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name Beneficiary Organisation End of activity 4 A list of existing mobility experiences will be displayed Page 31 of 125 European Commission M 0 D il ity tool SFI Europe ue Programma s voor a Opleiding en Samenwerking Apenachap biy Hamr Mobslily Eaprrica ri List of Mobility Experiences for 2011 1 BE3 LEOO1 00001 European Commission Mobi ity too Bed EDO Programmas vom Ondenraijs Opeiding en Samenmwerkimg AQenmechap biy Haan Hi ilify Esperinte ce List of Mobility Experiences for 2011 1 BE3 LEOO1 00001 European Commission Mobility tool My Hoere Motaliry la per New Mobility Experience for 2011 1 BE3 LEO01 00001 Mobility Experience Education Economic Sector Select a Sector Field of Education _ Select a Fieis Level of Education Select a Le LO ae ER see ro arre to odd the TAMIL AED er it Mobility Partners Mobility Details Sending Country BE BELGIUM Sending Partner Benefoary Organisation Benebciary aaa 5 Fi intermediary Partner Return Date Duration in weeks Certification Ds Gora Para 7 Choose Economic Sector Field of Education and Level of Education Page
45. RIA ESTONIA Hair Cigar atic Lost Hama Firat Marne L ORES ine Link of opticas Tor thir Hocico Liper E Moby iD Sending Couniry Recentsg Cocsiry Bac Farmer LESH TENS TEN MILANO age Urgamisaren eport import Epot 8 Fum man date Lam end date Repon mai Moinlanen DEALA 3100353014 BabA MOTIRED z 6 fad Her Mobile y Toate End dave 1 61 2011 01 02 2011 On 07 03 3012 3103 3017 B Fiese stan clare Lars end date Bepon wate Motil Lay TEED E 08012012 EMAIL MOTIRED 1 amp Add New Abi Dieters Scart dase Drd due 14 12 2011 08 01 2012 Ono 3 Click the Report Requests tab on top of the page Mobility Experiences Reports Requests Detail of Mobility Experience for 201 1 1 BE3 LEO01 00001 Participant Title ur First Name FirstName Last Name LastName Date of Birth 01 01 1980 dd mm yyyy Gender M Male With Special Needs no Is ee No Type of Participant STD ADL Adult leamers IVT Participant Type MobIVT Sch Trainees in school based initial vocational training Participant Address Street Postal Code 1000 o City Brussels sst lt i s tsS Country BE BELGIUM Region BE10 Region de Bruxelles Capitale Brussels Hoofdste Telephone A Email irstname lastname emaicom Cts Praject Detada Famsers Pariticams ak Expert Bret Updates and Reperi Education Economic Sector A AGRICULTURE FORESTRY AND FISHI Field of 7 Health and Welfare
46. Report Details Request Date 13 12 2011 14 13 43 Receive Date 13 12 2011 14 27 25 Hash code 1DED629B3AE7DD15 Report Language BE3 English EN Status PENDING Mobility 1 r Languages Used CS Czech r Preparation Have you done any preparatory activities Yes Explain how you have prepared yourself for this Mobility with reference to text linguistic courses attended choice of host country and organisation host country culture and work organisation etc Language preparation received enabled me to cope with everyday situations To a very small extent Language preparation received helped me to work in my occupational area To a very small extent I received the necessary information to get integrated into my new To a very small extent environment Overall satisfaction regarding preparation To a very small extent Please describe the type of preparation provided to you linguistic courses text host country cultural information work organisation etc r Content I was given proper help to find a suitable host organisation To a very small extent Tha armanicatina scharn I teninad liarla mat mar teninina nande 5 Read the report There are three options you can take a If you want to accept the report click Accept Reject Re Request Back window An automated email will be sent to the participant informing him her that the the Accept link in the top of the re
47. T PON click on Request report on the top of the table enon O Last Name First Name Last ead date Report etatus Mabilitios 2 FirstName 31 03 2012 EMAL NOTIFIED Add New Motility Hote Recening Country Recering Partner Start ame Ena date PORTUGAL Partner no 0110172011 01 02 7001 D ESTONIA Hoar Orgasisanon 02 01 2012 31 03 2012 m lane 14 12 2011 08 01 7012 EMAIL NOTIFIED 1 o Add New Motdey Recaro Country Recetving Partner Start aste Las date IRELAND Host Organisation 14 12 7011 08 01 2032 oO D form will appear where a report language selection and additional be made Please note that the list of mobility experiences for which the reports have been requested is presented on top of the form Batch Participant Report Request for 2011 1 BE3 LEOO1 00001 For the following Mobility Experiences a new Participant Report Request is going to be created Last Name LastName Jones First Name FirstName Jane First start date 01 01 2011 14 12 2011 Last end date 01 02 2011 08 01 2012 Report status EMAIL NOTIFIED NONE Report Language BE3 English EN N A Choose the language in which you wish the Report to be genearated in and fill in your message to the participant Upon submission of the form the PDF Report file will be generated and the participant will be notified via email that his report is ready for downloading Report Language BE3 English EN Request Comment Your message will be inserted
48. Vorpommern DEQ NIEDERSACHSEN DE91 Braunschweig DE92 Hannover DE93 Luneburg DE94 Weser Ems DEA NORDRHEIN WESTFALEN DEA D sseldorf Page 107 of 125 Code Country Region Description DEA2 K ln DEA3 Munster DEA4 Detmold DEA5 Arnsberg DEB RHEINLAND PFALZ DEB1 Koblenz DEB2 Trier DEB3 Rheinhessen Pfalz DEC SAARLAND DECO Saarland DED SACHSEN DED1 Chemnitz DED2 Dresden DED3 Leipzig DEE SACHSEN ANHALT DEEO Sachsen Anhalt DEF SCHLESWIG HOLSTEIN DEFO Schleswig Holstein DEG TH RINGEN DEGO Th ringen DEZ EXTRA REGIO DEZZ Extra Regio DENMARK DKO1 Hovedstaden DKO2 Sjeelland DKO3 Syddanmark DK04 Midtjylland DKO5 Nordjylland DKZZ Extra Regio ESTONIA EEOO Eesti EEZZ Extra Regio SPAIN ES11 Galicia ES12 Principado de Asturias ES13 Cantabria ES21 Pais Vasco ES22 Comunidad Foral de Navarra ES23 La Rioja ES24 Aragon ES30 Comunidad de Madrid m U m ep Page 108 of 125 Code Country Region Description ES41 Castilla y Le n ES42 Castilla La Mancha ES43 Extremadura ES51 Catalu a ES52 Comunidad Valenciana ES53 Illes Balears ES61 Andaluc a ES62 Regi n de Murcia ES63 Ciudad Aut noma de Ceuta ES64 Ciudad Aut noma de Melilla ES7O Canarias ESZZ Extra Regio FINLAND FI13 It Suomi FI18 Etel Suomi FI19 L nsi Suomi FI1A Pohjois Suomi FI20 land FIZZ Extra Regio FR FRANCE FR10 lle de France FR21 Champagne Ardenne FR22 Picardie FR23 Haute Normandie FR24 Centre FR25 Basse Normandie FR26 Bourgogne
49. Worcestershire and Warwickshire Page 113 of 125 Code Country Region Description UKG2 Shropshire and Staffordshire UKG3 West Midlands UKH EAST OF ENGLAND UKH1 East Anglia UKH2 Bedfordshire and Hertfordshire UKH3 Essex UKI LONDON UKI1 Inner London UKI2 Outer London UKJ SOUTH EAST ENGLAND UKJ1 Berkshire Buckinghamshire and Oxfordshire UKJ2 Surrey East and West Sussex UKJ3 Hampshire and Isle of Wight UKJ4 Kent UKK SOUTH WEST ENGLAND UKK1 Gloucestershire Wiltshire and Bristol Bath area UKK2 Dorset and Somerset UKK3 Cornwall and Isles of Scilly UKK4 Devon UKL WALES UKL1 West Wales and The Valleys UKL2 East Wales UKM SCOTLAND UKM2 Eastern Scotland UKM3 South Western Scotland UKM5 North Eastern Scotland UKM6 Highlands and Islands UKN NORTHERN IRELAND UKNO Northern Ireland UKZ EXTRA REGIO HR CROATIA HRO2 Sredisnja i Istocna Panonska Hrvatska TR TURKEY TR1 ISTANBUL TR11 Istanbul TR10 Istanbul TR2 BATI MARMARA TR21 Tekirdag Page 114 of 125 Code Country Region Description TR22 Balikesir EGE 4 I oO TR4 DOGU MARMARA TR5 BATI ANADOLU TR7 ORTA ANADOLU TR8 BATI KARADENIZ TR9 DOGU KARADENIZ TRA KUZEYDOGU ANADOLU TRB2 Van TRC GUNEYDOGU ANADOLU TRC1 Gaziantep TRC2 Sanliurfa TRC3 Mardin SWITZERLAND CHO1 Region l manique CHO2 Espace Mittelland CHO3 Nordwestschweiz CH04 Zurich CHO5 Ostschweiz CHO6 Zentralschweiz O I Page 115 of 125 Code Country Region Descripti
50. YYY No special formatting required It must be a valid email format i e name domain com Email Yes The email field must be unique as this is the participant identifier field No special formatting required Regen ve CN Y Is Accompanying Y Please refer to Appendix for the list of codes Person Y es es With Special Needs Please refer to Appendix for the list of codes Type of participant Please refer to Appendix for the list of codes IVT Participant Type Please refer to Appendix for the list of codes c Please save your file in comma separated values file format CSV in Excel Page 17 of 125 7 Once the file is filled in you can import the data Navigate to Participants click Import from a file click Browse and select your CSV file 3 Import the file Browse_ Cancel Submit 8 Click Submit a If you data contain some fields in incorrect format or some fields are missing you will be informed about this fact on the next page A valid reference data will be displayed as well At this stage you can either go back to fix the issue and submit the file again or cancel the process b If your data had correct format a message will be displayed informing you how many participants will be added and how many participants will be updated Click Yes to continue the process You will be redirected to Participants page that will show the result of the import c If you already had participant
51. Yes button Confirmation Request for a new report was sent will be displayed In a few minutes status of the report will change to Requested Updates and Reports for 201 1 1 BE3 LEOO1 00001 10 11 12 13 14 Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update ID Update Time Reporting Actions Beneficiary Report File Request Status 125 Apr 26 2011 16 36 00 Prepare New Report Total Pages 1 Click the Download PDF link to download and save the report To open the report Adobe Acrobat Reader software is required It is advisable to save the report on a computer local hard drive Review the report and provide answers to all required questions in the form Scroll to the bottom of the report and click the Validate button This action will check if all required fields have been filled in Once completed click the Submit online to send the report to your National Agency This action requires Internet connection lf needed print the report by clicking the Print form button on the bottom of the form 10 2 Beneficiary form submission deadline Beneficiary forms follow the same rules for submission deadlines as participant reports Please refer to 7 5 Participant forms submission deadline for more information Page 79 of 125 10 3 Final Beneficiary Report discrepancies It may happen in your project that some mobilities don t have a travel and subsistence
52. aiting materials C20 Manufacture of chemicals and chemical products C21 Manufacture of basic pharmaceutical products and pharmaceutical preparations C22 Manufacture of rubber and plastic products C23 Manufacture of other non metallic mineral products C24 Manufacture of basic metals C25 Manufacture of fabricated metal products except machinery and equipment C26 Manufacture of computer electronic and optical products C27 Manufacture of electrical equipment C28 Manufacture of machinery and equipment n e c C29 Manufacture of motor vehicles trailers and semi trailers C30 Manufacture of other transport equipment C31 Manufacture of furniture C32 Other manufacturing C33 Repair and installation of machinery and equipment D ELECTRICITY GAS STEAM AND AIR CONDITIONING SUPPLY D35 Electricity gas steam and air conditioning supply E WATER SUPPLY SEWERAGE WASTE MANAGEMENT AND REMEDIATION ACTIVITIES E36 Water collection treatment and supply E37 Sewerage E38 Waste collection treatment and disposal activities materials recovery E39 Remediation activities and other waste management services F CONSTRUCTION F41 Construction of buildings Page 103 of 125 Code Description F42 Civil engineering F43 Specialized construction activities G WHOLESALE AND RETAIL TRADE REPAIR OF MOTOR VEHICLES AND MOTORCYCLES G45 Wholesale and retail trade and repair of motor vehicles and motorcycles G46 Wholesale trade except of motor vehicles an
53. amma s voor Onderwijs Opleiding en National Agency Samenwerking Agentschap Helpdesk Contact 32 mobilitytool Your National Agency 3 2 Changes to project details Note In Mobility Tool you can change partner mobility participant or budget information see further sections for details All other project information i e project title National Agency project ID project activity periods cannot be changed in the tool To request changes to these project details please contact the National Agency helpdesk National Agency s amendments to the projects are displayed in the Updates and Reports section of the tool but the updated information will not change directly in the project It is beneficiary organisation s duty to look at the list of the changes displayed in the Updates and Reports section and change the project data accordingly Any National Agency s amendments to projects are communicated by automated email sent by the Mobility Tool to the beneficiary organisation contact persons To display National Agency changes to the projects follow the steps below 1 Login to the Mobility Tool 2 Click the project grant agreement number to see the project details 3 Click the Updates and Reports button in the menu as presented below Page 11 of 125 User Status Log out Legal notice European Commission A ili BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerkin A Mobility t
54. anization 117 Intermediary Partner Yes Please refer to code list tables Commercial Orientation 118 Intermediary Partner Scope Yes Please refer to code list tables 119 Intermediary Partner Legal Yes Please refer to code list tables Status 120 Intermediary Partner Economic Yes Please refer to code list tables Sector 121 Intermediary Partner Size Staff Yes Please refer to code list tables 122 Intermediary Partner Size Yes Please refer to code list tables Trainees Page 88 of 125 Field Name Mandatory Characteristics 123 Intermediary Partner VAT No Text with length less than 255 characters Number 124 Is Intermediary Partner Able to Yes Please refer to code list tables Recover VAT 125 Intermediary Partner LEO No Text with length less than 255 characters Certificate Number 126 Intermediary Partner Telephone No Text with length less than 255 characters 127 Intermediary Partner Fax No Text with length less than 255 characters 128 Intermediary Partner Email Text with length less than 255 characters Email address format check 129 Intermediary Partner Website No Text with length less than 255 characters 130 Intermediary Partner Legal Yes Text with length less than 255 characters Address 131 Intermediary Partner Postal Yes Text with length less than 255 characters Code 132 Intermediary Partner City Yes Text with length less than 255 characters 133 Intermediary Partner Country Yes Please refer to code lis
55. ant under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects Total Pages 1 1 In the Mobility Tool you will be able to provide all the information on a your projects identify participants and mobilities complete and Your National Agency update budget information generate and follow up participant reports and also generate and submit your own report s to your Name BE3 Europese Programma s voor Onderwijs Opleiding en National Agency Samenwerking Agentschap Helpdesk Contact 32 mobilitytool 2 Click the project s grant agreement number to see the project details Page 10 of 125 User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerkine My Home Welcome Beneficiary Test User About the tool List of the Projects Mobility Tool is the system for the management of mobility projects that receive an EU grant under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects Total Pages 1 1 in the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and also generate and submit your own report s to your Name BE3 Europese Progr
56. arch Clear Filters Import Export A Last Name First Name First start date Last end date Report status Mobilities T Q LASTNAME FirstName 01 01 2011 31 03 2012 EMAIL NOTIFIED 2 A List of Mobilities for this Mobility Experience Add New Mobility Mobility ID Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 mM BULGARIA ESTONIA Host Organisation 02 03 2012 31 03 2012 m Last Name First Name First start date Last end date Report status Mobilities E JONES Jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 a List of Mobilities for this Mobility Experience Add New Mobility Mobility ID Sending Country Receiving Country Receiving Partner Start date End date LIECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 E 7 1 Data export The data export part of the Import Export page is highlighted on the screenshot below import Please select an Import file for Mobilities Choose File No file chosen Import Cancel When exported data from the Mobility Tool projects is saved in CSV file format Semicolon is used as a default field separator The file is exported in UTF 8 character encoding standard The exported file may be used for data import under the condition that all mandatory fields are not empty This is due to partner and mobility ID fields which may not be provided while entering the da
57. articipant Reports have already been submitted and approved or not Below there is a table with as many lines as project updates Beneficiary report can only be prepared from the last update The status of the report is shown Page 77 of 125 User Status Log out Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerkt gt My Home gt Project Updates Updates and Reports for 201 1 1 BE3 LEOO1 00001 Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update ID Update Time Reporting Actions Beneficiary Report File Request Status Report Type 125 Apr 26 2011 16 36 00 Prepare New Report Download PDF DOWNLOADED 1261 FINAL 125 Apr 26 2011 16 36 00 Report Request Expired Expired REQUESTED 1041 FINAL Total Pages 1 1 5 Click the Prepare New Report link a lf there is no budget defined for mobilities a message This project has Mobilities with O zero budgets A link to go to Total Budget will be displayed b lf a project budget goes over the contractual budget amount a warning will be displayed Also a link to Total Budget will be provided to align the budget values with the budget agreed in the contract lf for any reason the contractual budget values are incorrect please contact you National Agency 6 Choose the language of the report You can only select among the languages approved by your
58. budget defined or you forget to create mobilities for some participants or simply your budget goes over the contracted amount Neither of these problems can stop you from filling in and submit your report to your National Agency The Mobility Tool will display these warnings during the process of final beneficiary report creation and will allow you to fix it if required Otherwise you can simply click Yes button in answer to Do you want to continue with the report generation Below is an example of the above mentioned situation where there are participants without mobilities some mobilities without budget and the budget goes beyond the contracted amount Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update ID Update Time Reporting Actions Beneficiary Report File Request Status Report Type 125 Apr 26 2011 16 36 00 Prepare New Report Download PDF DOWNLOADED 1261 FINAL The project has participant s without mobilities Click to go to Mobility Experiences e This project has Mobilities with O zero budgets Click to go to Mobility Budget e Total Budget 33200 00 is greater than Approved Budget 24360 00 Click to go to Total Budget Do you want to continue with the report generation Choose the report language BE3 English EN v Auth to sign agreement Clara Choose the Beneficiary Contact Person you want to show on the report Name Department Position Email Beneficiary Test USER N
59. cation ISCED 1 3 Primary and secondary Primary and secondary education education ISCED 2 3 Secondary education Secondary education ISCED 4 Post secondary non ISCED 4 captures programmes that straddle the boundary tertiary education between upper secondary and post secondary education from an international point of view even though they might clearly be considered as upper secondary or post secondary programmes in a national context ISCED 4 programmes can considering their content not be regarded as tertiary programmes They are often not significantly more advanced than programmes at ISCED 3 but they serve to broaden the knowledge of participants who have already completed a programme at level 3 Typical examples are programmes designed to prepare students for studies at level 5 who although having completed ISCED level 3 did not follow a curriculum which would allow entry to level 5 i e pre degree foundation courses or short vocational programmes Second cycle programmes can be included as well ISCED 4 UND unduplicated Post secondary unduplicated ISCED 4GEN general programmes Post secondary general programmes ISCED 4PV pre vocational Post secondary pre vocational programmes programmes ISCED 4VOC vocational programmes Post secondary vocational programmes ISCED 4GPV general and pre Post secondary general and pre vocational programmes vocational programmes ISCED 4VPV pre vocational and Post secondary pre vocational and vocatio
60. ct update the highest position on the list go t European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap roject es My Home p Updat Updates and Reports for 2011 1 BE3 LEOOI _ Home Project Details Parmers Participants Mobility Experiences Budger Updates and Repons 00001 Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update ID date Time Reporting Actions Beneficiary Report File Request Status 125 Prepare New Report Download PDF REQUESTED 1041 Total Pages 1 5 Report start date and Report end date values are displayed in Submission Data section on top of the screen European Commission Mobility tool BE3 Europese Programma s voor My Home Project Updates Project Update Details Project Update ID 125 Apr 26 2011 16 36 00 Home Project Details Partners Particioants Mobility Experiences Budget Updates and Reports for 2011 1 BE3 LEOO1 00001 General Information Submission Data Europese Programma s voor Sub programme Leonardo da Vinci National Agency Onderwijs Opleiding en Samenwerking Agentschap LEONARDO DA VINCI IVT Initial Action Vocational Training Call year zur Grant Agreement No 2011 1 BE3 LEOO1 00001 Report start date 2011 03 08 Project Title national language Project Title Report end date 2013 05 07 8 6 How to print participant report form
61. d has been updated successfully will be displayed Page 19 of 125 5 Partners 5 1 How to display list of partners 1 Login to the Mobility Tool 2 Click the project grant agreement number to see the project details User Status Log out Legal notice European Commission y Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home Welcome Beneficiary Test User About the tool List of the Projects Mobility Tool is the system for the management of mobility projects 2011 1 BE3 LEOO1 00001 that receive an EU grant under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects Total Pages 1 1 in the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and also generate and submit your own report s to your Name BE3 Europese Programma s voor Onderwijs Opleiding en National Agency Samenwerking Agentschap Helpdesk Contact 32 mobilitytool Your National Agency 3 Click the Partners button in the menu as shown on the screen shot below User Status European Commission Mobi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Project Details Home Project De
62. d motorcycles G47 Retail trade except of motor vehicles and motorcycles H TRANSPORTATION AND STORAGE H49 Land transport and transport via pipelines H50 Water transport H51 Air transport H52 Warehousing and support activities for transportation H53 Postal and courier activities ACCOMMODATION AND FOOD SERVICE ACTIVITIES 155 Accommodation 156 Food and beverage service activities J INFORMATION AND COMMUNICATION J58 Publishing activities J59 Motion picture video and television programme production sound recording and music publishing activities J60 Programming and broadcasting activities J61 Telecommunications J62 Information technology service activities J63 Information service activities L68 Real estate activities M69 Legal and accounting activities M70 Activities of head offices management consultancy activities M71 Architectural and engineering activities technical testing and analysis M72 Scientific research and development M73 Advertising and market research M74 Other professional scientific and technical activities M75 Veterinary activities N77 Rental and leasing activities N78 Employment activities N79 Travel agency tour operator and other reservation service and related activities N80 Security and investigation activities Page 104 of 125 Code Description N81 Services to buildings and landscape activities PRODUCING ACTIVITIES OF HOUSEHOLDS FOR OWN USE Page 105 of 125 4 Countries and Reg
63. d musicology 2122 Performing arts 213 Audio visual techniques and media production 214 Design 215 Craft skills 219 Arts others 22 Humanities 220 Humanities broad programmes 221 Religion 222 Foreign languages 2221 Modern EC languages 2222 General and comparative literature 2223 Linguistics 2224 Translation interpretation 2225 Classical philology 2226 Non EC languages 2227 Less widely taught languages 2228 Regional and minority languages 2229 Others Languages and philological sciences 223 Mother tongue 224 History philosophy and related subjects 225 History and archaeology 226 Philosophy and ethics 229 Humanities others 3 Social sciences Business and Law 31 Social and behavioural science 310 Social and behavioural science broad programmes 311 Psychology 312 Sociology and cultural studies 313 Political science and civics 314 Economics 317 Anthropology Page 93 of 125 Code Acronym Description 318 Development studies 319 Social and behavioural science others 32 Journalism and information 321 Journalism and reporting 3211 Radio TV Broadcasting 322 Library information archive 3221 Documentation archiving 3222 Museum studies conservation 329 Journalism and information others 34 Business and administration 340 Business and administration broad programmes 341 Wholesale and retail sales 342 Marketing and advertising 343 Finance banking insurance 344 Accounting a
64. e Project ID Sending Sending Partner Sending Partner Sending Partner Partner ID Legal Name Legal Address Postal Code 2011 1 a A a a EE Leonardo da a LEO01 00001 Organisation Vinci 1 2011 1 C CEN C ES CI Leonardo da E LEOO1 00001 Organisation Vinci 10 Please notice different address of the beneficiary organisation in the last row Being the last entry in the imported data file Sending Partner Legal Address will contain value Rue Leonardo da Vinci 10 not Rue Leonardo da Vinci 1 as used in another entry The following example illustrates the similar behaviour Project ID Sending Sending Partner Sending Partner Sending Partner Partner ID Legal Name Legal Address Postal Code 2011 1 a a u 1 ME Leonardo da LEOO1 00001 Organisation Vinci 1 2011 1 CO C a El CO Leonardo da LEOO1 00001 Organisation Vinci 10 Page 51 of 125 Project ID Sending Sending Partner Sending Partner Sending Partner Partner ID Legal Name Legal Address Postal Code 2011 1 EEE A a E MEN Leonardo da a LEO01 00001 Organisation Vinci 1 Please notice the beneficiary organisation data will change twice during the import process Once the Sending Partner Legal Address will be changed from Rue Leonardo da Vinci 1 to Rue Leonardo da Vinci 10 and then at the very last row the address will be changed back to its original value of Rue Leonardo da Vinci 1 More scenarios will be discussed in following chap
65. e Data presented in the screenshots is not a production data This document is valid only for Mobility Tool website version specified on the title page of the document Page 5 of 125 Document history 21 June 2011 First version of the document 10 October 2011 e Added numbered chapters Fixed MTBHD 84 page numbering Fixed MTBHD 82 clarification on Changes to project details section Added MTBHD 80 values for participant beneficiary status report in paragraph 7 2 Fixed MI BHD 79 note text field cut Changed page numbering style All paragraphs reviewed and changed accordingly to changes in the Mobility Tool application layout and functionality 28 November 2011 Improved wording Changed font size Added screenshots Changed document version accordingly to Mobility Tool version 2011 11 28 Added more information about ECAS logging process Added section 7 2 How to request many participant reports at once Modified partner registration process Added Acknowledgements section 02 February 2012 MTBHD 542 change in ECAS domain description details MTBHD 539 added information about beneficiary and participant form expiration MTBHD 537 added extra information on budget updates MTBHD 527 added information on Adobe Acrobat Reader troubleshooting of the NotAllowedError during form submission MTBHD 477 added information on form printing 30 March 2012 MTBHD 598 Change in sect
66. e top menu A list of existing mobility experiences will be displayed 4 Using the tick box on the left select mobility experience you wish to delete Page 44 of 125 Request raport impor Export EQ 01 01 2011 soseo EMAIL NOTHED A VON OO EMALNOTIRED Ads New Moby Diete 6 A confirmation The record has been deleted successfully will be displayed Page 45 of 125 7 Import and export of data In this chapter you will find details regarding import of partner participant and mobility data as well as information regarding export of data from the Mobility Tool The main purpose of data import is to enable beneficiaries of big projects to quickly enter large amount of data into the application in a single step Other purpose of the import functionality is synchronisation between an external used by the beneficiary tool with the Mobility Tool Data import export feature are available from Mobility Experiences page as presented on the screenshot User Status Log out Legal notice European Commission a M obi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap eZ O CIL My Home gt Mobility Experiences Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports List of Mobility Experiences for 201 1 1 BE3 LEOO1 00001 New Mobility Experience Advanced Se
67. ease read remarks regarding software at the end of this chapter and fill in all required fields taking into consideration the list of codes at the end of this document and format of the fields please pay special attention to the date Page 54 of 125 format and ID codes described earlier In sending organisation part of the template file you use data of your own organisation making sure that Sending Partner ID contains value BEN Minimum 79 out of 147 fields must be filled in You save the file in CSV format and import the file via the website The result is following 1 Minimum one new partner is created with the partner ID and partner details specified in the import file sending and receiving partner Minimum one participant is added to the list of participants Minimum one mobility is created Notice that in this case your beneficiary organisation was used as the sending organisation You may also notice that unless you entered your organisation and your organisation contact person details exactly as they were on the website the organisational or contact person data is updated Please refer to the next scenario for more details on how to update data using the import process Scenario 3 data import to project with mobilities adding new and updating existing information entered via graphical user interface Let s assume you already worked with your project using the graphical user interface GUI of the Mobility Tool
68. ed Fi 1350 00 Perbeipants Wih Specel Merda in 0 00 Accompanying Parone o 0 00 Total 2 Total Budget 33700 00 4 Participants 4 1 How to display list of participants 1 Login to the Mobility Tool 2 Click the project grant agreement number to see the project details 3 Click the Participants button in the menu as shown on the screen shot European Commission is Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking User Status My Home gt Project Details Home Project Details Partners _Panicipams Project Details for 201 1 1 BE3 LEO01 00001 Context amp Period Project Identifiers amp Summary Sub programme LEONARDO DA VINCI Grant Agreement No 2011 1 BE3 LEOO1 00001 Action LEONARDO DA VINCI IVT Initial Vocational Training National ID 1234 Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name Beneficiary Organisation End of activity 4 A list of all participants will appear The list will display a title first and last name gender yes no for special needs yes no for participant type accompanying person or not and participant s email address You may need to click the green loupe ES next to the participant s name to see more details Page 14 of 125 User Status Log out Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs
69. eering 529 Engineering and engineering trades others 54 Manufacturing and processing 540 Manufacturing and processing broad programmes 541 Food processing 542 Textiles clothes footwear leather 543 Materials wood paper plastic glass 544 Mining and extraction 549 Manufacturing and processing other 58 Architecture and building 581 Architecture and town planning 5811 Architecture 5812 Interior design 5813 Urban planning 5814 Regional planning 5815 Landscape architecture Page 96 of 125 Code Acronym Description 5816 Transport and traffic studies 582 Building and civil engineering 5821 Materials science 589 Architecture and building others 6 Agriculture and Veterinary 62 Agriculture forestry and fishery 620 Agriculture forestry and fishery broad programmes 6201 Agricultural economics 6202 Food science and technology 6203 Tropical Subtropical agriculture 621 Crop and livestock production 622 Horticulture 623 Forestry 624 Fisheries 629 Agriculture forestry and fishery others 64 Veterinary 641 Veterinary 6411 Animal husbandry Health and Welfare 72 Health 720 Health broad programmes 721 Medicine 7211 Psychiatry and clinical psychology 7212 Public health 7213 Medical technology 7214 Medicine and Surgery 722 Medical services 723 Nursing and caring 724 Dental studies 725 Medical diagnostic and treatment technology 726 Therapy and rehabilitation Ted Pharmacy 729
70. et information to generate participant reports and to generate their own reports to be sent to their National Agency 1 2 Mobility Tool users The users of Mobility Tool are e Beneficiary organisations main users of the tool responsible for entering mobility project details participants and budget information creating reports e National Agencies generating controlling and monitoring project information e DG EAC system owner and central administrator of the tool e Participants of the LLP mobility projects participants don t use Mobility Tool directly only the PDF reports generated by the tool 2 How to login to Mobility Tool Mobility Tool can be accessed using the following URL address https webgate ec europa eu eac mobility In order to login to the Mobility Tool you need to have 1 an ECAS account and 2 be registered in Mobility Tool For 1 please read the ECAS User Manual document for more information on registration and how to obtain a login name and password For 2 if your email address was provided in project information you will gain access automatically Otherwise please contact your National Agency for support The ECAS login page is shown below Page 8 of 125 Contact Search Legal notice Privacy Statement English en Y eo EUROPEAN COMMISSION AUTHENTICATION SERVICE ECAS New password Sign Up Help Login Not registered yet Is the selected domain correct External it a
71. file for Mobilities Choose File No file chosen Import Import did not succeed 0 mobilities imported Failed to import mobilities Unable to process your CSV file see 201 1 1 BE3 LEOO1 00001 error 303E4417 F2C9 0652 33B41AA474636479 csv for more details Cancel As it was already mentioned earlier unless all data in the imported file is correct nothing will be stored in the Mobility Tool All or None approach Every time an error is found in the analysed data a log file is generated by the system Log file can be downloaded by clicking on the link in the error message on the website The error log file has almost exactly the same structure as the imported file it contains field headers and their specifics whether the field is mandatory or a code must be used with additional field at the beginning of the file Row Line The other difference is that instead of data it contains an error that is linked to a specific field in a specific row of the imported file Using the row number and error in the specified field is easy to locate the problematic entry in the imported data file 7 2 5 The most important rules for successful data import Following is a non exhaustive list of example requirement for successful data import File must be of the CSV format Project agreement number must be the same as the active project on the website Partner ID and Mobility ID must be provided Page 57 of 125 Mobili
72. form will be displayed Fill in all required fields marked with the red asterisk Same address as Partner Organisation Tule Legal Address First Name Postal Code Last Name cny Department Country Select country Position Region Mobile fax Email Preferred contact j Partners List Cancel Sow 7 You may use Same address as Partner Organisation option to fill in the contact person address using the beneficiary organisation address Tule First Name Last Name Department Position Mobile Email Preferred contact Y Panners List Cancel Save 8 If you want this person to be a preferred contact person in this organisation select Preferred contact option If you select this option the contact person details will be displayed on the Partners page Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name cny Department Country Select country Position Region Mobile fax Partners List Cancel Sam 9 Click the Save button A confirmation that the new partner contact has been created will be displayed Record created successfully Page 26 of 125 5 6 How to add partner organisation contact person 1 Repeat the steps from 5 1 How to display a list of partners paragraph 2 Click the name of the organisation you want to add a contact to Filter by columnas Preferred contact Benefici Partner 10 ar of Organisation Ma
73. he information on your projects identify participants and mobilities complete and update budget information generate and follow up participant reports and also generate and submit your own report s to your Name BE3 Europese Programma s voor Onderwijs Opleiding en National Agency Samenwerking Agentschap Helpdesk Contact 32 mobilitytool Your National Agency 11 2 Troubleshooting of the most common issues 11 2 1 Issues when submitting beneficiary or participant forms using Adobe Acrobat Reader NotAllowedError During the form submission it may happen that a following error is displayed in the form NotAllowedError Security settings prevent access to this property or method If this happens please follow these steps 1 Make sure the computer is connected to Internet 2 If the computer has a proxy connection indirect access to Internet make sure proxy configuration is properly saved in system settings for Windows it s Internet Options in Control Panel 3 When the error appears there will be an additional message bar on top of the Adobe Acrobat Reader window with the following message Some features have been disabled to avoid potential security risks Only enable these features if you trust this document 4 Select Options button on the message bar on the right and choose option Always trust this document Page 81 of 125 5 A window will be shown asking to save the document and the form will re o
74. he pencil icon to edit your organisation and enter value for Partner ID field as presented in the screenshot below For the purpose of a demonstration value BEN was entered in the Partner ID field Beneficiary Organisation Partner Details for 2011 1 BE3 LEOO1 0000 Partner Details Full Legal Name national language Full Legal Name Latin Beneficiary Organisation characters Partner ID BEN Beneficiary Organisation Acronym BO National ID if requested by NA Type of Organisation ASC OTH Other types of Association v Commercial Orientation NP Not for Profit v Scope N national v Legal Status PB public v Economic Sector P85 32 Technical and vocational secondary education v Size Staff S7 staff more than 5 000 v Size Trainees R7 more than 5 000 v VAT Number Is the organisation able to recover VAT Yes No N A O Leonardo Certificate No Address amp Contact Information Telephone 1 Legal Address Brussels Str 3 Telephone 2 Postal Code 1000 Fax City Brussels Email Country BE BELGIUM v Web Region BE10 R gion de Bruxelles Capitale Brussels Ho v Cancel Save Next you open section Mobility Experiences click import Export button and download the exported data The file is almost empty contains only the field names and their specification it does not contain any project data You open the file in a program of your choice pl
75. he request You will be redirected to the list of participant report request Please note the newly created report request is listed with its current status most likely REQUESTED Reports Requests FirstName LastName for 2011 1 BE3 LEO01 00001 Request New Report ID Status Request Date Receive Date PDF File Report Language 1328 REQUESTED 13 12 2011 14 04 20 Not avaliable BE3 English EN Total Pages 1 8 Once the system generates a PDF file the status will change to EMAIL NOTIFIED That means an email with a link to PDF file has been sent to the participant Please check 7 4 How to check the status of the participant report paragraph for more details on participant report status Reports Requests FirstName LastName for 201 1 1 BE3 LEOO1 00001 Request New Report ID Request Date Receive Date PDF File Report Language 1328 EMAIL NOTIFIED 13 12 2011 14 04 20 Download PDF BE3 English EN Total Pages 1 1 9 Please note that as a beneficiary you can download participants report using the Download PDF link on the Report Requests page You can use this link in case participant didn t receive or deleted the automated notification about report request This link will always provide a copy of an empty PDF file Reports Requests FirstName LastName for 201 1 1 BE3 LEOO1 00001 Request New Report ID Status Request Date Receive Date PDF File Report Language 1328 EMAIL NOTIFIED
76. he system and the imported data doesn t contain changes to neither partner mobility nor participant information no data is changed It is important to mention that whilst it is not possible to delete data from the Mobility Tool using the import functionality it is possible to duplicate the existing information More details on this topic can be found in next paragraphs In order to import data into the Mobility Tool two conditions must be met imported file must have a proper structure and imported data must meet required conditions The data import section of the Import Export page is highlighted on the screenshot below Import Please select an Import file for Mobilities Choose File No file chosen Ex port Export Mobilities and the associated Partners information Cancel Page 47 of 125 Please notice that data import is resource heavy process and depending on size of the imported file may take some time to finish Every import process always generates system response in both successful and unsuccessful cases Examples of these messages are presented below In case of success the message might look as following Import Please select an Import file for Mobilities Choose File No file chosen Import Import succeeded Successfully imported 8 mobilities Cancel The failed import process may be signalled by the following system message Import Please select an Import f
77. ile for Mobilities Choose File No file chosen Import Import did not succeed O mobilities imported Failed to import mobilities Unable to process your CSV file see 2011 1 BE3 LEQO1 00001 error 303E4417 F2C9 0652 33B41AA474636479 csv for more details Cancel Important Please note that unless all data in the imported file is correct nothing will be imported by the Mobility Tool This can be described as All or None approach to the import process 7 2 1 Data file template file structure The best way to ensure the correct file structure of the imported file is to use a template from the Mobility Tool website The template can be obtained by going to Mobility Experience page clicking Import Export button marked on the screenshot in one of the previous paragraphs and clicking Export Mobilities and the associated Partners information This function will download all project information in case of a new project with no mobilities the template will contain only the field headers Page 48 of 125 The file is organised the way that all header fields are located in the first row of the file second row contains field requirements described below and data rows start from the third row One data row equals one mobility information participant mobility details partner details budget etc Please note that even if you use only one sending or receiving partner you need to enter the partner organisati
78. into the notification email message to the Participant Characters typed limit 250 5 Click Request Back Request New Report New Report A confirmation message will be displayed 2 Participant Report Requests are created successfully Please note the change of report status on the list of mobility experiences Page 63 of 125 Last Name LASTNAME List of Mobilities for this Mobility Experience Sending Country BELGIUM u JONES Last Name First Name FirstName Receiving Country PORTUGAL First Name Jane First start date 01 01 2011 Receiving Partner Partner no 1 First start date Last end date Report status Mobilities 01 02 2011 REQUESTED 1 Add New Mobility Delete Start date End date 01 01 2011 01 02 2011 rn Last end date Report status Mobilities 14 12 2011 08 01 2012 REQUESTED 1 List of Mobilities for this Mobility Experience Add New Mobility Jelete Sending Country Receiving Country Receiving Partner Start date End date LIECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 8 3 How to approve reject or re request participant reports 1 Follow the steps from 6 2 How to display mobility experience details paragraph 2 Click the Report Requests tab A list of report requests will be displayed A report that is in status Pending is ready to be approved rejected or re requested Mobility Experiences Reports Requests Reports Requests F
79. ion 3 2 changes to project details Change in font size throughout the document Change in screenshot sizes max 14cm in width 30 May 2012 e MTBHD 865 Change in ECAS screenshot due to ECAS GUI redesign Page 6 of 125 30 August 2012 e Small changes in the text e GUI language selector description added Participant batch import section added Mobility experience advanced search description added e CSV in Excel troubleshooting added e Added Mobility Tool versioning 17 October 2012 e Change of logo of the European Commission 11 January 2013 e Added Annex and II List of import field and list of reference codes used for Mobility Tool import function e Changes in Partner page sections e Changes in Mobility Experience page sections e Changes in Participant Reports page sections e Replaced the yellow Note sections e Added data import export section e Small changes throughout the entire document Page 7 of 125 1 General Introduction 1 1 Description The Mobility Tool is a web platform tool for collaboration management and reporting for mobility projects under the Lifelong Learning Programme LLP of the European Commission It is developed by the European Commission to be mainly used by the beneficiaries of mobility projects The users of the Mobility Tool will be able to provide all the information of the projects they manage They will be able to identify participants and mobilities to complete and update budg
80. ion tertiary level V4 No Host EEE Vocational training institute A tertiary level A Q Na EESE ar SEEN Vocational training institute ee eet tertiary level Va No ee Other types of Association me LASTN 90000 BELGIUM 3 A partner details form will appear Fill in all required fields marked with the red asterisk Page 22 of 125 Partner Details Full Legal Name national language Full Legal Name Latin characters Partner ID Acronym National ID if requested by NA Type of Organisation v Commercial Orientation Scope X Legal Status v Economic Sector y Size Staff y Size Trainees v VAT Number Is the organisation able to recover VAT S No N A Address amp Contact Information Telephone 1 Legal Address Telephone 2 Postal Code Fax City Email Country Select country y Web Region Cancel Save 4 Click Save to save the details of a new partner Notice the new partner is added to the end of the list of partners Any new partner will always have No value in the Beneficiary column in the list Project Partners for 201 1 1 BE3 LEOO1 00001 Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country v v General search e X E H Search Show 50 v entries Showing 1 to 5 of 5 entries List of Beneficiary amp Partners Preferred contact Beneficiary
81. ionary codes used for data import into Mobility Tool 1 Field Of Education Code Acronym Description 0 General Programmes 01 Basic broad general programmes 010 Basic broad general programmes 0101 Basic programmes 0102 Broad general programmes 0103 Arts and crafts 0104 Music 0105 History 0106 Religion Ethics 0107 Civics 0108 Mother tongue 0109 Foreign language 010a Mathematics 010b Physics 010c Chemistry 010d Biology 010e Geography 010f Environmental education 0109 Health education 010h Sports 010i New technologies 010j Economy and business 010k Vocational subjects 0101 Other basic programmes 010m General programmes with no special subject emphasis 08 Literacy and numeracy 080 Literacy and numeracy 0801 Basic remedial programmes for adults 0802 Literacy 0803 Numeracy 09 Personal skills 090 Personal skills 0901 Argumentation and presentation 0902 Assertiveness training 0903 Communication skills 0904 Co operation Page 91 of 125 Code Acronym Description 0905 Development of behavioural capacities 0906 Development of mental skills 0907 Jobseeking programmes 0908 Public speaking 0909 Self esteem skills 090a Social competence 090b Time management 090c Physical education sport science 090d Leisure studies 090e Home economics nutrition O90f Nautical science navigation 090g Others in other areas of study h Education 14 Teacher training and education science
82. ions Code Country Region Description AUSTRIA AT11 Burgenland A AT12 Niederdsterreich AT13 Wien AT21 Karnten AT22 Steiermark AT31 Ober sterreich AT32 Salzburg AT33 Tirol AT34 Vorarlberg ATZZ Extra Regio BELGIUM BE10 Region de Bruxelles Capitale Brussels Hoofdstedelijk Gewest UU m BE21 Prov Antwerpen BE22 Prov Limburg B BE23 Prov Oost Vlaanderen BE24 Prov Vlaams Brabant BE25 Prov West Vlaanderen BE31 Prov Brabant Wallon BE32 Prov Hainaut BE33 Prov Liege BE34 Prov Luxembourg B BE35 Prov Namur BEZZ Extra Regio BULGARIA BG31 Severozapaden u G BG32 Severen tsentralen BG33 Severoiztochen BG34 Yugoiztochen BG41 Yugozapaden BG42 Yuzhen tsentralen BGZZ Extra Regio CYPRUS CYOO Kypros Kibris CYZZ Extra Regio CZECH REPUBLIC CZ01 Praha CZ02 Stredni Cechy CZ03 Jihozapad CZ04 Severozapad O lt O N Page 106 of 125 Code Country Region Description DE GERMANY DE1 BADEN WURTTEMBERG DE11 Stuttgart DE12 Karlsruhe DE13 Freiburg DE14 T bingen DE2 BAYERN DE21 Oberbayern DE22 Niederbayern DE23 Oberpfalz DE24 Oberfranken DE25 Mittelfranken DE26 Unterfranken DE27 Schwaben DE3 BERLIN DE30 Berlin DE4 BRANDENBURG DE41 Brandenburg Nordost DE42 Brandenburg S dwest DE5 BREMEN DE50 Bremen DE6 HAMBURG DE60 Hamburg DE7 HESSEN DE71 Darmstadt DE72 GieBen DE73 Kassel DE8 MECKLENBURG VORPOMMERN DE80 Mecklenburg
83. irstName LastName for 201 1 1 BE3 LEOO1 0000 Request New Report ID Status Request Date Receive Date PDF File Report Language 1329 PENDING 13 12 2011 14 13 43 13 12 2011 14 27 25 Download PDF BE3 English EN 1328 INVALIDATED 13 12 2011 14 04 20 Download PDF BE3 English EN Total Pages 1 1 a The latest status can also be checked on the list of all mobility experiences page lt is advised however to check each mobility experience individually in case multiple reports were requested 3 Click the report ID or the report status PENDING Reports Requests FirstName LastName for 201 1 1 BE3 LEOO1 00001 Request New Report ID Status Request Date Receive Date PDF File Report Language PENDING 13 12 2011 14 13 43 13 12 2011 14 27 25 Download PDF BE3 English EN 1328 INVALIDATED 13 12 2011 14 04 20 Download PDF BE3 English EN Total Pages 1 1 4 Report data will appear as it was filled in by the participant Page 64 of 125 User Status Log out Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Mobility Experiences gt Mobility Experience Details gt Participant Report Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Report Details FirstName LastName for 2011 1 BE3 LEOO1 00001 Accept Reject Re Request Back r
84. ish to change more values than economic sector field of education and level of education a new mobility experience must be created and the other one removed Please refer to other sections of this document for more information 6 5 How to display mobility details Login to the Mobility Tool Click the project grant agreement number to see the project details Click the Mobility Experiences button in the top menu A list of existing mobility experiences will be displayed 4 The list of mobility experiences will also contain some basic information about each mobility The page will include sending country receiving country receiving partner start date and end date If you wish to see more information please follow the steps below 5 Click the green loupe icon B on the right in the yellow List of Mobilities for this Mobility Experience section underneath the mobility experience details New Mobility Expenance a LAST NAME List of Mobiles for this Mobility Expermntce Nab ny 1D Sending Country BILCHM BULGARIA List of Motilittes for this Mobility Experience Moby ID Sending Country UECHTENS TEN Aavances Search Clear Filters Last Name Receiving Country PORTUGAL ESTONIA Last Name Receteing Country IRELAND n impor Expert a First Name First start date Last end date Report status Mobiles 1 01 2011 03 20 IMAL NOTIFILO 2 A Add Naw Mobility t Receiving Par ner Start Gace Ins date Partner no 01 0
85. lay mobility details paragraph 2 Change the values and click the Update Mobility button to save Note lf you want to change participant s name you need to go to How to edit a participant s details section for more information Page 40 of 125 6 7 How to add new mobility to already existing mobility experience Note It is possible to add a maximum of 6 mobilities per single mobility experience per person This limitation serves situations where participants had to for various reasons break their mobilities therefore their mobilities are no longer covered by only one period This option may also be used in cases where participant travels from one place to another and all his her mobilities must be recorded different budgets certificates etc but they still fall within the same mobility experience criteria lf there are any doubts regarding how mobilities should be recorded please consult your National Agency 1 Login to the Mobility Tool 2 Click the project grant agreement number to see the project details 3 Click the Mobility Experiences button in the top menu User Status Log out Legal notice BE3 English EN European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking ZA Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Project Details for 201 1 1 BE3 LEOO1 00001 My Home g
86. les 18 IVT Participant Type Y Please refer to code list tables es es es es 22 Sending Country Y Please refer to code list tables 21 Level of Education Y Please refer to code list tables 23 Receiving Country Y Please refer to code list tables 24 Departure Date Yes Acceptable date format are dd mm yyyy or dd mm yyyy 25 Return Date Yes Acceptable date format are dd mm yyyy or dd mm yyyy 26 Subsistence Yes Numerical value more than zero Page 84 of 125 Field Name Mandatory Characteristics 27 Travel Cost Y Numerical value more than zero 28 Languagel Y Please refer to code list tables 29 Language Y Please refer to code list tables Y S es i es i 30 Language3 es Please refer to code list tables 31 Certifying Partner ID 1 O Text with length less than 255 characters 32 Certification Type 1 Yes Please refer to code list tables 33 Certifying Partner ID 2 O Text with length less than 255 characters 34 Certification Type 2 Yes Please refer to code list tables PE 5 i Yes s O es O O O es 36 Certification Type 3 Please refer to code list tables 41 Sending Partner National ID e N e N e 35 Certifying Partner ID 3 N Text with length less than 255 characters e N N N N Text with length less than 255 characters 42 Sending Partner Type of Y Please refer to code list tables Organization 43 Sending Partner Commercial Yes Please refer to code list tables Orientation 44 Sending Partne
87. lity context i e INT1 TRAININGO1 Intermediary Partner Optional field for any partner national identification i e National ID organisation registration number Page 52 of 125 Let s analyse few scenarios that illustrate in details the logic behind the ID fields and how the system interprets their use 7 2 3 Data import scenarios Scenario 1 data import to an empty project sending partner other than beneficiary organisation Let s assume you just received the invitation from the Mobility Tool to work with your project The website doesn t contain any information about participants of your project also there are no mobilities You may or may not already have some partners in the project You go to the Mobility Tool website open section Mobility Experiences click Import Export button and download the exported data The file is almost empty contains only the field names and their specification it does not contain any project data You open the file in a program of your choice please read remarks regarding software at the end of this chapter and fill in all required fields taking into consideration the list of codes at the end of this document and format of the fields please pay special attention to the date format and ID codes described earlier Minimum 79 out of 147 fields must be filled in You save the file in CSV format and import the file via the website The result is following 1 Minimum two new
88. me Mobile Country hit f R Y h Sher 50 ll amri Ki x gt des T Thr qu tod ofdd amrie List of Beneficiary amp Partners Preferred contact Beneficiary Partner ID Legal Name Type of Organization Mame Mobile Country Pa EL Vocational training ine tentrary bevel Bepe iciary Tesi USER Cie BELCILIM Pp l pi I Pa tional training ir tiary level of A ajar 3 A list of already existing contacts will appear a Xo cain a TA nes List of Contacts for this Farner Authorised Preferred Edit t sign 7 Mist Department Position Mobile Email Access bo Project Erant contact Mo Yes Jahn SMITH Director 012145 directonmorganisationcom Na 4 Click Add New button as presented below Es yy fi ei i Show Alle enteies ifs x a Showing 1 t 1 of 1 entries List of Contacta for this Partner Fugit ised Preferred Telit to sign m ontact Name E Department Position Mobile Email Access to Propect rant Pa Na YEE John SMITH Director 012345 olrertor organsadon com MO Pariners List 5 Fill in all fields especially those marked with a red asterisk You may use Same address as Partner Organisation option to fill in the contact person address using the beneficiary organisation address If you want this person to be a preferred contact in this partner organisation select Preferred contact option Once selected the contact will be displayed on top of the list in bold see the screen shot above His her details will be also displa
89. menu bar Select participant you wish to print report for by clicking on the green loupe icon the left hand side Click Reports Requests tab on top of the mobility experience details section Mobility Experiences Reports Requests Reports Requests FirstName LastName for 2011 1 BE3 LEO01 00001 Request New Repot ID Status Request Date Receive Date PDF File Report Language 1331 EMAIL NOTIFIED 13 12 2011 14 59 19 Download PDF BE3 English EN 1329 REJECTED 13 12 2011 14 13 43 13 12 2011 14 58 24 Download PDF BE3 English EN 1328 INVALIDATED 13 12 2011 14 04 20 Download PDF BE3 English EN Total Pages 1 be on Click PENDING APPROVED REJECTED status or the ID of the report Page 69 of 125 User Status European Commission Mobi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Ag My Home gt Mobility Experiences gt Mobility Experience Details gt Participant Report Log out Legal notice Report Details FirstName LastName for 201 1 1 BE3 LEOO1 00001 Report Details Request Date 13 12 2011 Report Language BE3 English EN j ann 3 EN Receive Date 13 12 2011 Status PENDING 14 13 43 14 27 25 Hash code 1DED629B3AE7DD15 Mobility 1 Languages Used CS Czech Preparation Have you done any preparatory activities Explain how you have prepared yourself for this Mobility with reference to linguistic courses at
90. mmes position in national degree or qualification structures see below and cumulative duration at tertiary ISCED 5A Tertiary programmes Programmes which are theoretically based research with academic preparatory history philosophy mathematics etc or giving orientation access to professions with high skills requirements e g medicine dentistry architecture etc ISCED 5A B Tertiary education Tertiary education ISCED 5A D1 Tertiary education all Tertiary programmes with academic orientation all first first degrees degrees ISCED 5A D1 UND ISCED 5A first time ISCED 5A first time graduates 1st degree unduplicated graduates 1st degree ISCED 5A D1 3TO5 ISCED 5A first time Tertiary programmes with academic orientation first degree 3 graduates 1st degree 3 to 5 years to5y ISCED 5A D1 GE5 ISCED 5A first time Tertiary programmes with academic orientation first degree 5 graduates 1st degree years or more more than 5 y ISCED 5A D2 Tertiary programmes Tertiary programmes with academic orientation second with academic degree orientation 2nd degree ISCED 5B Tertiary programmes Tertiary programmes with occupation orientation with occupation orientation ISCED 5B Q1 Tertiary programmes Tertiary programmes with occupation orientation first with occupation qualification orientation 1stQ ISCED 5B Q2 Tertiary programmes Tertiary programmes with occupation orientation second with occupation qualification orientati
91. ms you will see mobility budget data based on the selected position For example clicking the Accompanying Persons budget item under Travel will display values for accompanying persons only Please note that both travel and subsistence values will be displayed on the same page Page 75 of 125 If the project total budget or any budget headings exceed the values of the contracted and approved budget the budget headers will be displayed in red as presented below Budget Summary Humber of Participants Approved Budget Mobilin Organisacion and Management 200 00 2000 00 i Pedagogical Linguistic and Cultural Preparation 1 450 00 2000 00 R Mob liry Budget j 2750 00 19060 00 Parcpant Wahout peca Maeda jii Gi 600 00 Parooigant With pecial Needs O 0 00 J00 00 icc mparyina Feriona l 0 00 100 00 Total 1100 00 1600 00 Subsispence Y Participante Anka pocta Weed Fi 1450 00 10636 00 amp Pabopants With Specs Meets it 0 00 5418 00 Accomparang Person 0 00 1206 00 Total Fi 1B060 00 Total Budget 33700 00 24360 00 Racale ula Gars Note The green loupe icons in Travel and Subsistence sections on Budget page next to Participants With Special Needs and Accompanying Persons is only displayed when there are mobilities for participants with special needs or accompanying persons In this case number of participants will also be shown as zero 0 Page 76 of 125 10 Beneficiary Report This section applies to final a
92. n 255 characters Name 63 Sending Partner Contact Last Yes Text with length less than 255 characters Name 64 Sending Partner Contact No Text with length less than 255 characters Department 65 Sending Partner Contact No Text with length less than 255 characters Position 66 Sending Partner Contact Mobile No Text with length less than 255 characters 67 Sending Partner Contact Email Ye Text with length less than 255 characters Email address format check 68 Sending Partner Contact Legal Yes Text with length less than 255 characters Address 69 Sending Partner Contact Postal Yes Text with length less than 255 characters Code 70 Sending Partner Contact City Yes Text with length less than 255 characters Yes 71 Sending Partner Contact Please refer to code list tables Country 72 Sending Partner Contact Region Please refer to code list tables Yes 73 Sending Partner Contact Fax No Text with length less than 255 characters 74 Receiving Partner ID No Text with length less than 255 characters es l 75 Receiving Partner Legal Name Y Text with length less than 255 characters Page 86 of 125 Field Name Mandatory Characteristics 76 Receiving Partner Latin Name No Text with length less than 255 characters 77 Receiving Partner Acronym No Text with length less than 255 characters 78 Receiving Partner National ID No Text with length less than 255 characters Yes 79 Receiving Partner Type of Please refer to code list tables
93. n in the top menu User Status European Commission _ Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Aa ere Log out Legal notice BE3 English EN pnay SS ee e ee em Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Project Details for 201 1 1 BE3 LEOO1 00001 My Home gt Project Details Context amp Period Project Identifiers Summary Grant Agreement No 2011 1 BE3 LEO01 00001 National ID 1234 Sub programme LEONARDO DA VINCI Action LEONARDO DA VINCI IVT Initial Vocational Training Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name Beneficiary Organisation End of activity 4 A list of existing mobility experiences along with corresponding mobilities will be displayed 5 Click the green loupe icon cS at the right bottom side of the mobility for which you want to change the budget New Mob ity Expenence Delete Advanced Search Clear Fitters Request repon import Export a Last Name First Name First start date Last end date Report etatus Mobalities Y Q LASTNAME FirstName 31 03 2012 EMAL NOTIFIED 2 List of Mobilities for this Mobility Experience Add New Motilty sioti Ahorn Sending Country Receiving Country Recereing Partner Start ame Ent date BELGIUM PORTUGAL Partner no 01 01 2011 01 02 7011 J
94. nal programmes programmes ISCED 3VOC vocational or technical Upper secondary pre vocational programmes programmes ISCED 3GPV general and pre Upper secondary general and pre vocational programmes vocational programmes ISCED 3VPV pre vocational and Upper secondary pre vocational and vocational programmes vocational programmes ISCED 3VPV SCH pre vocational and Upper secondary pre vocational and vocational programmes vocational programmes school based school based ISCED 3VPV WRK pre vocational and Upper secondary pre vocational and vocational programmes vocational programmes work based work based ISCED 3A B access to level 5 Upper secondary programmes designed to provide direct access to level 5 ISCED 3A access to level 5A Upper secondary programmes designed to provide direct access to level 5A ISCED 3B access to level 5B Upper secondary programmes designed to provide direct access to level 5B ISCED 3C access to level 5A B Upper secondary programmes not designed to lead directly to levels 5A or 5B ISCED 3C S access to level 5A B Upper secondary programmes not designed to lead directly to less than 3y levels 5A or 5B duration shorter than 3 years Page 100 of 125 Code Acronym Description ISCED 3C L access to level 5A B Upper secondary programmes not designed to lead directly to more than 3y levels 5A or 5B duration longer than 3 years ISCED 0 3 Pre primary primary Pre primary primary and secondary education and secondary edu
95. nal programmes vocational programmes ISCED 4VPV SCH school based Post secondary pre vocational and vocational programmes school based ISCED 4VPV WRK work based Post secondary pre vocational and vocational programmes work based ISCED 4A B Post secondary non Post secondary non tertiary designed to provide direct access tertiary to 5 to level 5 ISCED 4A Post secondary non Post secondary non tertiary programmes that prepare for entry tertiary to 5A to level 5A ISCED 4B Post secondary non Post secondary non tertiary programmes hat prepare for entry tertiary to 5B to level 5B ISCED 4C Post secondary non Post secondary non tertiary programmes not giving access to tertiary not to 5 level 5 ISCED 3 4 Upper secondary and Upper secondary and post secondary non tertiary education post secondary non tertiary education ISCED 3 4VOC Upper secondary and Upper secondary and post secondary non tertiary education post secondary vocational programmes vocational programmes Page 101 of 125 Code Acronym Description ISCED 5 First stage of tertiary This level consists of tertiary programmes having an education not leading educational content more advanced than those offered at directly to an advanced levels 3 and 4 Entry to these programmes normally requires research qualification the successful completion of ISCED level 3A or 3B or a similar level 5 qualification at ISCED level 4A All degrees and qualifications are cross classified by type of progra
96. nd intermediary beneficiary reporting Note Beneficiary report created in the Mobility Tool will be pre filled with the information entered during the project lifecycle This information cannot be changed in the report and must be verified and if necessary amended in the tool before creating the report 10 1 How to create and submit beneficiary report 1 Login to the Mobility Tool 2 Click the project grant agreement number A project details page will be displayed 3 Click the Updates and Reports button in the top menu User Status Log out Legal notice European Commission P Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking At Updates and Reports Budget My Home gt Project Details Mobility Experiences Home Project Details Partners Participants Project Details for 201 1 1 BE3 LEOO1 00001 Context amp Period Project Identifiers amp Summary Sub programme LEONARDO DA VINCI Grant Agreement No 2011 1 BE3 LEOO1 00001 Action LEONARDO DA VINCI IVT Initial Vocational Training National ID 1234 Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name Beneficiary Organisation End of activity 4 Information on number of Participant Mobility Experiences and on number of approved Participant Reports will be displayed on top of the page for reference so you can see at any moment if all P
97. nd taxation 345 Management and administration 346 Secretarial and office work 347 Working life 349 Business and administration others 38 Law 380 Law 3801 Comparative law law with languages 3802 International law 3803 Civil law 3804 Criminal law criminology 3805 Constitutional Public law 3806 Public administration 3807 European Community EU law 3808 Others Law Science Mathematics and Computing gt 42 Life science 421 Biology and biochemistry 4211 Microbiology biotechnology 422 Environmental science 44 Physical science 440 Physical science broad programmes 441 Physics 4411 Nuclear and high energy physics 4412 Astronomy astrophysics 442 Chemistry 4421 Biochemistry 443 Earth science Page 94 of 125 Code Acronym Description 4431 Geography geology 4432 Geography 4433 Environmental sciences ecology 4434 Geology 4435 Soil and water sciences 4436 Geodesy cartography remote sensing 4437 Meteorology 4438 Oceanography 4439 Others Geography geology 4440 Other Natural Sciences 4441 Applied Sciences and Technologies 449 Physical science others 46 Mathematics and statistics 461 Mathematics 462 Statistics 4621 Actuarial science 469 Mathematics others 48 Computing 481 Computer science 4811 Artificial intelligence 4812 Computer programming 4813 Computer science 4814 Computer system analysis 4815 Computer system design 4816 Informatics 4817 Network administ
98. nonnnnnncnnnos 64 8 4 How to check for status of participant report uuus0n0nnneenennnnennennnnnennnn nennen nnennnnnennne nennen 66 8 5 Participant forms submission deadline oocccccccoonccnccccconcnncnnnnannnnnnononncnncnnnonncnnononannennnnonancnns 67 8 6 HOW 10 print participant report TOM ainda oia 68 IB UGS ee ee ort 71 9 1 HloWto manage mobiliiy budgels nr ee ee 71 9 2 How to manage project budget ccccccssseecccccaeeseceecceesseeeeesaaeeeeecseeeeeeeesaaaeceeessaaeeeeesssaaeeeees 73 10 Beneta Reporter an aaa aia ad 77 10 1 How to create and submit beneficiary report uuussn0ununeennennnnnennnnnnnnnnnnnnnnnnnnnnnennnnnn nennen 77 10 2 Beneficiary form submission deadline ccccccoccncnncccconnconcnononncnnnnononcnnnononannnnnnnnnnncnnnnnnnanennnnss 79 10 3 Final Beneficiary Report diSCrepancieS occcccccoconcnncccnonncnnnnononncnnnnonannnnnononannnnnnnnnancnnnnnnnanennnns 80 11 Support and troubleshooting He a Mas etae ieee eenteos 81 11 1 National Agency Helpdesk contact ccccccoooncnnccccconcnncccnonncnnnnononncnnonononnnnnnnnnnnnnnnnnonanrnnnnnnnanennnns 81 11 2 Troubleshooting of the most common ISSUES oooocccncccccnccnnnconnnncnncnnnnnnnnnonononnnnnononanrnnnnonnanennnnss 81 11 2 1 Issues when submitting beneficiary or participant forms using Adobe Acrobat Reader NOTAIIOWEIETIOF ae een ms er Deere 81 11 2 2 CSV files exported by Mobility Tool are not
99. nononncnnnnononncnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 44 7 gt Mpor and eexporor dali earns teats we taeen cee deaes Recess ish tesco 46 AMS e re a Ian 46 Le Data IID OM zen er techs aerate ant 47 7 2 1 Data file template file structure oonccccoonnnncoconnonoconnnncnnononcononnnnononcnnnnnanonnonannnnonancnnnnnns 48 Page 2 of 125 7 2 2 Examples of data import file ococcoconncnncccconncnnccononncnnononancnnnononancnnnnonnnncnnnnnnnanennnnss 49 7 223 MOMIAS a 52 7 2 3 Data IMport scenarlos nn nike 53 7234 Eror NandUNg nn ae aeeeikieseiheren 97 7 2 5 The most important rules for successful data import 44000444n0e nennen nnnnnn nennen 57 7 3 Remarks for text editing Programs anna a BELLE 58 A 58 7 3 2 Saving CSV file format from Excel 2010 oooocccccccccccconccononncnnonononcnnnononncnnnnnnnnncnnnnnnnanenonoss 58 7 33 LONG NUMEencal Vales dida 59 7 3 4 Auto completion during writing oooccccccccoonnnnccccnononnnnononcnnnnnonannnnnnnonnnnnnnnnonnncnnnnnnnnncannnss 59 Bs AMICI ANU FS DON Sistecar ee 60 8 1 How to request participant report cccccseececcssseeeceesscecceeseeeceeuseecseaeeeeseseeessageeessegseeesseseeeess 60 8 2 How to request many participant reports at once ueeneennesnensnnennennnennennnnnnennnnn nennen nennen nnennnn 62 8 3 How to approve reject or re request participant reports ccccooncncccccnccccnnononnnonannnona
100. nt or participants accompanying persons participants with special needs those who travel from or to a specific country and those who travel within spefic dates Use Clear Filters button to remove search criteria from the result table 6 4 How to change mobility experience Only the following mobility experience information can be changed e economic sector e field of education e level of education In order to change the values listed above follow these steps 1 Follow the steps from 6 2 How to display mobility experience details 2 Click the green loupe Es next to the Mobility Experience you want to change BEL Eli OM er a 1 gt 1 List of Mobility Experiences for 201 1 1 BE3 LEOO1 00001 Home Project Detada Farmers Pareioarms Moby Experiences Budget Updates and Reports New Moby Expenence Adamced Search Clear Fitters t impart Export EY a Lan Hame Fara Name Fum man date Lam end dete Repon mae Moinlanen LASTMAME FritH r me EOD POT 3100352012 BabA MOTIRED F 6 Litt of biebilinies Tor this Kodiliny Experience Add New Moby Mabey i Sanding Coumre Remming Camry Becehing Farbe tart Gane End date BELCIUN PORTUCAL Partner na 01 01 2011 01 02 2011 Qn BULGARIA EITORIA Hart Digan abc 07 03 3013 31 03 3012 law Hama Tirar Name Fiese starn clare Lars end date Repon var Motil a JONES 01 2012 EMAIL NOTIRED 1 amp List of Mobilities Tor this Hoility Laperience Add New Ada Mpb i pending Corre
101. o verify the report request status click on the green loupe next to the mobility experience and then click on Reports Requests tab Mobility Experiences Reports Requests Reports Requests FirstName LastName for 201 1 1 BE3 LEO01 00001 Request New Report ID Status Request Date Receive Date PDF File 1331 EMAIL NOTIFIED 13 12 2011 14 59 19 Download PDF 1329 REJECTED 13 12 2011 14 13 43 13 12 2011 14 58 24 Download PDF 1328 INVALIDATED 13 12 2011 14 04 20 Download PDF Report Language BE3 English EN BE3 English EN BE3 English EN Total Pages 1 1 Page 66 of 125 Several values of the participant report status are possible The complete list of participant report status is as follows e REQUESTED beneficiary has requested a report on the website The Mobility Tool is processing the request and creates a participant form e EMAIL NOTIFIED email has been sent to participant with a link to report PDF file e SUBMITTED participant has submitted his her report data electronically via the PDF form e PARSING the Mobility Tool is reading data received from participant e PENDING report is pending beneficiary decision whether to accept reject or re request the report e ACCEPTED report has been accepted by beneficiary e REJECTED report has been rejected by beneficiary a new report request was created e INCONSISTENT DATA mobility mobility experience or participant data has changed since
102. of Mobility Experiences for 201 1 1 BE3 LE001 00001 Home Project Details Farmers Partcipanss Mobil Experiences Sudget Updates and Repora New Mobilay Experience Deise Advanced Search Clear Fitters Request repent Import Expor E Last Name First Name First start date Last end date Report status Mobikties E a LASTMAME frsthame 0101 2011 31 01 2012 EMAR MOTIMED a 5 List of Mobilitbes for this Mobility Leperience Add Hew Mobility Dale Host ID Tending Country Ratehing Country Recehing Partner Start date End date BELGIUM FORTUGAL Partner m6 1 01 01 2011 01 02 2011 o m BULGARIA ESTONIA Host Organisation 02 03 2012 31 03 2012 4 oO Lt Maren Firat Maser Firat chart date Last end date Report status bers bates E JONES jane 14 12 2011 06 01 2012 DHAR NOTIFIED 1 a List of Mobilittes for has Miley Expertente Add Min Mobility eins kokity ID tending Country Recenina County Receiving Farteer Sart date End dabe LEECHTENSTEIN IRELAND Host Organisation 14 12 2011 06 01 2012 g You will see a form similar to the one presented below Page 37 of 125 Search Options Person First Name Last Name Is Accompanying Person With Special Needs Yes DNo Both Yes No Both Mobility Sending Receiving Countries Sending Country Select country Receiving Country Select country Mobility Dates Departure Date En Return Date En The advanced search option can help you to find a specific participa
103. on 2ndQ ISCED 5A 6 Tertiary programmes Tertiary programmes with academic orientation and with academic programmes leading to an advanced research qualification orientation level 6 ISCED 6 Second stage of tertiary This level is reserved for tertiary programmes which lead to the education leading to an award of an advanced research qualification The programmes advanced research are therefore devoted to advanced study and original research qualification and are not based on course work only ISCED 6 PHD PhD Doctorate ISCED PhD Doctorate ISCED 6 6 ISCED 5 6 Tertiary education Tertiary education ISCED 4 6 Post secondary non Post secondary non tertiary and tertiary education tertiary and tertiary education 3 Economic Sector Code Description AGRICULTURE FORESTRY AND FISHING A A1 Crop and animal production hunting and related service activities A2 Forestry and logging Page 102 of 125 Code Description B5 Mining of coal and lignite B6 Extraction of crude petroleum and natural gas B7 Mining of metal ores B8 Other mining and quarrying B9 Mining support service activities C MANUFACTURING C10 Manufacture of food products C11 Manufacture of beverages C12 Manufacture of tobacco products C13 Manufacture of textiles C14 Manufacture of wearing apparel C15 Manufacture of leather and related products C16 Manufacture of wood and of products of wood and cork except furniture manufacture of articles of straw and pl
104. on NO NORWAY NOO3 Sor Qstlandet NO07 Nord Norge 5 Languages Code Description E E E O G A English S Spanish T R T S E L N A HU Hungarian T L L O K Page 116 of 125 Code Description SV Swedish AN Aragonese BR Breton BS Bosnian CA Catalan CO Corsican CY Welsh EU Basque FO Faroese GD Gaelic Scots GL Gallegan L Limburgan Limburger Limburgish Z B Norwegian Bokmael N Norwegian Nynorsk SC Sardinian WA Walloon CU Church Slavic OC Occitan post 1500 RM Raeto Romance LA Latin HR Croatian IS Icelandic LB Letzeburgesch MK Macedonian MO Moldavian ME Montenegrin Z O Norwegian RU Russian SH Serbo Croatian SQ Albanian SR Serbian TR Turkish UK Ukrainian AA Afar AB Abkhazian AE Avestan AF Afrikaans AK Akan AM Amharic AR Arabic AS Assamese AV Avaric Page 117 of 125 Code Description AY Aymara AZ Azerbaijani BA Bashkir BE Belarusian BH Bihari Bl Bislama BM Bambara BN Bengali BO Tibetan CE Chechen CH Chamorro DZ Dzongkha EE Ewe FA Persian FF Fulah FJ Fijian FY Frisian GN Guarani GU Gujarati GV Manx HE Hebrew HI Hindi HO Hiri Motu ID Indonesian IE Interlingue IG Igbo IK Inupiag A AAA IU Inuktitut JA Japanese JV Javanese KA Georgian KG Kongo KI Kikuyu KJ Kuanyama Page 118 of 125 Code Description KK Kazakh KL Kalaallisut KM Khmer KN Kannada KO Korean KR Kanuri KS Kashmi
105. on details including organisation contact person details as many times as many mobilities your project contains paying attention that the same partner ID is used throughout Note List of all fields with their description and specifics whether the field is mandatory or requires using dictionary codes can be found in Annex I at the end of this document The fields were named in human readable as oppose to machine readable format There are three types of fields in the template file mandatory fields that need to contain data marked by a star in the template file code fields marked as DICT and optional open text fields that may be empty All code fields are also mandatory fields The specific of each field is described in the second row of the template file Note The list of codes used in the code fields marked with DICT in the template file can be found in the Annex Il at the end of this document Please pay special attention to the list of codes as they will be used extensively during the data import process minimum 34 mandatory fields require use of dictionary codes additionally 11 is required is project has intermediary partners Mobility Tool import function respects use of national characters Therefore it is important to ensure the data file used for import is encoded in UTF 8 character format The CSV file template can be in one of the three accepted formats kbe Preid 2 Buela 2 3 ae Gt i Des P
106. ontact person that he she has been granted access to the tool The email will contain project number project title link to Mobility Tool and contact details of the National Agency Page 30 of 125 6 Mobilities 6 1 How to create new mobility experience Definition A Mobility Experience is a set of one or more mobilities planned realised by a single participant In most cases a Mobility Experience consists of a single mobility However for a Mobility Experience to consist of multiple mobilities these mobilities must share the same criteria same economic sector field of education and level of education Note Before a new mobility experience can be created at least one participant and two partner organisations the first for sending and the second for receiving must already be listed in the Mobility Tool Please check the 4 2 How to add a new participant and 5 2 How to add a new partner chapters for more information 1 Login to the Mobility Tool 2 Click the project grant agreement number to see the project details 3 Click the Mobility Experiences button in the menu User Status Log out Legal notice BE3 English EN European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking At My Home gt Project Details Project Details for 201 1 1 BE3 LEOO1 00001 Context Period Project Identifiers amp Summary Sub programme LEONA
107. ool pese Prog js Opleiding 9 Agentschai My Home gt Project Details Home Project Details Partners Participants Mobility Experiences Budget Project Details for 201 1 1 BE3 LEOO1 00001 Context amp Period Project Identifiers amp Summary Sub programme LEONARDO DA VINCI Grant Agreement No 201 1 1 BE3 LEO01 00001 Action LEONARDO DA VINCI IVT Initial Vocational Training National ID 1234 Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name Beneficiary Organisation End of activity 4 A list of project updates will be displayed This list always displays at least one position the original data import to the tool when the project was created by a National Agency User Status Log out Legal notice European Commission _ Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerki gt Project Updates Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Updates and Reports for 201 1 1 BE3 LEO0O1 00001 Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update ID Update Time Reporting Actions Beneficiary Report File Request Status Report Type 125 Apr 26 2011 16 36 00 Prepare New Report Download PDF DOWNLOADED 1261 FINAL 125 Apr 26 2011 16 36 00 Report Request Expired Expired REQUESTED 1041 FINAL
108. opened correctly by Microsoft Excel 82 Annex List of fields in Mobility Tool import template file oooocccnccccconcnnncccoononnnccconnonnncnnnos 84 Annex II List of codes for data IMpOrFt occccccccccnccnccccnoncnnccononnnoncnononcnononononcnnnnnnnnnrnnnnonnnnrnnnnnnnanennnnnnnas 91 ene EQUG AION 0 AA En CO nie 91 2 Level Of EGUCATION cccceccccccssececcesseeeceeseeeceeeeecseuseeeseuseeecsaeeeesaaeceeseaeeeessaueeessegeeesseaseeeessaeeeeses 98 3 ECONOMIC DECI mural ica lira dae ol 102 4 GoOunties and Regions mesias aia da 106 AE A e e CR a ae a ae ae er a a nee 116 OVA IP AMIGID AN DE asian da 120 fa Type OFP arican a asien ee een eek 121 8 TP Organisation aus tees ee ee o BB DIESE 121 Page 3 of 125 10 11 12 13 14 15 16 17 O E A AET 123 Legal Alles a nee se een ee 123 A A 123 SL PA A 123 Gendel o PP eee eee eee eee 124 CEIC ANON Poser ee ne ee ee 124 A ee 125 Special list of codes for question is organisation able to recover VAT ceeseenennens 125 Page 4 of 125 Acknowledgements For security and privacy reasons some names and email addresses used in application screenshots presented in this document have been greyed out All names and email addresses are fictional BE3 agency is used for information and demonstration purposes only All screenshots have been taken using a special non production version of the Mobility Tool called Acceptanc
109. ounts approved by the National Agency as expressed in the Grant Agreement or in the last signed amendment They cannot be changed in the Mobility Tool by the beneficiary organisation If there is any discrepancy between these amounts and the contents of the project Grant Agreement or the last Amendment please contact your National Agency helpdesk The budget values are displayed in three distinctive groups a Mobility Organisation and Management b Pedagogical Linguistic and Cultural Preparation c Mobility Budget which is further split into i Travel ll Subsistence 5 To enter or change the value in Mobility Organisation and Management please enter the amount directly in the field a Click the Recalculate button to see the Total Budget value recalculated 450 00 2750 00 1300 00 0 00 0 00 1300 00 1450 00 0 00 0 00 33200 00 Approved Budget 3000 00 2000 00 19060 00 600 00 300 00 100 00 1000 00 10836 00 9416 00 1806 00 18060 00 24360 00 Page 74 of 125 b Click the Save button to save changes 6 To enter or change the value of the next budget item click the Pedagogical Linguistic and Cultural Preparation link Pedagogical Linguistic and Cultural Preparation for 2011 1 BE3 LEOO1 00001 First Name Last Name Total FirstName LASTNAME 25 00 Jan JONES 125 00 Johnny BRAVO 300 00 Back 7 A list of participants and their budgets will be displayed 10 11
110. partners are created with the partner ID s and partner details specified in the import file sending and receiving partner together with their contact persons Minimum one participant is added to the list of participants Minimum one mobility is created Important 1 The imported partner sending receiving or intermediary contact person is automatically marked as preferred partner contacts 2 Values of education certification and languages fields are ignored for accompanying persons they are participants having values for Is Participant an Accompanying Person set to Yes however they must be provided in the imported file The result of creating two new partners may not be necessarily the most desirable one as you might want using your own beneficiary organisation as the sending partner We ll cover this scenario next Scenario 2 data import to an empty project beneficiary organisation as the sending partner Page 53 of 125 Let s assume you just received the invitation from the Mobility Tool to work with your project The website doesn t contain any information about participants of your project also there are no mobilities You may or may not already have some partners in the project but you want to make sure your beneficiary organisation is used to create mobilities during the import process You go to the Mobility Tool website and click Partners to display list of partners in your project You click t
111. pen 6 After re opening submission should be successful and error free 7 Ifthe problem persists please contact National Agency Helpdesk 11 2 2 CSV files exported by Mobility Tool are not opened correctly by Microsoft Excel Mobility Tool offers two options for mobility experience data export Excel and CSV It may happen that when you choose to download and open CSV your Excel might not recognize the field separator and will display a whole length of each line in just one cell as shown on the screenshot below ls 2011 1 BE3 LEO01 00001_2012 08 29 15 03 30 1 csv Microsoft Excel 5 57 Fa File Home Insert Page Layout Formulas Data Review View Developer Quick tips A Y o El 2 a a General y Fl Conditional Formatting 3 Insert Ir ae B A Calibri la J z FE Conditi rmatting 3 Ins ay J Ea gt 7 gt E Format as Table Pr Delete gr Paste e hr A FS E SS ae _ Sort amp Find amp oe es H Oh FSF u oo 320 E Cell Styles E Format lt 27 Filter Select Clipboard Font Alignment Number Styles Cells Editing A wv Al v fe Last Name First Name Gender Accomp Person With Special Needs Date of Birth Email Mobility Experience v B G D E F G H I J K L M N d Last Nam S First Name Gender Accomp Person With Special Needs Date of Birth Email Mobility Experience No Economic Sector Field of Education Lev 2 LASTNAM FORESTR pre prim i e to prc children con
112. ping Negative sign symbol Negative number format H L A E e 8 8 4 4 4 4 4 Display leading zeros gt Su 4 List separator Measurement system Standard digits Use native digits Click Reset to restore the system default settings for numbers currency time and date Please change this option to semi colon save the settings close Excel and export the data again The issue should be resolved Page 83 of 125 Annex List of fields in Mobility Tool import template file Field Name Mandatory Characteristics Ye 6 Participant Date of Birth S Acceptable date format are dd mm yyyy or dd mm yyyy 7 Participant Gender Y Please refer to code list tables es 8 Participant Telephone No Text with length less than 255 characters Yes 9 Participant Email Text with length less than 255 characters Email address format check 10 Participant Address Text with length less than 255 characters 11 Participant Postal code Text with length less than 255 characters 13 Participant Country Please refer to code list tables 14 Participant Region Please refer to code list tables 15 Is Participant an Accompanying Person 16 Participant With Special Needs Yes Please refer to code list tables 17 Type of participant Yes Please refer to code list tables i Yes i Yes 12 Participant City Yes Text with length less than 255 characters i Yes i i Yes Yes Please refer to code list tab
113. port has been accepted Once accepted report can be reversed to a Pending status In order to do so click the Revert to Pending link on top of the page displaying the report data Fever Perang BE rReport Details Request Date 13 12 2011 14 13 43 Receive Date 13 12 2011 14 27 25 Hash code 1DED629B3AE7DD15 Report Language BE3 English EN Status ACCEPTED b If you want to reject the report click the Reject link A dialog form will appear with the option to provide an explanation on why the report was rejected An automated email will be sent to the participant with information that his her report was rejected stating the reason for rejection The rejection email will also contain a link to a new report PDF file that needs to be reviewed and submitted again Once rejected the status of the report changes to REJECTED In this case a new report request will be made Page 65 of 125 ID Status Request Date Receive Date 1331 13 12 2011 14 59 19 Not avaliable 1329 13 12 2011 14 13 43 13 12 2011 14 58 24 Download PDF INVALIDATED 13 12 2011 14 04 20 Download PDF 1328 PDF File Report Language BE3 English EN BE3 English EN BE3 English EN Total Pages 1 lf you want to re request click the Re Request link on top of the page A dialog form will appear to write a reason for the new request The form is not mandatory to be filled in Click the Submit button to send a new request The participan
114. r Onderwijs Opleiding en Samenwerk My Home Welcome Beneficiary Test User About the tool List of the Projects Mobility Tool is the system for the management of mobility projects 2011 1 BE3 LEOO1 00001 that receive an EU grant under the Lifelong Learning Programme The tool is developed by the European Commission for you as beneficiary of these projects Total Pages 1 1 In the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and Your National Agency update budget information generate and follow up participant reports and also generate and submit your own report s to your Name BE3 Europese Programma s voor Onderwijs Opleiding en National Agency Samenwerking Agentschap Helpdesk Contact 32 mobilitytool If your language is missing from the list please contact your National Agency 3 Project 3 1 How to view project s details 1 Login to the Mobility Tool with your ECAS username or email address and password You will see a screen similar to the one presented below User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerkin My Home Welcome Beneficiary Test User About the tool List of the Projects Mobility Tool is the system for the management of mobility projects 2011 1 BE3 LEO01 00001 that receive an EU gr
115. r Scope Yes Please refer to code list tables 45 Sending Partner Legal Status Yes Please refer to code list tables 46 Sending Partner Economic Yes Please refer to code list tables Sector 47 Sending Partner Size Staff Yes Please refer to code list tables 48 Sending Partner Size Trainees Yes Please refer to code list tables 49 Sending Partner VAT Number No Text with length less than 255 characters 50 Sending Partner Is Able to Yes Please refer to code list tables Recover VAT 51 Sending Partner LEO Certificate No Text with length less than 255 characters Number 52 Sending Partner Telephone No Text with length less than 255 characters 53 Sending Partner Fax No Text with length less than 255 characters Page 85 of 125 Field Name Mandatory Characteristics 54 Sending Partner Email Yes Text with length less than 255 characters Email address format check 55 Sending Partner Website No Text with length less than 255 characters 56 Sending Partner Legal Address Yes Text with length less than 255 characters 57 Sending Partner Postal Code Yes Text with length less than 255 characters 58 Sending Partner City Yes Text with length less than 255 characters Yes i Yes No Ye 59 Sending Partner Country Please refer to code list tables 60 Sending Partner Region Please refer to code list tables 61 Sending Partner Contact Title Text with length less than 255 characters 62 Sending Partner Contact First S Text with length less tha
116. r mobilities Finally you import the data The result is following 1 You login to the tool and notice that partner information remained unchanged as you didn t change any data in the import file 2 You notice that some participant information have changed accordingly to changes done in the import file 3 You notice that the list of mobilities is longer than previously there are new mobilities that you defined in the import file Highlights from the described scenarios 1 To avoid data duplication always use partner and mobility ID s If you already have data in the tool and you decide to start using the import functionality make sure you edit all your partners and all your mobilities and add unique ID s Page 56 of 125 2 To update partner information use the same partner ID in the import file as the partner ID you find in the partner details on the website Similarly to update mobility information use the same mobility ID in the import file as the mobility ID you find on the Mobility Experience page lf you make a mistake and forgot about adding partner or mobility ID s on the website you can delete all your data all mobility experiences partners and participants in this order and import the file again 7 2 4 Error handling Every failed import process generates a message on the website Example error in processing the file is presented on the following screenshot Import Please select an Import
117. raining institute tertiary Beneficiary Test USE 0000000000 BELGIUM Organisation level No Host Organisation Parents associations Vocational training institute tertiary level gq R No Intermediary Partner B No hier is Other types of Association aes LASTNAM 0000 BELGIUM 3 You will see a list of beneficiary organisation contact persons with their status of access The status can have two values Yes or No Page 29 of 125 E e Bee G List of Contacts for this Partner Authorised Edit to sign rien Name S Department Position Mobile Email contact Grant I J 1 t j t P N f A R N A A 000000 4 To enable contact person access to Mobility Tool and access to the project click the yellow pencil to edit contact person details 5 Select Access to Project to enable or deselect the option to disable Mobility Tool access for that person ame address as Partner Organisation ise it Title Legal Address Brussels Str 3 First Name James Postal Code 100 Last Name Jason Cuy Brussels Department HA Country BE BELGIUM Position WA Region BE10 Regen de Enzuelles Caprale Brussels Hooi v Mobile 000000 Fax Email Preferred contact Parana List In case the access is enabled a confirmation message The user access to the Active Project has been enabled will be displayed The person now has gained access to the tool Mobility Tool will send an automated email informing beneficiary c
118. ration 4818 Operating systems 4819 Programming languages Visual Basic C etc 482 Computer use 489 Computing others 5 Engineering Manufacturing and Construction 52 Engineering and engineering trades 520 Engineering and engineering trades broad programmes 521 Mechanics and metal work 5211 Mechanical Engineering 522 Electricity and energy 5221 Air conditioning trades programmes 5222 Climate engineering 5223 Electrical appliances repairing 5224 Electrical appliances repairing 5225 Electrical fitting 5226 Electrical power generation Page 95 of 125 Code Acronym Description 5227 Electrical trades programmes 5228 Energy programmes studies 5229 Gas distribution 522a Heating trades programmes 522b Nuclear hydraulic and thermal energy 522c Power production 522d Powerline installation and maintenance 522e Refrigeration programmes 523 Electronics and automation 5231 Broadcasting electronics 5232 Communication systems 5233 Communications equipment installation 5234 Communications equipment maintenance 5235 Computer engineering 5236 Computer repairing 5237 Control engineering 5238 Data processing technology 5239 Digital technology 5240 Electronic engineering 5241 Electronic equipment servicing 5242 Network technology 5243 Robotics 5244 Telecommunication technology 5245 Television and radio repairing 524 Chemical and process 525 Motor vehicles ships and aircraft 5251 Aeronautical Engin
119. remove Please note that you cannot remove yourself from this list the selection box will be greyed out x m sy Y List of Contacts for this Farmer Authorised Name Department Position Mes Clara DUPONT ocariondal Education Director Mr Beneficiary Test USER cn aan Tonga Fd Yes Ho Fa Ao Yes do No James JASON N A HIA 4 Click the Delete button 5 A confirmation message The record has been deleted successfully will be displayed Mobile we Entries in lla ol entries Email Access 16 Project auth ben gmail com o james jasondbemall com Wes era a Please note you cannot remove person authorised to sign from the list of beneficiary contact persons If the authorized person needs to be changed please change the person details as described few paragraphs earlier 5 8 How to remove partner organisation contact person 1 Repeat the steps from 5 1 How to display a list of partners paragraph 2 Click the partner name to display the list of contacts Page 28 of 125 Filter by columnas Preferred contact Benelicias Farmer IO L Han of Or sation Name Mobile Country Kereral search Bi afe x En fe i are z i arch aw Sf Pt d ifs i el A ee List of Beneficiary amp Partners Preferred contact Beneficiay Partner ib Legal Name Type of Organization Mame Mobile Country Pg Yes Benzhu Daneman Vocational training institute tertiary herel Beneficiary Test USER 00000 BELGIUM Parents
120. ri KU Kurdish KV Komi KW Cornish KY Kirghiz LG Ganda LN Lingala LO Lao LU Luba Katanga MG Malagasy MH Marshall MI Maori ML Malayalam MN Mongolian MR Marathi MS Malay MY Burmese NA Nauru ND Ndebele North NE Nepali NY Chichewa OJ Ojibwa OS Ossetian PA Panjabi E A PS Pushto QU Quechua RN Rundi RW Kinyarwanda SA Sanskrit SD Sindhi Page 119 of 125 Code Description SE Northern Sami SG Sango SI Sinhalese SM Samoan SN Shona SO Somali SS Swati ST Sotho Southern SU Sundanese SW Swahili TA Tamil TE Telugu TG Tajik TH Thai TK Turkmen TL Tagalog TN Tswana TS Tsonga TT Tatar TW Twi TY Tahitian UG Uighur UN Un identified UR Urdu UZ Uzbek VE Venda VI Vietnamese VO Volapok WO Wolof XH Xhosa YI Yiddish ZA Zhuang ZH Chinese ZU Zulu 6 IVT Participant Type Code Description MobIVT Appr apprentices trainees in alternate vocational training MobIVT Sch Trainees in school based initial vocational training Page 120 of 125 7 Type of Participant Code LAB LAB EMP LAB SAL LAB UNE STD STD APP STD PUP STD TRNee TCH TCH LANG LAB FJS OTH TCH ADMIN TCH CNS TCH MNGR TCH TCH TCH TRNer Description People in the labour market Employers Employed Unemployed Pupils students trainees and adult learners Apprentices Pupils Trainees Teachers trainers and other staff involved in any aspect of lifelong learning Language teache
121. roject grant agreement number to see the project details 3 Click the Mobility Experiences button in the top menu A list of existing mobility experiences will be displayed 4 Using the tick box on the right select the Mobility you wish to delete Last Name First Name First start date Last end date Report status Mobilities u LASTNAME FirstName 01 01 2011 05 02 2012 NONE 2 List of Mobilities for this Mobility Experience j wwe Add New Mobility Delete Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 u GERMANY FINLAND Host Organisation 13 01 2012 05 02 2012 5 Click the Delete button above the list of mobilities Last Name First Name First start date Last end date Report status Mobilities m LASTNAME FirstName 01 01 2011 05 02 2012 NONE 2 List of Mobilities for this Mobility Experience a Add New Mobility _Datete Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 a GERMANY FINLAND Host Organisation 13 01 2012 05 02 2012 6 A confirmation dialog will be displayed Are you sure you want to delete this Mobility Click OK 7 A confirmation message will be displayed The record has been deleted successfully 6 9 How to delete mobility experience 1 Login to the Mobility Tool Click the project grant agreement number to see the project details Click the Mobility Experiences button in th
122. rs First Job Seekers Other Administrative and other non teaching staff Counsellor or careers adviser Education managers Teachers Trainers 8 Type of Organisation Code ASC PAR ASC RES ASC TCH ASC TRNee ASC VET ASC OTH CONS GUID CONS INF CONS OTH EDU COMP EDU Gradu EDU SCHNur EDU SCHVoc EDU SpNeed EDU UNIV EDU VET ENT CHCom ENT CHCrft ENT CHInd Description Parents associations Association of professors and researchers Teachers associations Trainees associations VET providers associations Other types of Association Centre for vocational guidance and counselling Body providing guidance and information on Lifelong Learning Other type of Counselling Service Company training department Graduate Doctoral school Pre primary school Vocational or technical secondary school Establishment for learners pupils with special needs University or higher education institution tertiary level Vocational training centre or organisation Chambers of commerce Chamber of crafts Chambers of industry Page 121 of 125 Code Description ENT LARGE Enterprise large gt 500 employees ENT SME SME ENT UNION Social partners trade unions etc NFP EURUMBR European Umbrella Organisation platform NFP THINK European public policy research organisation think tank NFP UMBR Umbrella Organisation platform NFP UMBRY een performing its activities on behalf of young people at European level platform
123. rst stage of basic education The contents of education at this stage are typically designed to complete the provision of basic education which began at ISCED level 1 In many if not most countries the educational aim is to lay the foundation for lifelong learning and human development on which countries may expand systematically further educational opportunities The programmes at this level are usually on a more subject oriented pattern using more specialized teachers and more often several teachers conducting classes in their field of specialization The full implementation of basic skills occurs at this level The end of this level often coincides with the end of compulsory education where it exists Education which is mainly designed to lead participants to a deeper understanding of a subject or group of subjects especially but not necessarily with a view to preparing participants for further additional education at the same or a higher level Successful completion of these programmes may or may not provide the participants with a labour market relevant qualification at this level These programmes are typically school based Programmes with a general orientation and not focusing on a particular specialization should be classified in this category Education which is mainly designed to introduce participants to the world of work and to prepare them for entry into vocational or technical education programmes Successful completion of
124. s The Europass CV enables you to make your skills and qualifications Curriculum Vitae visible and other Europass documents can be attached to the CV CV Europass LangP Europass The Europass Language Passport allows you to describe your language Language skills skills that are vital for learning and working in Europe Passport Europass Mob Europass Mobility The Europass Mobility is a record of any organised period of time called Document Europass Mobility experience that a person spends in another European country for the purpose of learning or training Europass CS Europass The Europass Certificate Supplement is delivered to people who hold a Certificate vocational education and training certificate it adds information to that Supplement which is already included in the official certificate making it more easily understood especially by employers or institutions outside the issuing country The information in the Europass Certificate Supplement is provided by the relevant certifying authorities Europass DS Europass The Europass Diploma Supplement is issued to graduates of higher Diploma education institutions along with their degree or diploma It helps to Supplement ensure that higher education qualifications are more easily understood especially outside the country where they were awarded The Europass Diploma Supplement was developed jointly with Unesco and the Council of Europe REC Recognitions Recognitions associated to an educa
125. s in your project and participants from the import file used the same email address a similar message to the one below will be displayed I participants will be updated Email Last Name First Name Warning Message john email com Topolsky John Participant already exists and will be updated Back Do you want to continue with the import from file Cancel Yes Click Yes to continue and update the participant information 4 4 How to edit participant s details 1 Repeat the steps from 4 1 How to display a list of participants paragraph 2 Click the green loupe icon cS 3 Make the required changes and click the Save button Page 18 of 125 User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Participants gt Participant Participant for 2011 1 BE3 LEOO1 00001 Title Mr Address Street 1 First Name FirstName Postal Code 1000 Last Name LastName City Brussels Date of Birth 01 01 1980 dd mm yyyy Country BE BELGIUM Region BE10 Region de Bruxelles Capitale Brussels Hoofi Gender m Male Telephone Email firstname lastname emai com Is Accompanying Person No Type of Participant STD ADL Adult learners With Special Needs no IVT Participant Type MobIVT Sch Trainees in school based initial vocational training 4 A confirmation The recor
126. secondary Lower secondary programmes designed for direct access to programmes to labour the labour market ISCED 0 2 Pre primary primary Pre primary primary and lower secondary education and lower secondary education ISCED 1 2 Primary and lower Primary and lower secondary education secondary education ISCED 3 Upper secondary This level of education typically begins at the end of full time education compulsory education for those countries that have a system of compulsory education More specialization may be observed at this level than at ISCED level 2 and often teachers need to be more qualified or specialized than for ISCED level 2 The entrance age to this level is typically 15 or 16 years The educational programmes included at this level typically require the completion of some 9 years of full time education since the beginning of level 1 for admission or a combination of education and vocational or technical experience and with as minimum entrance requirements the completion of level 2 or demonstrable ability to handle programmes at this level ISCED 3 UND Graduates at ISCED3 Graduates at ISCED3 unduplicated ISCED 3AB UND Graduates at ISCED Graduates at ISCED 3A B unduplicated 3A B ISCED 3 UND DUR Graduates at ISCED Graduates at ISCED 3A B and 3C of similar duration to typical 3A B C ISCED 3A B unduplicated ISCED 3GEN general programmes Upper secondary general programmes ISCED 3PV pre vocational Upper secondary pre vocatio
127. stName2 HOSTO2 LEOO1 00001 2011 1 BE3 ID0003 FirstName3 HOSTO3 LEOO1 00001 2011 1 BE3 ID0004 FirstName4 HOS T04 LEOO1 00001 2011 1 BE3 ID0005 FirstName5 BEN HOST05 LEOO1 00001 2011 1 BE3 ID0006 FirstName6 BEN HOSTO6 LEOO1 00001 2011 1 BE3 ID0007 FirstName7 BEN HOSTO7 LEOO1 00001 2011 1 BE3 ID0008 FirstName8 BEN HOST08 LEOO1 00001 Page 50 of 125 Next example will create 3 different mobilities from the same sending partner to three different hosting partners for the same participant Please note that this import will result in list of participants containing details of the same person 3 times This is due to the fact that it is the mobility that identifies the imported data not participant Project ID en Participant Participant Sending Receiving First Name Last Name Partner ID Partner ID 2011 1 re EEE E EBEN or a a LEOOT 00001 2011 1 BE3 ID0002 FirstName1 LastName1 HOSTO2 en eee 00001 2011 1 BE3 ID0003 FirstName1 LastName1 BEN HOSTO3 an eee e 00001 The following example highlights the importance of careful row by row data entry During the import process the Mobility Tool sees rows as consecutive data entries Therefore if row 20 contains some modifications of partner data that has already been defined in row 6 of the same imported data file it will take the data from row 20 as the most current one and will update the partner data as a result This can be illustrated by the next example of the import data fil
128. t Project Details Context amp Period Project Identifiers amp Summary Sub programme LEONARDO DA VINCI Grant Agreement No 201 1 1 BE3 LEO01 00001 Action LEONARDO DA VINCI IVT Initial Vocational Training National ID 1234 Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name Beneficiary Organisation End of activity 4 A list of existing mobility experiences will be displayed Page 41 of 125 European Commission Mobility tool bir Hamr A en List of Mobility Experiences for 201 1 1 BE3 LEOO 00001 E S LIEI O fa LASTHAME List of Mobles for this Mobility Experience 5 Find the mobility experience you want to add a new mobility for on the list 6 Click the Add New Mobility button underneath mobility experience details 01 01 2011 1 aapon 080172012 7 Anew mobility form will appear Mobility Details for 2011 1 BE3 LEOO1 00001 FirstName LastName Mobility Partners Mobility Details Budget Sending Country Select country Sending Partner Beneficiary Organisation Benefici Receiving Country Select country y Subsistence Departure Date Travel Costs Return Date E Intermediary Partner H Duration in weeks 0 and days 0 Total Receiving Partner Host Organisation
129. t tables 134 Intermediary Partner Region Yes Please refer to code list tables 135 Intermediary Partner Contact No Text with length less than 255 characters Title 136 Intermediary Partner Contact Yes Text with length less than 255 characters First Name 137 Intermediary Partner Contact Yes Text with length less than 255 characters Last Name 138 Intermediary Partner Contact No Text with length less than 255 characters Department 139 Intermediary Partner Contact No Text with length less than 255 characters Position 140 Intermediary Partner Contact No Text with length less than 255 characters Mobile 141 Intermediary Partner Contact Text with length less than 255 characters Email Email address format check 142 Intermediary Partner Contact Yes Text with length less than 255 characters Legal Address 143 Intermediary Partner Contact Yes Text with length less than 255 characters Postal Code 144 Intermediary Partner Contact Yes Text with length less than 255 characters City Page 89 of 125 H 145 146 147 Field Name Intermediary Partner Contact Country Intermediary Partner Contact Region Intermediary Partner Contact Fax Mandatory Characteristics Yes Yes No Please refer to code list tables Please refer to code list tables Text with length less than 255 characters Page 90 of 125 Annex Il List of codes for data import List of data reference also called data dictionary or EAC Dict
130. t will receive new email with a link to already filled PDF file This action does not invalidate or reject the previous participant submission This action can be used to send participant already filled in report for his her copy in case the report is missing 8 4 How to check for status of participant report 1 Login to the Mobility Tool 2 Click the grant agreement number of the project you want to open A page of project details will be displayed 3 Click the Mobility Experiences button in the top menu You will see the list of existing mobility experiences 4 The current status of the participant report is displayed in the second column from the right called Report Status is displayed Last Name First Name First start date Last end date Report status Mobilities u LASTNAME FirstName 01 01 2011 01 02 2011 1 List of Mobilities for this Mobility Experience wer Add New Mobility Delete Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 u Last Name First Name First start date Last end date Report status Mobilities m JONES Jane 14 12 2011 08 01 2012 1 List of Mobilities for this Mobility Experience j a Add New Mobility Delete Sending Country Receiving Country Receiving Partner Start date End date LIECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 O a Report request can also be checked for each individual mobility experience In order t
131. ta using graphical user interface More information on this topic can be found in the chapter describing the import process Page 46 of 125 Please notice that exporting data from the Mobility Tool may take some time and it may result if files large in size The biggest export file at the time of the writing the latest version of this document has over 1 2MB and it took over 2 minutes to generate 7 2 Data import The Mobility Tool allows importing partner participant and mobility data that is all project information in one go The import process uses CSV Comma Separated Values file as a data protocol Data can be imported at any time of the project lifecycle During the import new data entries may be created as well as updated It is not possible to delete any information already existing in the tool during the data import process All deletions should be done manually by the Mobility Tool user using the graphical user interface GUI The general rule for data import into the Mobility Tool is following If partner mobility or participant cannot be identified in the system by partner and mobility ID a new set of data is created If partner mobility or participant can be identified as already existing in the system and the imported data contains some changes to the partner mobility or participant information the set of existing data is updated If partner mobility or participant can be identified as already existing in t
132. tails Parres Project Details for 201 1 1 BE3 LEO01 00001 Context amp Period Project Identifiers amp Summary Sub programme LEONARDO DA VINCI Grant Agreement No 201 1 1 BE3 LEO01 00001 Action LEONARDO DA VINCI IVT Initial Vocational Training National ID 1234 Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name Beneficiary Organisation End of activity 4 A list of partners will appear Partners are beneficiary organisation host and intermediary organisation or organisations Please note the beneficiary organisation will always be displayed at the top of the list with value Yes in the Beneficiary column The list of partners allows quick filtering and searching partners from the list Partners can be filtered by partner ID or part thereof legal name or part thereof type of Page 20 of 125 organisation selection from the drop down list preferred contact person name or part thereof preferred contact person mobile phone number of part thereof and country selection from the drop down list Log out Legal notice European Commission Mobi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Project Partners for 201 1 1 BE3 LEO01 00001 My Home gt Partners Filter by columns
133. te tertiary EUREN INNERER level No en Vocational training institute tertiary wel EE level No se Other types of Association A LASTNAM 50000 BELGIUM 3 Change the details and click the Save button A confirmation message The record has been updated successfully will be displayed Note The Beneficiary Organisation details should not be changed by Beneficiary Organisation only by the National Agency If for any reason the Beneficiary Organisation details need to be changed please inform your National Agency Once the data is changed by the National Agency please follow section 3 2 in order to reflect these changes in Mobility Tool 5 4 How to remove partner 2 Repeat the steps from 5 1 How to display a list of partners paragraph 3 Mark the selection box next to the partner you want to remove Please note that it is not possible to remove your own beneficiary organisation from the list Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country y de General search Mi e r Ci Er Search DA Show 50 v entries w cy E Showing 1 to 4 of 4 entries List of Beneficiary Partners Preferred contact Beneficiary ee Legal Name Type of Organisation Name Mobile Country Beneficiary Vocational training institute tertiary Beneficiary Test USE ae 0000000000 BELGIUM Organisation level Vocational training institute tertiary No Intermediary Partner level No
134. tended choice of host country and organisation host country culture and work organisation etc Language preparation received enabled me to cope with everyday situations To avery small extent Language preparation received helped me to work in my occupational area To a very small extent I received the necessary information to get integrated into my new environment To a very small extent Overall satisfaction regarding preparation To a very small extent Please describe the type of preparation provided to you linguistic courses text host country cultural information work organisation etc was given proper help to find a suitable host organisation To a very small extent ee Tha anrmanicatinm scharn I teninad henr Lad mat ma tenininn nande 7 Print the page using your Internet browser functionality Page 70 of 125 9 Budget 9 1 How to manage mobility budgets In the mobility budget section you are able to provide subsistence and travel cost for mobility participants Budget values can be entered during creation of mobility experience or additional mobilities However if these values were not provided and need to be added later follow the steps below 1 Login to the Mobility Tool 2 Click the grant agreement number of the project you want to open A page of project details will be displayed 3 Click the Mobility Experiences butto
135. ters 7 2 3 ID fields The data template file contains 12 ID fields They play very important role in the data import process The table below presents all the ID fields with their characteristics Field name Mandatory Description Project ID Grant agreement number also called project number i e 2011 1 BE3 LEO01 00001 In a single import file this field must always contain the same value Mobility ID Any unique identification of a particular mobility i e 0001 MOBO1 NL GB John Certifying Partner ID 1 Equals to either sending receiving or intermediary partner ID Certifying Partner ID 2 Equals to either sending receiving or intermediary partner ID Certifying Partner ID 3 Equals to either sending receiving or intermediary partner ID Sending Partner ID Any unique identification of a sending beneficiary partner i e BENEFICIARY ORG1 Sending Partner National Optional field for any partner national identification i e ID organisation registration number Sending Receiving Identification of a partner contact person This field Intermediary Partner cannot be updated via the import process Contact Email Receiving Partner ID Yes Any unique identification of a receiving host partner i e HOST1 Receiving Partner National Optional field for any partner national identification i e ID organisation registration number Intermediary Partner ID Yes Any unique identification of an intermediary partner if exists in the mobi
136. the report was requested A new request will be necessary Reports created before the inconsistent data message will be invalidated e INVALIDATED a new report request has been made while other report request was in EMAIL NOTIFIED state e ERROR error in processing Please contact your National Agency and let them know about the problem 8 5 Participant forms submission deadline All reports have a maximum submission date the latest date when the reports are accepted by the system The maximum submission date is calculated based on project activity dates in the following method the latest submission date Project End Activity date 60 days In case a project doesn t have activity end date specified the following formula is used to determine the submission deadline the latest submission date National Agency contract signature date 2 years 60 days The details on the project activity dates can be found in the Project Details page in Mobility Tool The example start and end activity dates may look similar to the image below Start of activity 01 Sep 2011 End of activity 30 Sep 2012 The reporting start and end date can be found in Updates and Reports section of the tool In order to find the details please follow the steps Page 67 of 125 1 Login to the Mobility Tool 2 Click your project agreement number 3 Click Updates and Reports in the top menu bar 4 Click update time of the latest proje
137. tinue their education at level 1 primary education EMAIL NOTIFIED 1 BE BELGIUM PT 3 LASTNAM FORESTR pre prim i e to prc children continue their education at level 1 primary education EMAIL NOTIFIED 2 BG BULGARIA EE 4 JONES Jane F Female NO NO 1995 01 01 00 00 00 0 jane jones email com 2 B5 Mining of coal and lignite 726 Therapy and rehabilitat 5 BRAVO primary and lower secondary education PENDING 1 DK DENMARK CZ CZECH REPUBLIC Host Organisation Partner no 1 201 16 17 3 4 4 gt 2011 1 BE3 LEO01 00001_2012 08 3 Le Ready Bo 100 gt O a This may happen due to regional settings of your computer The solution presented below applies to Microsoft Windows 7 however previous versions of the Windows operating system may have similar steps In order to fix the problem please go to Control Panel then Region and Language and clik Additional Settings button on the bottom of the window Page 82 of 125 Format English Ireland Date and time formats Short date Long date Short time Long time First day of week What does the notation mean Examples Short date Long date Short time Long time Go online to learn about changing languages and regional formats Example Positive 123 456 789 00 Negative 123 456 789 00 Decimal symbol No of digits after decimal Digit grouping symbol Digit grou
138. tional period RecNac National National recognition recognition RecByHomInst Recognition by Recognition by home institution home institution RecNatHom Recognition at Recognition at national level in home country national level in Page 124 of 125 home country No Recognition No Recognition Other Other 16 Boolean Code Description 17 Special list of codes for question is organisation able to recover VAT Code Description N A Not Applicable Page 125 of 125
139. ty ID must be unique in the imported file All mandatory fields must be provided except for the intermediary partner All fields must have correct format use the Appendix for reference All codes must be correct use the Appendix Il for reference Mobility return date must be later than departure date Sending and receiving countries cannot be the same Sending partner in one mobility cannot be receiving or intermediary partners in any other imported mobility Beneficiary organisation cannot play any other role than sending partner There must be exactly one partner contact person per organisation sending receiving or intermediary The certifying partners provided in the import file must be one of the sending receiving or intermediary partners IVT mobilities can have a maximum of 39 weeks duration PLM mobilities can have a maximum of 26 weeks duration VETPRO mobilities can have a maximum of 6 weeks duration Mobility budget cannot be smaller than O and larger than 99999 the budget values may remain empty in the imported file 7 3 Remarks for text editing programs There are many examples of text editing or spreadsheet editing software available on the market This paragraph will not extensively cover any particular example of software but will provide few cases for Microsoft Excel 2010 We will focus on the most typical examples of issues that might affect data import process into the
140. ui A 0 AA q Parmer ct dme Ins dar LESH TENS TEM LEN mage Urgamuisaten 1 12 2001 0401 2012 a a 3 Change the values in the form Please note that participant data cannot be modified in this form Please refer to 4 3 How to edit participant s details section for more information on changing participant s data Page 38 of 125 Mobility Experiences Reports Requests Detail of Mobility Experience for 201 1 1 BE3 LEOO1 00001 Participant Title ur First Name FirstName Last Name LastName Date of Birth 01 01 1980 dd mm yyyy Gender M Male With Special Needs No Is Accompanying No Person nl Type of Participant STD ADL Adult learners IVT Participant Type MobIVT Sch Trainees in school based initial vocational training List of Mobilities for this Mobility Experience Sending Country BELGIUM Mobility Experiences List Receiving Country PORTUGAL 4 Click the Save button Participant Address Steet1 Postal Code 1000 ooo City Brussels Country Be BELGIUM Region BE10 Region de Bruxelles Capitale Brussels Hoofdste Telephone Email firstname lastname emai com Education Economic Sector A AGRICULTURE FORESTRY AND FISHI y Field of 7 Health and Welfare hg Education Level of ISCED 0 Programmes at level 0 pre prima y Education Add New Mobility Receiving Partner Start date End date Partner no 1 01 01 2011 01 02 2011 5 Cancel Save If you w
141. uthenticates your identity on Username or e mail address AY LULL Password gt More options Lost your password Required fields Or log in with your A Mobile phone E ZA The most important fields are Is the selected domain correct should be always set to External If it is set otherwise please use Change it link and select Neither an institution nor a European body Username or e mail address both can be used for login Since usernames are generated automatically by ECAS during the registration we suggest using email address as an easier way to remember Password as defined during the registration process 2 1 How to change language of website user interface Mobility Tool can be translated to many languages Languages available to you can be seen on the upper right corner drop down list as shown on the screenshot below The languages are described in the following convention BE3 English EN where BES is the National Agency and English EN is the language available for that agency Please note that only languages available to the agencies are available to beneficiary users For example French agency will only have French language listed while Swiss Agency will have German French and Italian languages available English language is available by default to all agencies and users Page 9 of 125 User Status European Commission Mobility tool BE3 Europese Programma s voo
142. ve button 16 After saving a new Mobility Experience or Experiences for selected participant or participants a confirmation message will be displayed The Mobility Tool will create a mobility experience for each selected participant All the mobility experiences created in this process will share the same values for economic sector field of education level of education mobility partners sending receiving and intermediary if selected sending and receiving country dates of mobility budget certifying partner and certification type as well as languages 17 Click the Mobility Experiences List button to return to the main Mobility Experience page 6 2 How to display mobility experience details 1 Login to the Mobility Tool 2 Click the project grant agreement number to see the project details 3 Click the Mobility Experiences button in the top menu Page 35 of 125 User Status Log out Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Project Details _Home i Project Details for 201 1 1 BE3 LEOO1 00001 Context amp Period Project Identifiers amp Summary Sub programme LEONARDO DA VINCI Grant Agreement No 201 1 1 BE3 LEO01 00001 Action LEONARDO DA VINCI IVT Initial Vocational Training National ID 1234 Call year 2011 Project Title national language Project Title Start of activity Beneficiary Latin Name
143. yed on the list of all partner organisations Same address as Partner Organis Tithe Legal Address First Name Postal Code Last Name cuy Department Country Select Position Regi n Mobile Fax Email Preferred contact Partners List Cancel S 6 Click the Save button A confirmation Record created successfully will be displayed Notice the number of contact persons in the organisation has increased Page 27 of 125 5 7 How to remove beneficiary organisation contact person 1 Repeat the steps from 5 1 How to display a list of partners paragraph 2 Click the name the partner A list of contacts for the beneficiary organisation will be displayed Filter by columns Beneficiary Partner ID General search ak X BED List of Beneficiary amp Partners Partneg ID Preferred contact Legal Name Type of Organisation Yv Al Search A Legal Name Type of Organisation Name Mobile Country Yv Show 50 v entries Showing 1 to 4 of 4 entries Preferred contact Mobile Country ves PBI we we wo Beneficiary Organisation Vocational training institute tertiary level Host Organisation Parents associations Vocational training institute tertiary Intermediary Partner level Partner no 1 Other types of Association csi Test USE 4999000000 BELGIUM FirstName LASTNAM E 00000 BELGIUM 3 Check the selection box next to the partner contact name you want to

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