Home

Mobility Tool Guide for Beneficiaries of Leonardo da

1. Add New Mobility Jelete End date r Cancel Save Start date 01 01 2011 01 02 2011 If you wish 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 1 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 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 Click the green loupe icon a on the right in the yellow List of Mobilities for this Mobility Experience section underneath the mobility experience details New Mobility Experience Advanced Search Clear Filters Last Name Firs t Import Export A Report status Mobilities First start date Last end date LASTNAME FirstName 1 01 2 03 201 EMAIL NOTIFIED 2 List Of Mobilities for this Mobility Experience Add New Mobility Mobelity ID Sending Country Receiviny 9 Country Receiving Parmer S d nd date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 BULGARIA ESTONIA Host
2. otal Pages 10 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 11 Review the report and provide answers to all required questions in the form 12 Scroll to the bottom of the report and click the Validate button This action will check if all required fields have been filled in 13 Once completed click the Submit online to send the report to your National Agency This action requires Internet connection 14 If 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 8 5 Participant forms submission deadline for more information Page 76 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 10 3 Final Beneficiary Report discrepancies It may happen in your project that some mobilities don t have a travel and subsistence 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
3. Tha aenanic ating shara l traina hunrlead maat nar teninina naadde 7 Print the page using your Internet browser functionality Page 67 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 Login to the Mobility Tool Click the grant agreement number of the project you want to open A page of project details will be displayed Click the Mobility Experiences button in the top menu Log out l Legal notice User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking ewr My Home gt Project Details a Home Project Details Partners Participants Mobility Experiences Budget Project Details for 201 1 1 BE3 LEO01 00001 lt Updates and Reports Context amp Period Sub programme LEONARDO DA VINCI Action LEONARDO DA VINCI IVT Initial Vocational Training Call year 2011 Start of activity End of activity displayed to change the budget New Mobility Expenence Delete Advanced Search Clear Fitters Last Name Project Identifiers amp Summary Grant Agr
4. ae a pill Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Participants amp Accompanying Persons for 201 1 1 BE3 LEO01 00001 My Home gt Participants Remove Selected Import from a file Title First Name Last Name Gender With Special Needs Accomp Person oO Email FirstName LastName Male No No firstname lastname email com E Mrs Jane Jones Female No No jane jones email com Johnny Bravo Male No No johnny bravo email com oo Total Pages 1 3 A new participant form will appear as shown on the screen shot below User Status European Commission Mobility 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 Participant for 201 1 1 BE3 LEO01 00001 Title ooo Address P First Name DOO O Postal Code Oo O O Last Name Po City ss Date of Birth z z ke zx dd mm yyyy Country Select country gt Gender H Region Telephone ss Email Is Accompanying Person No z Type of Participant choose participanttye o H With Special Needs No F IVT Participant Type P 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 Re
5. 5 6 How to add partner organisation contact person paragraph Note Partner details can be changed at any time during project lifetime Page 21 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 5 3 How to edit partner s details 1 Repeat the steps from 5 1 How to display 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 bw vv General search w P X r FA HR Search 4 Show 50 entries W Z0 i Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary ioi Legal Name Type of Organisation Name Mobile Country ver Beneficiary Vocational training institute tertiary Beneficiary Test USE 0000000000 BELGIUM Organisation level R No a eet ae Vocational training institute tertiary ee level No ge ea Vocational training institute tertiary tni level No Partner no 1 Other types of Association aie LASTNAM 00000 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
6. 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 your 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 Page 54 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 In particular the beneficiary ID should always be provided BEFORE the function of data import export is used 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 websit
7. Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking A My Home gt Project Details Home Project Details Partners Participants Updates and Reports Project Details for 201 1 1 BE3 LEO01 00001 Mobility Experiences Budget 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 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 Participant 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 74 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme User Status gge European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap gt My Home gt Project Updates Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Updates and Reports for
8. Yes button to save 7 3 3 Long numerical values Some spreadsheet software may shorten your long numerical values for example a phone number of 3212351234567 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 57 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 ES next to Mobility Experience for which you want to send a participant report European Commission Mobility tool My Home Mc List of Mobility Exper iences for 201 1 1 BE3 LEO01 000
9. Access to Project Partners List Cancel Save 9 Click the Save button A confirmation that the new partner contact has been created will be displayed Record created successfully 5 6 How to add partner organisation contact person 1 Repeat the steps from 5 1 How to display list of partners paragraph 2 Click the name of the organisation you want to add a contact to Filter by columns Preferred contact Benefici Partner ID Legal Name T of Organisation Name Mobile Country Genera I searc h afn t xX Ea i Search z Show 50 wi entries Showing to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary Partner ID Type of Organisation Name Mobile Country 0 Yes Vocational training institute tertiary level Beneficiary Test USER 00000 BELGIUM B Parents associations John SMITH 012345 LITHUANIA V4 No Vocational training institute tertiary level r Other types of Association FirstName LASTNAME 00000 BELGIUM 3 A list of already existing contacts will appear a X r Al He Show All v entries Ca H l Showing 1 to 1 of 1 entries List of Contacts for this Partner Authorised Pefared a Edit to sign Name Department Position Mobile Email Access to Project contact Grant Vd No Yes John SMITH Director 012345 director organisation com No Partners List 4 Click Add New button as presented below x r E r He Show All entries pir Ar nag t
10. Opleiding en Samenwerking EBA 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 201 1 1 BE3 LEO01 00001 Accept Reject Re Request Back 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 Languages Used CS Czech 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 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 I was given proper help to find a suitable host organisation To a very small extent e
11. Your National Agency Name BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap Helpdesk Contact 32 mobilitytool About the tool 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 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 National Agency 2 Click the project s grant agreement number to see the project details Page 9 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerkim 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 E In the Mobility Tool you will be able to provide all the information on your projects identify participants and mobilities complete and up
12. with automatically calculated Total value Mobility Details for 201 1 1 BE3 LEO0O1 00001 FirstName LastName Mobility Partners Mobility Details Budget Sending Country BE BELGIUM Sending Partner Beneficiary Organisation Benefici gt ils aaa ie PT EON H Subsistence Departure Date 01701 2011 E Travel Costs 100 00 Receiving Partner Partner no 1 Return Date 01 02 2011 aa Intermediary Partner zi Duration in weeks 4 and days 4 Total Certification Languages Used Select Certifying Partner Selected Certificates List of Languages Selected Languages Beneficiary Organisation Beneficia Beneficiary Organisation Certifications associated to an ed BG Bulgarian EN English Select Certification Type gt Certifications associated to an edut Cancel Update Mobility 7 Provide subsistence and travel cost for the mobility All budget entries are displayed in Euros Budget Subsistence 250 00 Travel Costs 100 00 350 00 Total 8 Click the Update Mobility button A confirmation message The record has been updated successfully will be displayed 9 Click the Mobility Experiences button in the top menu to return to the list of mobility experiences 10 Repeat the process for each mobility if necessary Page 69 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 9 2 How to manage project budget In the proj
13. 0 Pedagogical Linguistic and Cultural Preparation 3 450 00 2000 00 a Mobility Budget 3 2750 00 19060 00 Travel 3 Part Without Needs 130000 00 00 O Part Vith Sp 00 t Q PER Per 0 00 100 00 Total 2 1300 00 1000 00 Subsistence Parti s With 1450 00 10836 00 Q Participants With Special Needs 0 00 5418 00 aE 0 00 1806 00 Total 2 18060 00 Total Budget 33200 00 24360 00 Recalculate Save Note a 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 73 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 10 Beneficiary Report This section applies to final and 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 l Legal notice Ha European Commission
14. 201 1 1 BE3 LEO01 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 If 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 If 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 National Agency User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentse My Home gt Project Updates Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Updates and Reports for 201 1 1 BE3 LEO01 00001 Total Number of Participant Mobility Experiences Approved Participant Reports to Date Project Update
15. ID Update Time Reporting Actions Beneficiary Report File Request Status 125 Apr 26 2011 16 36 00 Prepare New Report N A N A Q Total Pages 1 7 lf 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 75 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 Do you want to continue with the report generation Choose the report language BE3 English EN 7 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 8 Click the Yes button Confirmation Request for a new report was sent will be displayed 9 In afew minutes status of the report will change to Requested Updates and Reports for 201 1 1 BE3 LEO01 00001 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
16. 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 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 9 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 10 On the Mobility Budget page click Back to return to the project budget section 11 If you click any of the Travel or Subsistence budget items 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 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 Page 72 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Budget Summary Number of Participants Approved Budget Mobility Org 4 g 3 30000 00 3000
17. Showing 1 to 1 of 1 entries List of Contacts for this Partner Authorised peeh A Edit to sign y contact Name Department Position Mobile Email Access to Project ant C V4 No Yes John SMITH Director 012345 director organisation com No Partners 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 Page 25 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme displayed on top of the list in bold see the screen shot above His her details will be also displayed on the list of all partner organisations Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Department Country Select country Position Region Mobile Fax Email Preferred contact 4 Partners List Cancel Save 6 Click the Save button A confirmation Record created successfully will be displayed Notice the number of contact persons in the organisation has increased 5 7 How to remove beneficiary organisation contact person 1 Repeat the steps from 5 1 How to display list of partners paragraph 2 Click the name the partner A list of contacts for the
18. 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 Approved Budget 450 00 2000 00 2750 00 19060 00 1300 00 600 00 0 00 300 00 0 00 100 00 1300 00 1000 00 1450 00 10836 00 0 00 5418 00 0 00 1806 00 18060 00 33200 00 24360 00 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 201 1 1 BE3 LEO01 00001 First Name Last Name Total FirstName LASTNAME 25 00 Jane JONES 125 00 Johnny BRAVO 300 00 Page 71 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 7 A list of participants and their budgets will be displayed a To change these values please click the participant s first or last name or the value itself Participant Total 25 00 Back Save Change the Total value for the participant Click the Save button to save and return to previous page If necessary repeat this process for each participant e Click the Back button to return to the main Budget Summary page 8 Click the Mobility Budget link to see the summarized budget values for all mobility ao oo experiences Mobility Budget for 201 1 1 BE3 LEO01 00001 Search Advanced Search Clear Filters
19. 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 LEO01 00001 Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country E v x General search a x r FA PI Search Show 50 entries w a Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary a Legal Name Type of Organisation Name Mobile Country V4 ves Beneficiary Vocational training institute Beneficiary Test U 0000000000 BELGIUM Organisation tertiary level SER F R No jot aaa ica Vocational training institute en tertiary level A V4 No ee eee Vocational training institute e tertiary level E J No a Other types of Association oc LASTN 00000 BELGIUM 3 A partner details form will appear Fill in all required fields marked with the red asterisk Page 20 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 Legal Sta
20. programme Acknowledgements For security and privacy reasons names and email addresses used in the application screenshots presented in this document have been greyed out The Agency data is used for the information and demonstration purposes only All screenshots have been taken using a non production version of Mobility Tool running in the Acceptance test environment The 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 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme This page is intentionally left blank Page 6 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 budget 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 org
21. 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 or spreadsheet editing software available on the market This paragraph will not extensively cover any particular examples of software but will provide few cases of using Microsoft Excel 2010 We will focus on the most typical examples of issues that might affect data import process into the Mobility Tool 7 3 1 UTF 8 As mentioned already in this chapter the Mobility Tool import preserves national characters during the process The import files must have UTF 8 encoding Otherwise some national characters may be displayed incorrectly on the website and consecutively in the beneficiary or participant reports Page 56 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Microsoft Excel 2010 does not save CSV files in UTF 8 character encoding As a result some national characters in a large number of European alphabets such as Greek Bulgarian Polish and more may be incorrectly preserved and as a result
22. status of participant report request and number of mobilities If you wish to see more details please follow the steps below European Commissi Mobility tool List of Mobility Experiences for 201 1 BE3 LEO01 00001 New Mobility Experience Delete Advanced Search Clear Filters 3 LASTNAME FirstName 01 01 2011 31 03 2012 a l l m a JONES 14 12 2011 08 01 2012 manono o OO European Commission Mobility tool List of Mobility Experiences for 201 1 1 BE3 LEO01 00001 New Mobility Experience Ovlete Advanced Search Clear Fiters 01 01 2011 31 03 2012 14 12 2011 08 01 2012 Page 34 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 paragraph 6 5 How to display mobility details for more information Mobility Experiences Reports Requests Detail of Mobility Experience for 201 1 1 BE3 LEO0O1 00001 Participant Tide ur First Name FirstName Last Name LastName tw Date of Birth 01 o 1980 dd mm yyyy Gender MM Mae s With Special Needs NO Is iit No Type of Participant STD ADL Adultleames ss sts sSS IVT Participant Type MobIVT Sch Trainees in school based initial vocational training
23. 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 46 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 to 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 organisation 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 fie
24. the partners list Page 27 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country vr General search m P X oA Ei Search Z Show 50 entries Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary jei Legal Name Type of Organisation Name Mobile Country Q Yeu Beneficiary Vocational training institute tertiary Beneficiary Test USE 0000000000 BELGIUM Organisation level Va No Host Organisation Parents associations Vd No es ape Vocational training institute tertiary ee level Va No Partner no 1 Other types of Association ee 00000 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 Mi fx gt Show All entries X Bie in usa Showing 1 to 3 of 3 entries List of Contacts for this Partner Authorised preferred Edit to sign v Name Department Position Mobile Email Crant contact 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 Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Depar
25. will be inserted into the notification email message to the Participant Characters typed limit 250 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 Back Request New Report 7 Click the Request New Report button to send the 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 Page 59 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Mobility Experiences Reports Requests Reports Requests FirstName LastName for 201 1 1 BE3 LEO0O1 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 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 8 4 How to check for status of participant report paragraph for more details on participant report status Mobility Experiences Reports Requests Reports Requests FirstName LastName for 201 1 1 BE3 LEO01 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 Eng
26. 0 1 Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports New Mobility Experience late Advanced Search Clear Fitters Request r t import Export Last Name First Name First star date Last end date Repon status Mobilities L LASTNAME FirstName 017 0172011 31 03 2012 EMAIL NOTIFIED 2 A List of Mobilities for this Mobility Experience Add New Mobility Delete Mobairy ID Sending Country Receiving Country Receiving Partner Start date Eno date BELGIUM PORTUGAL Partner no l 01 01 2011 01 02 2011 3 f BULGARIA ESTONIA Host Organisanon 02 03 2012 31 03 2012 3 ji Last Name First Name First start date Last end date Report status Mobilities L Qo JONES jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobility Mob ty ID Sending Country Receming Country Receming Partner Start date End date UECHTENSTEIN IRELAND Host Organisaton 14 12 2011 08 01 2012 a oO 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 Participant Title Mr Address Street 1 First Name FirstName Postal Code 1000 Last Name LastName So Brussels Country BE BELGIUM Date of Birth 01 01 1980 dd mm yyyy Region BE10 R gion de Bruxelles Capitale Brussels Hoofdste Gender M Male Telephone ai No Email firstname lastname emai com Is Accompanyin
27. 0000 00 3000 00 a Pedagogical Linguistic and Cultural Preparation 3 450 00 2000 00 Mobility Budget 3 2750 00 19060 00 Travel Participants Without Special Needs 2 1300 00 600 00 Participants With Special Needs 0 0 00 300 00 Accompanying Persons 0 0 00 Total 2 1300 00 Subsistence Participants Without Special Needs 2 1450 00 Participants With Special Needs 0 0 00 Accompanying Persons 0 0 00 Total 2 Total Budget 33200 00 Recalculate Save 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 Page 12 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme User Status Log out Legal notice European Commission _ Mobi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en TE I TO ee ee a ae e ee en Home Project Details Partners _Paricipans Mobility Experiences Budget Updates and Reports Project Details for 201 1 1 BE3 LEO01 00001 My Home gt 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 Beneficia
28. 12 2011 08 01 2012 T Page 61 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 FirstName LastName for 201 1 1 BE3 LEO01 00001 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 It 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 LEO01 00001 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 4 Report data will appear as the participant fille
29. D0005 FirstName5 BEN HOST05 LEO0O1 00001 201 1 1 BE3 ID0006 FirstName6 HOST06 LEO0O1 00001 2011 1 BE3 ID0007 FirstName7 HOSTO07 LEO01 00001 2011 1 BE3 ID0008 FirstName8 BEN HOST08 LEO01 00001 Page 48 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 a Participant Participant Sending Receiving First Name Last Name Partner ID Partner ID 2011 1 aera a et a Ca C LEOO1 00001 2011 1 BE3 ID0002 FirstName1 LastName HOST02 ew O S a E ee 00001 2011 1 BE3 ID0003 FirstName 1 LastName BEN HOST0O3 Hn O S ES A 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 file Project ID Sending Sending Partner Sending Partner Sending P
30. EUROPEAN COMMISSION Directorate General for Education and Culture Lifelong Learning policies and programme Coordination of the Lifelong learning programme Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Version 22 October 2013 Mobility Tool v 3 2 0 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme This page is intentionally left blank Page 2 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Table of Contents PEKMOWICCOCINGIIS sorrera a ult assert e a a ten Rice eee 5 shee isl ela gel Ml ah gele cit 6 9 pereenunente s meemtse numer lr eee a eter eaten nea eere A 7 da Be svel gold ie a ai rset emer trae cere tanr eta Ries nna ene are ne Re nN ne oe Reem caper Re Ve neh nent ee crear 7 ter TOOrUSSI S fonat tac soi asttecet on ir rant iota tanta nh iaantet ean cen haneea had me alas ailancia ionaeeatnoneameeeel 7 2 AOW OIME MODIY TOO rsin Gua teehee N 7 2 1 How to change language of website user interface ccc ceeccccseeeceeceeeeeecaeeeeeeeaeeeeesaeeeeenaeeeeesaaes 8 E SE e ea et N PE nn a 0 O AE A T IE A TAA A S E AAE E ete tae tt TOEA E A na 9 3 1 How to VIEW projec s details osscccosceew wed esasedeustieebed eels chats seeneencadehcetecee elawlanieds seenesd nce leantiveeldartees 9 3 2 Changes to projectdetalilS eisni a hatte a a hese 10 As Parepa S a a a a a a eavacretmiavagoublandaciates 12 4 1 How to display list of participants 0 0
31. ITTED 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 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 Page 64 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 activi
32. List of Mobilities for this Mobility Experience Receiving Country Receiving Partner PORTUGAL Sending Country BELGIUM Mobility Experiences List Partner no 1 Participant Address Stret Postal Code hoo ciy Bussels Country BE BELGIUM Region BE10 R gion de Bruxelles Capitale Brussels Hoofdste Telephone fC Email firstname lastname emaicom Education Economic Sector A AGRICULTURE FORESTRY AND FISHI gt Field of 7 Health and Welfare Education Level of ISCED 0 Programmes at level 0 pre prima gt Education Add New Mobility Delete End date 01 02 2011 Cancel Save Start date 01 01 2011 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 European Commission Mobility tool My Home Mobility Expe List of Mobility Experiences for 201 1 BE3 LEO01 00001 s Parncipants Mobility Expenences Budget Update s and Reports New Mobility Experience Deiote Clear Filters t impon Export Last Name First Name First start date Last end date Report status Mobilities a ra LASTNA
33. ME FirstName 01 01 20 31 03 2012 EMAIL NOTIFIED 2 fA List of Mobilities for this Mobility Experience Add New Mobility Delete Mobility ID Sending Country Receiving Country Recetvin g Partner Start date End date BELGIUM PORTUGAL Partner no 01 01 2011 01 02 2011 3 m BULGARIA ESTONIA Host Organisation 02 03 2012 31 03 2012 a C Last Name First Name First start date Last end date Report status Mobilities a JONES Jane 14 12 2011 08 01 2012 EMAIL NOTIFIED iA List of Mobilities for this Mobility Experience Add New Motality Mobility ID Sending Country Receiving Country Receiving Partner Start date End date UECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 oO You will see a form similar to the one presented below Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Search Options Person Mobility Sending Receiving Countries Sending Country Select country First Name Receiving Country Select country Last Name Mobility Dates Is Accompanying Person 0 A s Accompanying Person A Yes No Both ssa Date El With Special Needs A Yes No Both E Return Date The advanced search option can help you to find a specific participant 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 t
34. Opleiding en Samenwerking Agentschap Mobility Experiences gt Mobility Experience New Mobility Experience for 201 1 1 BE3 LEO01 00001 Education Economic Sector Select a Sector Field of Education Select a Field Level of Education Select a Level PEERS ake Mobility Partners _ Mobility Details Budget Sending Partner Beneficiary Organisation Beneficiary Receiving Partner Host Organisation i Sending Country BE BELGIUM Receiving Country LT Subsistence Departure Date he Travel Costs Return Date intermediary Partner Duration in weeks 0 and days Certification 7 Choose Economic Sector Field of Education and Level of Education Page 30 Education Economic Sector Select a Sector Field of Education Select a Field Level of Education Select a Level Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 Benef
35. Org tie 02 03 2012 31 03 2012 Last Name First Name First start date Last end date Report status Mobilities a JONES 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobility be Mob lity 1D Sending Country Receivin g Country Receiving Partne Start date nd date LIECHTENSTEIN IRELAND Host Organisatio 14 12 201 08 01 2012 J Page 37 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 6 A mobility details form will appear Mobility Details for 201 1 1 BE3 LEO01 00001 FirstName LastName Mobility Partners Mobility Details Budget Sending Country BE BELGIUM gt a r Receiving Country PT PORTUGAL gt j Sending Partner Beneficiary Organisation Benefici gt iia Aca Subsistence Departure Date 01 01 2011 E Travel Costs 100 00 Receiving Partner Partner no 1 Return Date 01 02 2011 aa Intermediary Partner H Duration in weeks 4 and days 4 Total Certification Languages Used Select Certifying Partner E E T List of Languages Selected Languages Beneficiary Organisation Beneficia gt Beneficiary Organisation Certifications associated to an ed BG Bulgarian EN English Select Certification Type Certifications associated to an edut DE German EL Greek x Cancel Update Mobility 6 6 How to change mobility If you want to change mobility details including sending country receiving country departure da
36. Status Log out Legal notice Eia European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Project Details 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 existing mobility experiences will be displayed European Commission Mobility tool Home Mobility E List of Mobility Experiences for 201 1 1 BE3 LEO01 00001 Home Project Detaits Partners Participants Mobility Experiences Budget Updates and Reports New Mobility Expenence Delete Advanced Search Clear Filters Request report import Export 5 Last Name First Name First start date Last end date Report status Mobilities L a LASTNAME FirstName 01 01 2011 31 03 2012 EMAIL NOTIRIED 2 6 List of Mobilities for this Mobility Experience Add Naw Mobility Mobility ID Sending Country Recenving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 8 g BULGARIA ESTONIA Hast Organisavon 02 03 2012 31 03 2012 Go a Last Name First Name First start date Last end date Report status Mobili
37. Tool offers two options for mobility experience data export Excel and CSV It may happen that when you choose to download and open CSV Microsoft 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 x ls 2011 1 BE3 LEO001 00001_2012 08 29 15 03 30 1 csv Microsoft Excel E 52 Home Insert Page Layout Formulas Data Review View Developer Quick tips a o ep 8 B EA Calibri Ja dyz X General v EE Conditional Formatting 3 Insert 7 AY rs Ba e a3 9 E Format as Table F Delete 7 m fore e Bae E A fee Pe 2 A EEEF Gf es E Cell Styles Format Qe Slo eas Clipboard Font Alignment Number Styles Cells Editing Al v fe Last Name First Name Gender Accomp Person With Special Needs Date of Birth Email Mobility Experience v B C D E F G H J K L M N cL Last Nam First Name Gender Accomp Person With Special Needs Date of Birth Email Mobility Experience No Economic Sector Field of Education Lev 2 LASTNAM FORESTRY pre prim i e to prc children continue their education at level 1 primary education EMAIL NOTIFIED 1 BE BELGIUM PT 3 LASTNAM FORESTRY 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
38. aliable BE3 English EN 1329 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 c 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 participant 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 Page 63 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Last Name First Name First start date Last end date Report status Mobilities E LASTNAME FirstName 01 01 2011 01 02 2011 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobility D Sending Country Rece
39. anged some data 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 couldnt find partners and mobilities with the 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 Lets 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
40. anisations 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 European Commission 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 address URL 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 7 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Contact Search Legal notice Privacy Statement English en v tsi EUROPEAN COMMISSION AUTHENTICATION SERVICE ECAS DACI EUROPA gt Authentication Service gt Login New password Sign Up Help Login Not registered yet Is the selected domain correct External Change it authenticates your identity on Username o
41. ant Report Request for 201 1 1 BE3 LEO01 00001 For the following Mobility Experiences a new Participant Report Request is going to be created LastName FirstName 01 01 2011 01 02 2011 EMAIL NOTIFIED BE3 English EN Jones Jane 14 12 2011 08 01 2012 NONE 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 into the notification email message to the Participant Characters typed limit 250 Back Request New Report 5 Click Request 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 E LASTNAME FirstName 01 01 2011 01 02 2011 REQUESTED 1 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 rc E JONES Jane 14 12 2011 08 01 2012 REQUESTED 1 List of Mobilities for this Mobility Experience Add New Mobility Delete Sending Country Receiving Country Receiving Partner Start date End date LIECHTENSTEIN IRELAND Host Organisation 14
42. ant agreement number to see the project details 3 Click the Mobility Experiences button in the menu User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Project Details Project Details for 201 1 1 BE3 LEO0O1 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 existing mobility experiences will be displayed Page 29 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme European Commission Mobility tool BES Europese Programma s voor Onderwij pleiding en Samenwerking Agentschap Mobility Experiences 01 01 2011 31 03 2012 14 12 2011 08 01 2012 EMAIL NOTIRED European Commission TE Mobility tool E3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap My Home Mobility Experiences List of Mobility Experiences for 201 1 1 BE3 LEO01 00001 T New Mobility Experience Osloto Advanced Search Clear Fiters 14 12 2011 08 01 2012 European Commission Mobility tool BE3 Europese P voor Onderwijs
43. 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 of certifying Page 40 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme partner certification type In principle maximum 3 certifications should be added for a single mobility experience Certification Select Certifying Partner Selected Certificates Beneficiary Organisation Beneficia Beneficiary Organisation Beneficiary Certifications assoc Select Certification Type 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 In principle maximum 3 languages should be added for a single mobility experience Languages Used List of Languages Selected Languages BG Bulgarian CS Czech DA Danish NL Dutch ET Estonian Fl Finnish FR French EL Greek HU Hungarian GA Irish DE German 12 Click the Add New Mobility button to save A confirmation Record created successful will be displayed Please note that the new mobility will ap
44. artner Partner ID Legal Name Legal Address Postal Code 2011 1 a cS a a leaae Leonardo da a LEO0O1 00001 Organisation Vinci 1 2011 1 a a a Ca CE Leonardo da C LEO01 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 ea Ca Leonardo da a LEO01 00001 Organisation Vinci 1 2011 1 a a C e Leonardo da a LEO01 00001 Organisation Vinci 10 Page 49 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Project ID Sending Sending Partner Sending Partner Sending Partner Partner ID Legal Name Legal Address Postal Code 201 1 1 BE3 BEN Beneficiary Rue Leonardo da BE 1000 LEOO1 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 T More scenarios will be discussed in foll
45. ay 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 the 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 201 1 1 BE3 LEO01 00001 Partner Details Full Legal Name national language Full Legal Name Latin characters Partner ID BEN Acronym BO Beneficiary Organisation Beneficiary Organisation 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 P385 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 O 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 sect
46. beneficiary organisation will be displayed Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country wT bd General search P X Al Erg Serch Z Show 50 entries Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary Legal Name Type of Organisation Name Mobile Country RQ var Beneficiary Vocational training institute tertiary Beneficiary Test USE 0000000000 BELGIUM Organisation level R Va No Host Organisation Parents associations Wd No SA R ee Vocational training institute tertiary es level Va No Partner no 1 Other types of Association ee inn 00000 BELGIUM 3 Check the selection box next to the partner contact name you want to remove Please note that you cannot remove yourself from this list the selection box will be greyed out Ma r oy GA pa A Show TAII tries b now A vi entries w ij Showing to 4 of 4 entries List of Contacts for this Partner Authorised preferred Edit to sign contact Name m Department Position Mobile Email Access to Project Grant Q Yes No Mrs Clara DUPONT Vocational Education Director auth ben gmail com No i 4 N Mr Beneficiary Test USER N A N A 00000 B N N j JASON N A N A ja ja 1 Y A N N irL JANSSE cational Ed A tant g Partners List 4 Click the Delete button 5 A confirmation message The record has been deleted successfully will be displayed Page 26 Mob
47. bilities 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 77 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 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 Agents
48. ccccceeeccccccsesseceeecaeeeceessueeseeeeeseeeceeessuaeeeeesssaaeeees 29 6 2 How to display mobility experience details cc ccccccsssecccccceesseceeeeeeeeceeeceeseeceeesaeaeeceeetaneneeess 33 6 3 How to find specific mobility or mobility experience essssnsennssesrrnrrnssrnrrresrnrrrenrrnrrrennnrrnenne 35 6 4 How to change mobility experience ccccccccssssececcceesseeeccceeeeeecceeeseeeecssaaaeeeeesseaseeeesssaseeees 36 6 5 FOW TOIS HAYV MODMY detallS ensani a a a ele eee 37 6 6 FIOW TO CMhalnde MODIY ranri a ues essa eee es ee asin ee 38 6 7 How to add new mobility to already existing mobility experience ccecccceeecceeeeeeeeeeeeeeeees 39 6 8 OW TO CelelS MIO DINIY 2 5 tse ties Seeks cise a a A a 41 6 9 How to delete mobility experience cceeeccccccseeeececcceeseeceeccueeseeeecsaeeeeeeeseaseceeesseaeeeeesssaeeeess 42 7 MITA OL ANG EX DOM OF Cabal aien a a e a 44 Dette A lew OOM tsscipacie asap a crete un satan cbeniratadeernt ae agen 44 Fea BAEP aaO 45 7 2 1 Data file template file structure 00 0 0 cccceeeccccsseeeeceeseeecceeseeeseaueeecsauseeeseuseeessageeessageeesseess 46 7 2 2 Examples of data import file ccccccccccsssseccecceeseeeeeceeeeeeeeeseeeeeeeeeseaaseeeseseeaeeeeeeseageeeeseeas 47 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme TD A WONG cess Serer AA E va cnn E A AEN E E E 50 7 2 3 Data import scenarios ccccccc
49. ceecccccseeeeccseeeeeeceeeeeeceeseeeeaaeeeeeseaeeeeseaseeessegeeesaeeeessaees 12 A 2 MOW tO add NEW ParliGhD AN icare a a eE E a N 13 4 3 How to add new participants in batch ccceeccceecceeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeessaaeeeeeessaeeeneesas 14 4 4 How to edit participant s details cccccccccccccsseseceeeeeeeseeeeeeeeeseeeesseeeeeeeeseeeeceeesseaeeeeeessageeeeeeeas 17 SPINETO ar a aa T E E T dant 18 5 1 How to display list of partners 20 cccccccccccsssceeceeeeeecseeeceeceeeeeecseeeeeeseuseeeseaeeeessedeeessaeeeeeseeeeensees 18 5 2 HOW toada NEW panner enon ne a a O biceaaldvendetk 20 5 3 HOw LO CGIE partners details seissen oniinn reite a iae a ea osha bes aa aE REE Aaaa ERS 22 DA FAOW toremove Partner eenn ae a a a e a a a 22 5 5 How to add beneficiary organisation contact person cccccseeccccceeeeeeceeceecaeeeeseeeeeesseeeeeesaees 23 5 6 How to add partner organisation contact person ssssssesessenrreessnrrresrrnrrersrnrrresrnrrrensnnrrrrsnnne 25 5 7 How to remove beneficiary organisation contact person s ssenesenenenrrsereoennnnnrrsnrrrnrernnrene 26 5 8 How to remove partner organisation contact person cccccseeceecseeeeeeceeeeeeeaeeeeeneeeeeeeneeeesaees 27 5 9 How to enable or disable beneficiary organisation contact person access to Mobility Tool 27 MODINE S areae a a a a a nwa wreeh eee eatacde tein 29 6 1 How to create new mobility experience
50. chap 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 5 A window will be shown asking to save the document and the form will re open Page 78 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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
51. cord 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 list of participants paragraph 2 Click Import from a file button as presented on the screenshot below Page 14 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme User Status L al European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap My Home gt Participants Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Participants amp Accompanying Persons for 201 1 1 BE3 LEO01 00001 Add New Remove Selected i Import from a file Title First Name Last Name Gender With Special Needs Accomp Person Email E o Mr FirstName LastName Male No No firstname lastname email com Mrs Jane Jones Female No No jane jones email com E o Johnny Bravo Male No No johnny bravo email com Total Pages 3 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 s
52. d 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 Page 55 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme File must be of CSV format File must be encoded in UTF 8 Project agreement number must be the same as the active project on the website Partner ID and Mobility ID must be provided Mobility 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 Leonardo da Vinci Mobility Tool Data Dictionary for reference All codes must be correct use the Leonardo da Vinci Mobility Tool Data Dictionary 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
53. d date Report status Mobilities JONES Jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobility Mobility ID Sending Country Receiving Country Receiv ing Partner Start date End date UECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 Q Page 60 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 3 Once selected click on Request report on the top of the table New Mobility Experience Delete Advanced Search Clear Fitters Impor Export Oo lastName FirstName First start date Lastenddate Reportstatus Mobilities LASTNAME FirstName 01 01 2011 31 03 2012 EMAIL NOTIFIED 2 List of Mobilities for this Mobility Experience Add New Mobility Delete Mobility ID Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 g BULGARIA ESTONIA Host Organisation 02 03 2012 31 03 2012 g a JONES Jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobility Delete Mobility ID Sending Country Receiving Country Receiving Partner Start dare End date UECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 g 4 A confirmation form will appear where a report language selection and additional comments can 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 Particip
54. d it in User Status Log out l Legal notice European Commission A Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking A neee 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 201 1 1 BE3 LEO01 00001 Accept Reject Re Request Back rReport Details Request Date 13 12 2011 14 13 43 Receive Date 13 12 2011 14 27 25 Hash code 1DED62983AE7DD15 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 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 o
55. date 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 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 10 Mobility Tool Guide fo
56. e 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 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 LEQO1 00001 error 3036441 7 F2C9 0652 3384144474636479_ csv for more details Ex port Export Mobilities and the associated Partners information 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 fiel
57. e 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 f partner mobility or participant cannot be identified in the system by partner and mobility ID a new set of data is created In particular the beneficiary ID should always be provided BEFORE the function of data import export is used 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 the 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 requi
58. e 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 participants in your project and participants from the import file used the same email address a similar message to the one below will be displayed Page 16 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 1 participants will be updated Email Last Name First Name Warning Message john email com Topolsky John Participant already exists and will be updated Do you want to continue with the import from file 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 list of participants paragraph 2 Click the green loupe icon GS 3 Make the required changes and click the Save button User Status Log out Legal notice European Commission _ Mobi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking EA ee a ne mme e e a SS ee My Home gt Participants gt Participant Home Project Details Partners Participants Mobility Experience
59. ear DAAA a BR Y im Reapply Other Existing DADE ral Sort Filter sy Text to Access SOU Connections Ally Edit Links g Advanced columns Get External Data Connections Sort amp Filter 3 Select the CSV file you wish to edit in Excel The import process will continue with Text Import Wizard 4 Select Delimited as presented on the screenshot Leave all other options as they are start import at row 1 file origin 65001 Unicode UTF 8 Click Next button Text Import Wizard Step 1 of 3 The Text Wizard has determined that your data is Fixed Width If this is correct choose Next or choose the data type that best describes your data Original data type Choose the file t iat best describes your data Characters such as commas or tabs separate each field 9 Fixed width Fields are aligned in columns with spaces between each field Start import atrow 1 File origin 65001 Unicode LITF 3 Preview of file C Users osmenmi Desktop import csv Fa roject ID Mobility ID Mobility Type Participant First Name Participant p020 Mapapa DO MM YYYY gt DICT DICT DICLT DICT 99 55 8 3 013 1 CH1 ERA02 04796 5M510 5M5 FirstName LastName 01701 1585 M emaillai 5 Un tick the default Tab and tick Semicolon You will notice that data preview will change accordingly Click Next button Page 81 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Text Import W
60. east 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 chapter 6 9 How to delete mobility experience for more details 5 5 How to add beneficiary organisation contact person 1 Repeat the steps from 5 1 How to display 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 vr General search _ P x lt m G HE Search Z Show 50 entries Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary Legal Name Type of Organisation Name Mobile Country Q wee Beneficiary Vocational training institute tertiary Beneficiary Test USE 0000000000 BELGIUM Organisation level R E Q No Host Organisation Parents associations a F No E E Ree Vocational training institute tertiary siii eei i level Q No Partner no 1 Other types of Association Sii ae 00000 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 ila Log out Legal no European Commission i Mobility tool N My Home gt Partners gt Partner Contacts Home Project Details Partne
61. ect 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 Legal notice BE3 English EN paan European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking A nal eS et eee suse My Home gt Project Details Updates and Reports Mobility Experiences Home Project Details Partners Participants 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 project budget page will be displayed Values
62. eement No 201 1 1 BE3 LEO01 00001 National ID 1234 Project Title national language Project Title Beneficiary Latin Name Beneficiary Organisation A list of existing mobility experiences along with corresponding mobilities will be Click the green loupe icon cS at the right bottom side of the mobility for which you want Request repon Import Export First start date Last end date Report status Mobilities v LASTNAME FirstName 01 01 2011 31 03 2012 EMAIL NOTIFIED 2 List of Mobilities for this Mobility Experience Add New Mobility Mobility ID Sending Country Receiving Country Receiving Partner Start date End dare BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 BULGARIA ESTONIA Host Organisation 02 03 2012 31 03 2012 Last Name First Name First start date Last end date Report status Mobilittes v JONES Jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobility Mobility ID Sending Country Receiving Country Receiving Partner Start dare End date UECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 6 You will see the mobility details form displaying the following information Page 68 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Mobility Partners sending receiving and intermediary partners Mobility Details sending receiving country departure and return date duration in weeks and days c Budget Subsistence and Travel Costs
63. esaaeeeeesseaseeeeessaaeeeess 65 8 6 HOW TODD PaniGIoant repon TOM niis e a nee aie alo aa 66 SIBHAE tenement eee entero era PSO eee ea ere ar ate Mere ane eT eee 68 9 1 HOW 1OrIManage MODIY DUGGOTS 2 asics titi octsec uve clase a a a lax eevee OIE 68 9 2 HOW to manade PrO eCl DUGE iirin a a ele eee 70 10 Benelciary Ir CO OM osure a a a A 74 10 1 How to create and submit beneficiary report 0 0 cee cccccccssseeeeeeeeeeeeeeeecueeeeeeeeeseeeeeeeeseeeeeeeeeas 74 10 2 Beneficiary form submission deadline ccccccccceseeeceecceeeeceeeceeeeeceeesueueeceeseuaaeeeeseseaseeeeeeaas 76 10 3 Final Beneficiary Report GISCrEPANCICS cccccccccsssseceeeceeseeeecceeeseeeeeseauseceeseeeaeeeeeesaaseeeesenas 77 TT sSUPPOrand WOUBDIESNOOLMG erised ea de cect a T cance deren hen aE EE 78 11 1 National Agency Helpdesk contact ccccccceseccceeeeeeeeeeeesaeeeeeeeeseeeeeeeeseeeeeeeeesseaeeeeeesseeeeneneas 78 11 2 Troubleshooting of the most COMMON ISSUES sscccececaeeeeeeeecaeeeeeeeesaaeeeeeeseseeeeeeeessaeeeeeeeas 78 11 2 1 Issues when submitting beneficiary or participant forms using Adobe Acrobat Reader INGtAIOW EGE WOM risa a A a 78 11 2 2 CSV files exported by Mobility Tool are not opened correctly by Microsoft Excel 79 11 2 3 Mobility Tool website is not displayed correctly in Microsoft Internet Explorer 84 Page 4 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci
64. f exists in the mobility context i e INT1 TRAININGO1 Intermediary Partner Optional field for any partner national identification i e National ID organisation registration number Receiving Partner Optional field for any partner national identification i e National ID organisation registration number Page 50 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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
65. g Country Receiving Partner Start date End LIECHTENSTEIN IRELAND Host Organisati 14 12 2011 08 01 1 5 Click the Delete button on top of the page New Mobility Experience Advanced Search Clear Filters Request report mpor Export Last Name First Name First start date Last end date Report status Mobilities v a LASTNAME 1 201 1 31 03 2012 EMAIL NOTIFIED 2 List of Mobilities for this Mobility Experience Add New Mobility ility a Sending Country Receiving Countr Receiving Partner Start date End date BELGIUM PORTUGAL Parn 1 01 01 2011 01 02 2011 BULGARIA ESTONIA Host Org 02 03 2012 31 03 2012 Last Name First Name First start date Last end date Report status Mobilities JONES 14 12 2011 08 0 012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobility Mobility ID Sending Countr Y Receiving Country Receiving Partner Start date nd date UECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 Page 42 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 6 A confirmation The record has been deleted successfully will be displayed Page 43 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 e
66. g Country Recening Country Receiving Partner Start date End date UECHTENSTEIN IRELAND Host Organisatbon 14 12 2011 08 01 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 4 How to edit participant s details paragraph for more information on changing participant s data Page 36 Mobility Experiences Reports Requests Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Detail of Mobility Experience for 201 1 1 BE3 LEO0O1 00001 Participant Title Mr FirstName FirstName Last Name LastName t Date of Birth 01 01 1980 dd mm yyyy Gender M Male With Special Needs INO Is alt ts No Type of Participant STD ADL Adultleamers ss ittsti sSCS IVT Participant Type MobIVT Sch Trainees in school based initial vocational training List of Mobilities for this Mobility Experience Receiving Country Receiving Partner PORTUGAL Sending Country BELGIUM Mobility Experiences List Partner no 1 4 Click the Save button Participant Address Stet Postal Code hoo oo City Brusses Country BE BELGIUM Region BE10 R gion de Bruxelles Capitale Brussels Hoofdste Telephone i Email firstname lasthame emai com Education Economic Sector A AGRICULTURE FORESTRY AND FISHI Field of 7 Health and Welfare bd Education Level of ISCED 0 Programmes at level 0 pre prima Education
67. g No Person oes Type of Participant STD ADL Adult learners ae 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 7 Education Level of ISCED 0 Programmes at level 0 pre prima 7 Education 4 A list of participant report requests will appear Page 58 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 Report Language Total Pages 0 5 Click the Request New Report button 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 Report Language 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 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
68. ici 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 31 Return Date ar Duration in weeks 0 and days i 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 Page 31 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Mobility Details Sending Country BE BELGIUM Receiving Country LT LITHUANIA Departure Date 14 12 2011 Return Date os 01 2012 E Duration in weeks 3 and days a 12 In the 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 ty
69. ility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 list of partners paragraph 2 Click the partner name to display the list of contacts Filter by columns Preferred contact Name General search 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 Miz Ix Mz sf 7 S List of Contacts for this Partner Authorised o sign y Preferred contact Name m Department Position Mobile Email Access to Project Grant 7 R No Yes FirstName LASTNAME J gJ No No Person NO 2 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 list of partners paragraph 2 Click the name of the Beneficiary Organisation on the of
70. 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 Budget Summary Number of Participants Approved Budget Mobility Organisation and Management 3 30000 00 3000 00 Pedagogical Linguistic and Cultural Preparation 3 450 00 2000 00 Mobility Budget 3 2750 00 19060 00 Travel Pa With Need 2 1300 00 600 00 CW Participants With Special Need 0 0 00 300 00 a Accompanying Persons 0 0 00 100 00 Total 2 1300 00 1000 00 Subsisten CH Pa wW IN 2 1450 00 10836 00 Participants With Special Needs 0 0 00 5418 00 Acc o 0 0 00 1806 00 Total 2 18060 00 Total Budget 33200 00 24360 00 Recalculate Save Page 70 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme ltems in the last column Approved Budget reflect the amounts 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 li Subsistence 5
71. ion 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 Page 52 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme the end of this document and format of the fields please pay special attention to the date 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
72. iving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 B Last Name First Name First start date Last end date Report status Mobilities E JONES Jane 14 12 2011 08 01 2012 1 List of Mobilities for this Mobility Experience Add New Mobility Delete Sending Country Receiving Country Receiving Partner Start date End date LIECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 E a Report request can also be checked for each individual mobility experience In order to 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 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 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 SUBM
73. izard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below Delimiters O Treat consecutive delimiters as one E Comma B Text qualifier L Space E Other Data preview roject ID obilii obility TE articipant First Name O013 1 CR1 ERA0S O047596 61 irstName 6 In the next window move the horizontal scrolling to the end of the right side of the data preview Frerimpornnerdestencters This screen lets you select each column and set the Data Format Column data format General 7 l General converts numeric values to numbers date values to dates and all W Text remaining values to text Date DMy B Advanced E Do not import column skip Data preview SMP DICT 7 While holding Shift key on your keyboard click on the last column of the data preview You will notice the data preview table will turn black Page 82 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Text Import Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Column data format General General converts numeric values to numbers date values to dates and all C Text remaining values to text Date DMY B Advanced Do not import column skip Data preview 8 Select Text option in the column data format pane as presented on the screensh
74. ld is mandatory or requires using dictionary codes can be found in Mobility Tool Leonardo da Vinci Data Dictionary file 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 Mobility Tool Leonardo da Vinci Data Dictionary file 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 be Beeld L og eve 2 2 ag Lela Dives ISG cee a SEROL AA toa ae Ldn Se PEREL dy Ped 2 COntaL mn ta nDL e OCS i oy 4 Easel Can 7 2 2 Examples of data import file The table below depicts the first 7 fields of the template import data file that con
75. le 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 Details earners Participants Mobility Experiences Budget Updates and Reports 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 colu
76. lish EN Total Pages 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 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 Report Language 1328 EMAIL NOTIFIED 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 New Mobility Expenence Delete Advanced Search Clear Fitters Request repon Impor Export Last Name First Name First start date Last end date Report status Mobilities LASTNAME FirstName 01 01 2011 31 03 2012 EMAIL NOTIFIED 2 List of Mobilities for this Mobility Experience Add New Mobility Mobility ID Sending Country Receivin ig Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 a BULGARIA ESTONIA Host Organisation 02 03 2012 31 03 2012 Last Name First Name First start date Last en
77. mail format i e name domain com Email Yes The email field must be unique as this is the participant identifier No special formatting required Postal Code No special formatting required Please refer to Leonardo da Vinci Mobility Tool Data Dictionary for the Country Yes list of codes Please refer to Leonardo da Vinci Mobility Tool Data Dictionary for the Region Yes l list of codes Is Accompanying y Please refer to Leonardo da Vinci Mobility Tool Data Dictionary for the Person list of codes Please refer to Leonardo da Vinci Mobility Tool Data Dictionary for the With Special Needs Y Y list of codes Please refer to Leonardo da Vinci Mobility Tool Data Dictionary for the list of codes Type of participant os i Please refer to Leonardo da Vinci Mobility Tool Data Dictionary for the IVT Participant Type list of codes c Save your file in comma separated values file format CSV es es es No 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 1 Download a CSV template file 2 Fill in the file with participant and accompanying persons data 3 Import the file 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 stag
78. mn 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 organisation selection from the drop down list preferred contact person name or part Page 18 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme thereof preferred contact person mobile phone number of part thereof and country selection from the drop down list European Commission Mobility tool Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Project Partners for 201 1 1 BE3 LEO01 00001 My Home gt Partners Preferred contact Type of Organisation Name Mobile Country Filter by columns Beneficiary Partner ID E v Legal Name ka General search PAD H sl Show 50 entries Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary a Legal Name Type of Organisation Name Mobile Country Vd on Beneficiary Vocational training institute Beneficiary Test U 0000000000 BELGIUM Organisation tertiary level SER A Va No en ET Vocational training institute tertiary level A V4 No Sen Sante ee Vocational training institute ee tertiary level Q No Partner no 1 Other types of Association e a LASIN 00000 BELGIUM The partner list page offers some other additional functionalities You can find the actions
79. 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 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 soreadsheet editor and notice that neither the partners nor the mobilities have ID 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 Page 53 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 2 You notice that you have some duplication on the participant page however you can find the participants for whom you ch
80. nter 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 European Commission Mobility tool ser Status 3 English EN BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap eB IIL SS 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 LEO01 00001 l New Mobility Experience l Advanced Search Clear Filters Import Export A Last Name First Name First start date Last end date Report status Mobilities E LASTNAME FirstName 01 01 2011 31 03 2012 EMAIL NOTIFIED 2 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 m 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 List of Mobilities for this Mobility Experience Add New Mobility Mobility ID Sending Country Receiving Country Receiving Partner Start date End da
81. nu View downloads Ctrl J Pop up Blocker SmartScreen Filter Manage add ons Compatibility View Aim Compatibility View settings Subscribe to this feed Feed discovery Fl2 developer tools OneNote Linked Notes Create Mobile Favorite Send to OneNote Internet options Page 84 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme More information on compatibility view can be found at the page below http windows microsoft com is is internet explorer products ie 9 features compatibility view All other problems should be reported to the helpdesk of your National Agency Page 85
82. o 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 paragraph 6 2 How to display mobility experience details 2 Click the green loupe cS next to the Mobility Experience you want to change gal no BED Engish EN N ner Status I g OU European Commission m i Mobility tool E3 Europese Programma s voor Or amenwerking Agentschap tences My Home Mobility Exper List of Mobility Experiences for 201 1 1 BE3 LEO01 00001 Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports New Mobility Experience le Advanced Search Clear Filters R t impon Export iA Last Name First Name First start date Last end date Report status Mobilities LASTNAME FirstNarne 01 01 201 31 03 2012 EMAIL NOTIFIED 2 A List of Mobilities for this Mobility Experience Add New Mobility Moby ID Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 01 01 2011 01 02 2011 Ox BULGARIA ESTONIA Host Organisano n 02 03 2012 31 63 2012 Q Last Name First Name First start date Last end date Report status Mobilities JONES jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List Of Mobilities for this Mobility Experience Add New Mobility Mobeity ID Sendin
83. of coal and lignite 726 Therapy and rehabilitai 5 BRAVO primary and lower secondary education PENDING 1 DK DENMARK CZ CZECH REPUBLIC Host Organisation Partner no 1 201 6 7 9 10 11 12 13 14 15 16 17 gt 4 4 gt M 2011 1 BE3 LE001 00001_2012 08 3 li gt t Ready og 100 g F Regional settings change technique 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 click Additional Settings button on the bottom of the window Page 79 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme f a Region and Language x Fome Location Keyboards and Languages Administrative Format English Ireland x Date and time formats Short date dd MM yyyy v Long date dd MMMM yyyy z Short time HH mm ka Long time HH mm ss z First day of week Monday A What does the notation mean Examples Short date 29 08 2012 Long date 29 August 2012 Short time 15 19 Long time 15 19 42 Additional settings Go online to learn about changing languages and regional formats There you ll find List separator option that most likely will be set to c
84. omma g os Customize Format em Numbers Currency Time Date Example Positive 123 456 789 00 Negative 123 456 789 00 Decimal symbol v No of digits after decimal l2 v Digit grouping symbol i X Digit grouping 123 456 789 ha Negative sign symbol v Negative number format 1 1 v Display leading zeros 0 7 z Measurement system Metric z Standard digits 0123456789 Use native digits Never z Click Reset to restore the system default settings for Reset numbers currency time and date Z Please change this option to semi colon save the settings close Excel and export the data again The issue should be resolved Use of Excel data import functionality The CSV data can be imported into Microsoft Excel without changing the regional settings For this purpose text import function can be used in the application Please note that the steps presented below may differ between different versions of Microsoft Excel and Office suits running on different operating systems Microsoft Windows or Apple OS X Page 80 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 1 Open Microsoft Excel with a blank spreadsheet 2 Go to Data tab and click From Text Window Import Text File will appear Bookl Microsoft Excel Home Insert Page Layout Formulas Data Review View Developer Quick tips l F djr Al la 4 WK Cl
85. on 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 33 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme User Status Log out Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Project Details Project Details for 201 1 1 BE3 LEO0O1 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 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
86. 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 list to 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 Page 19 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Print print the list Please note only elements that are visible on the list will be printed That means if the list is 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 list of partners
87. orm has not been submitted yet C8243205BD4F1B0D Unknown 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 Print 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 1 Login to the Mobility Tool 2 Click project agreement number 3 Click Mobility Experiences menu item on the top menu bar 4 Select participant you wish to print report for by clicking on the green loupe icon E on the left hand side 5 Click Reports Requests tab on top of the mobility experience details section Page 66 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 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 User Status Log out l Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs
88. ot below You will notice the headings of the columns in data preview will change from General to Text Text Import Wizard Step 3 of 3 This screen lets you select each column and set the Data Format Column data format General i General converts numeric values to numbers date values to dates and all remaining values to text Advanced Do not import column skip Data preview 9 Click Finish The wizard will ask you where the imported data should be placed Click button OK Page 83 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Import Data Where do you want to put the data Existing worksheet EZ za C New worksheet Properties a Cancel 10 Your data from the CSV file exported from Mobility Tool will be presented in columns 11 2 3 Mobility Tool website is not displayed correctly in Microsoft Internet Explorer lt has been reported that the Compatibility View function of Microsoft Internet Explorer may Cause some display issues on the Mobility Tool website If you experience any issues displaying the websites on Microsoft Internet Explorer please turn off the Compatibility View by going to Tools and then click on Compatibility View to deselect it Delete browsing history Ctri Shift Del InPrivate Browsing Ctrl Shitt P Tracking Protection Actives Filtering Diagnose connection problems Reopen last browsing session Add site to Start me
89. owing chapters 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 Any unique identification of a particular mobility i e 0001 MOB01 NL GB John Mobility ID Certifying Partner ID 1 Equals to either sending receiving or intermediary partner ID Certifying Partner ID 2 e 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 The beneficiary ID should always be provided BEFORE the function of data import export is used Optional field for any partner national identification i e organisation registration number Sending Partner National ID Sending Receiving Identification of a partner contact person This field cannot Intermediary Partner be updated via the import process Contact Email Receiving Partner ID Any unique identification of a receiving host partner i e HOST1 Yes Yes Yes Yes Yes Intermediary Partner ID Any unique identification of an intermediary partner i
90. pe In principle maximum 3 certifications should be added for a single mobility experience Certification Select Certifying Partner Selected Certificates Beneficiary Organisation Beneficia Y Beneficiary Organisation Beneficiary Certifications assoc Select Certification Type gt Certifications associated to an edut Page 32 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 In principle maximum 3 languages should be selected Languages Used List of Languages Selected Languages DE German HU Hungarian GA Irish 15 Click the Save 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 educati
91. pear 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 A 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 GERMANY Host Organisation 13 01 2012 05 02 2012 C 6 8 How to delete mobility 1 Login to the Mobility Tool 2 Click the project grant agreement number to see the project details Page 41 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 L LASTNAME FirstName 01 01 2011 05 02 2012 NONE 2 List of Mobilities for this Mobility Experience Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 E 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 E LASTNAME FirstName 01 01 2011 05 02 2012 NONE 2 List of Mobilities for this Mobility Expe
92. r Beneficiaries of Leonardo da Vinci programme User Status European Commission Mobi ity tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking My Home gt Project Details Home Project Details Partners Participants Mobility Experiences 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 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 L European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking gt My Home gt Project Updates Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Updates and Reports for 201 1 1 BE3 LEO01 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 Repor
93. r e mail address YY MM Password gt More options Lost your password Required fields Or log in with your E Mobile phone Hg Token eld 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 8 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme User Status European Commission Mobilit
94. red 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 Export Export Mobilities and the associated Partners information Cancel Page 45 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 amp mobilities Ex port Export Mobilities and the associated Partners information Cancel The failed import process may be signalled by the following system message Import Please select an Import 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 LEQO1 00001 error 303 4417 F2C9 0652 3384144474636479_ csv for more details Ex port Export Mobilities and the associated Partners information Cancel Important Please note that unless all data in
95. 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 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 e The project has participant s without mobilities Click to go to Mobility Experiences e This project has Mobilities with 0 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 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 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 mo
96. rganisation etc r Content I was given proper help to find a suitable host organisation To a very small extent Tha arnaniratian shara I teninad haenrlead mat mar trainina mande _ Page 62 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 5 Read the report There are three options you can take a lf you want to accept the report click Accept Reject Re Request Back window Once accepted report can be reversed to a Pending status In order to do the Accept link in the top of the so click the Revert to Pending link on top of the page displaying the report data Revert to Pending BEER 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 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 ID Status Request Date Receive Date PDF File Report Language 1331 13 12 2011 14 59 19 Not av
97. rience __Add New Motility Delete Sending Country Receiving Country Receiving Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 E 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 the top menu A list of existing mobility experiences will be displayed Using the tick box on the left select mobility experience you wish to delete New Mobility Experience E Advanced Search Clear Filters t Import Export Last Name First Name First start date Last end date Report status Mobilities LASTNAME FirstNarne 01 01 2011 31 03 2012 EMAIL NOTIFIED 2 List of Mobilities for this Mobility Experience Add New Mobility Mobdsity 0 Sending Country Receivin g Country Receiving Partner Start date End d te BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 a BULGARIA ESTONIA Host Organisation 02 03 2012 31 03 2012 a E Last Name First Name First start date Last end date Report status Mobilities Q JONES jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience Add New Mobility alate Mobality 0D Sending Country Receivin
98. rs Participants Mobility Experiences Budget a Updates and Reports Partner Contacts for 201 1 1 BE3 LEO01 00001 z x T rl Show All entries Showing 1 to 1 of 1 entries List of Contacts for this Partner Authorised z Preferred a ee 2 P Access to Edit wose a Name Department Position Mobile Email Project Grant E RQ No Yes John SMITH Director 012345 director organisation com No Partners List 4 Click the Add New button Page 23 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme User Status European Commission Mobility tool My Home gt Partners gt Partner Contacts Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Partner Contacts for 201 1 1 BE3 LEO01 00001 M x T FE ar Show All entries Showing 1 to 1 of 1 entries List of Contacts for this Partner Authorised a 5 Preferred a ee z r Access to Edit to sign y Name Department Position Mobile Email E contact Project E RQ No Yes John SMITH Director 012345 director organisation com No 5 A contact person information form will be displayed 6 Fill in all required fields marked with the red asterisk O Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Department Country Selectcountry OoOO o y a Position Region _ iil Mobile Fax Email Preferred con
99. ry 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 cS next to the participant s name to see more details User Status European Commission ht Se Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerkiig Ags My Home gt Participants Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Participants amp Accompanying Persons for 201 1 1 BE3 LEO01 00001 Import fom a fie Title First Name Last Name Gender With Special Needs Accomp Person Email E Mr FirstName LastName Male No No firstname lastname email com Mrs Jane Jones Female No No jane jones email com E Johnny Bravo Male No No johnny bravo email com Total Pages 1 4 2 How to add new participant 1 Repeat the steps listed in the previous paragraph 2 Click the Add New button Page 13 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme ry Log out Legat notice European Commission pu User Status L A i A Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding fesamrenw ap SS ee tt a
100. s Budget Updates and Reports Participant for 201 1 1 BE3 LEO01 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 zl Gender M Male Male E Region BE10 R gion de Bruxelles Capitale Brussels Hoofi gt Telephone Email firstname lastname emai com Is Accompanying Person No gt Type of Participant STD ADL Adult learners gt With Special Needs No gt IVT Participant Type MobIVT Sch Trainees in school based initial vocational training gt Cancel Save 4 A confirmation The record has been updated successfully will be displayed Page 17 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 European Commission 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 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 ab
101. s Budget Updates and Reports for 201 1 1 BE3 LEO01 00001 Back m General Information m Submission Data Europese Programma s voor Sub programme Leonardo da Vinci National Agency Onderwijs Opleiding en Samenwerking Agentschap LEONARDO DA VINCI IVT Initial oe Vocational Training Call year ad Grant Agreement No 2011 1 BE3 LEO01 00001 Report start date 2011 03 08 Project Title national language Project Title Report end date 2013 05 07 Page 65 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 8 6 How to print participant report form 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 Participant Report ESS WS Call 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 1 2012 02 02 12 19 58 F
102. s displayed on the website Therefore it is suggested to test office suites available on the market to find the one that is fully compatible with UTF 8 and best suited to the user s needs Some examples of office suites that have been tested to be fully compatible with UTF 8 are Libre Office Apache Open Office for Microsoft Windows Apple OS X and Linux or Apple iWorks on Apple OS X 7 3 2 Saving CSV file format from Microsoft Excel 2010 Note The process described below doesn t produce correctly encoded characters for a large number of European languages Please refer to the previous paragraph for more information Microsoft Excel 2010 is capable of opening and saving files in CSV format However whilst opening the file is rather straightforward see troubleshooting section 11 2 2 CSV files exported by Mobility Tool are not opened correctly by Microsoft Excel if you experience problems saving files in CSV format may require a bit more attention Here are a few 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
103. seeeecceeeececceseeeceuseeecsaeeecseaeeessageeecsauseeessuseeessageeessaneeesseass 51 V2 A Eror MAM GING exis utcesaesa act Giutoteaks E E E Ea EEE E E s 55 7 2 5 The most important rules for successful data IMPOMt ccccseseeecseeeeeeeeeeeeeeseeeeeesaeeeensees 55 To R marks Tor texteditng Programs srcsreda mona a a a a Sake 56 TO RUTE O aa a aa aea ec Sceapiceenaac ules Bk cacena anced maricdtp sn aiulel a tatehacnanesiacices 56 7 3 2 Saving CSV file format from Microsoft Excel 2010 ccceccseseeeeeeceeeeeeeeeeseeeeeeeeeaeeeeeeeeeas 57 13 9 ICONIC UNE NIGall WANS S tin cicaainecactuses deh caautnniaae oka dasmesaawent a codeine mcnens ath ceeatnnsncudetnhataus 57 7 3 4 Auto completion during writing en00anneo0aeneeoonnnneoonnnrnersnnnrrornnnrrersnnnrrrsnnrrrrrsnrrrersnnrreenne 57 Bx Panicibant repo Saesnes a a a a a a 58 8 1 How to request participant report ccccseeccccssseecccesscecceeeeecseeeecseseecseaseesssugeeessagseeesenseeensaes 58 8 2 How to request many participant reports at ONCE cc cccecccccseeeeeeseeeeeeeeeseeeeaeeeeesueeeeeeseaseeesaees 60 8 3 How to approve reject or re request participant reports eecccceecceceeeeeeeeeeeeeeeeeseeeeseeeeeeaaees 62 8 4 How to check for status Of participant rEPOMt cee cccccseeeeeceeeeeeeeeeeeeceaeeeessegeeeeseeeeeneaeeeenaees 63 8 5 Participant forms submission deadline cccccsseeecceeceeeeeeeeeeseeeeeeeeeseeeeeee
104. t 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 date and time in Update time column of the update details you would like to display User Status i eneficiary Log out Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking gt My Home gt Project Updates Home Project Details Partners Participants Mobility Experiences Budget Updates and Reports Updates and Reports for 201 1 1 BE3 LEO01 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 Page 11 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 pa European Commission Mobility tool BE3 Europese Programma s
105. tact 4 e Select this option to invite the user to use A a a oe the website Mobility Tool An invitation will enn en TTS be sent by Email to the address provided above Partners List Cancel Save 7 You may use Same address as Partner Organisation option to fill in the contact person address using the beneficiary organisation address O Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Department Country Select country a Position E Region Mobile pE Fax Email o Preferred contact 4 0 Select this option to invite the user to use P PEER E the website Mobility Tool An invitation will J be sent by Email to the address provided above Partners 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 Page 24 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Same address as Partner Organisation Title Legal Address First Name Postal Code Last Name City Department Country Select country Position Region Mobile Fax Email Preferred contact 4 Select this option to invite the user to use the website Mobility Tool An invitation will be sent by Email to the address provided above
106. tains information about three mobilities Please note the second row of the file containing Page 47 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme specification of each field being a mandatory field DICT being a code field The 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 a o Name eame Name e of Birth Gender DICT gT a al ia a F T E Py n aa T o E 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 HOSTO8 Project ID Mobility Participant First Sending Receiving ID Name Partner ID Partner ID 2011 1 a K a A a LEO01 00001 2011 1 BE3 ID0002 FirstName2 HOST02 LEOO0O1 00001 2011 1 BE3 ID0003 FirstName3 HOST0O3 LEO01 00001 2011 1 BE3 ID0004 FirstName4 BEN HOST04 LEOO1 00001 201 1 1 BE3 I
107. te return date sending partner receiving partner intermediary partner subsistence and travel costs certification and certifying partners languages used Follow the steps below 1 Repeat the steps from 6 5 How to display mobility details paragraph 2 Change the values and click the Update Mobility button to save Note If you want to change participant s name you need to go to 4 4 How to edit participant s details paragraph for more information Page 38 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 If 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
108. te LIECHTENSTEIN IRELAND Host Organisation 14 12 2011 08 01 2012 m 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 data using graphical user interface More information on this topic can be found in the chapter describing the import process Page 44 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 tim
109. 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 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 Page 51 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Scenario 2 data import to an empty project beneficiary organisation as the sending partner 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 m
110. ties JONES jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 iA List of Mobilities for this Mobility Experience Add New Mobility Moby ID Sending Country Receiving Country Receiving Partner Start date End date UECHTENSTEIN IRELAND Host Organisaton 14 12 2011 08 01 2012 3 oO Page 39 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 New Mobility Experience elat Advanced Search Clear Filters equest report Import Export Last Name First Name First start date Last end date Report status Mobilities LASTNAME FirstName 01 01 2011 31 03 2012 EMAIL NOTIFIED 2 List of Mobilities for this Mobility Experience Mobelity ID Sending Country Receivin ig Countr Y Receivin g Partner Start date End date BELGIUM PORTUGAL Partner no 1 01 01 2011 01 02 2011 3 BULGARIA ESTONIA Host Organisation 02 03 2012 31 03 2012 3 g Last Name First Name First start date Last end date Report status Mobilities JONES Jane 14 12 2011 08 01 2012 EMAIL NOTIFIED 1 List of Mobilities for this Mobility Experience a Mobality IO Sending Country Receivin g Country Receiving Partner Start date nd date LIECHTENSTEIN IRELAND Host Organisat ion 14 12 2011 08 01 2012 rm 7 Anew mobility form will appear Mobility Details for 201 1 1 BE3 LEO01 00001 FirstName LastName Mobility Partners Mobility Details Budget Sending Co
111. tment Country Select country Position Region Mobile Fax Preferred contact M Partners List Cancel Save 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 contact 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 28 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 new participant and 5 2 How to add new partner chapters for more information 1 Login to the Mobility Tool 2 Click the project gr
112. tus X Economic Sector n Size Staff Size Trainees X VAT Number Is the organisation able to recover VAT Address amp Contact Information Telephone 1 Legal Address Telephone 2 Postal Code Fax City Email Country Select country X 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 LEO01 00001 Filter by columns Preferred contact Beneficiary Partner ID Legal Name Type of Organisation Name Mobile Country v v General search we P X AA Ei Search Z Show 50 entries Showing 1 to 5 of 5 entries List of Beneficiary amp Partners Preferred contact Beneficiary jr i Legal Name Type of Organisation Name Mobile Country Yes See Vocational training institute Beneficiary TestU 0000000000 BELGIUM tertiary level Vocational training institute tertiary level Vocational training institute B No Intermediary Partner tertiary level No Partner no 1 Other types of Association Aee LASTN 00000 BELGIUM Partner Full Legal Name Latin EF V4 No ID ee Other types of Association Please note the new partner organisation doesn t have any contact person specified In order 8 No Host Organisation to add a contact person to the new organisation in your project please follow the
113. ty 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 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 project update the highest position on the list User Status ciary Log out 1 Legal notice European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap A mere T My Home gt Project Updates U pd ates and Re po rts for 2 0 ees a BE3 LEOO Home Project Details Partners Participants Mobility Experiences Budge Updates and Reports 00001 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 Download PDF REQUESTED 1041 Total Pages 1 1 5 Report start date and Report end date values are displayed in Submission Data section on top of the screen User Status European Commission Mobility tool BE3 Europese Programma s voor Onderwijs Opleiding en Samenwerking Agentschap My Home gt Project Updates gt Project Update Details Project U pdate D 125 Apr 2 6 2011 16 36 00 Home Project Details Partners Participants Mobility Experience
114. untry E Select country a f Receiving C try Select try gt j Sending Partner Beneficiary Organisation Benefici gt sha aaa Subsistence Departure Date E Travel Costs 0 Receiving Partner Host Organisation a Return Date eL Intermediary Partner a Duration in weeks 0 and days 0 Total 0 00 Certification Languages Used Select Certifying Partner Selected Certificates List of Languages Selected Languages Beneficiary Organisation Beneficia Select Certification Type Certifications associated to an educ Cancel Add New Mobility 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 Mobility Partners Mobility Details Budget Sending Country Select country gt Receiving C Select try gt i Beneficiary Organisation Benefici A ene erect country Subsistence Departure Date 5 Travel Costs 0 Receiving Partner Host Organisation Return Date aa Intermediary Partner p Ditton ii weke 0 and days 0 Total 0 00 Sending Partner 9 Add budget values for subsistence and travel costs The Total budget value will be calculated automatically 10 If
115. voor Onderwijs Opleiding en Samenwerki 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 LEO01 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 Action Initial Vocational Training Call year ROL Grant Agreement No 2011 1 BE3 LE0O01 00001 Report start date 2011 03 08 Project HRe miona Project Title Report end date 2013 05 07 language Report Type FINAL Beneficiary Organisation Partner 1 Full Legal Name national language Beneficiary Organisation Role APP Applicant Organisation Sasa See TL Beneficiary Organisation Type of Organisation Seance ant en TRN 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 Budget Summary Number of Participants Approved Budget Mobility Organisation and Management 3 3
116. y tool BE3 Europese Programma s voor 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 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 201 1 1 BE3 LE001 00001 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 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 Samenwerk My Home Welcome Beneficiary Test User Log out Legal notice List of the Projects 2011 1 BE3 LEO01 00001 Total Pages 1 1
117. your National Agency Once the data is changed by the National Agency please follow paragraph 3 2 Changes to project details 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 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 Yv Yv General search Mi P r A HE Search A Show 50 entries w a Showing 1 to 4 of 4 entries List of Beneficiary amp Partners Preferred contact Beneficiary EN Legal Name Type of Organisation Name Mobile Country Beneficiary Vocational training institute tertiary ae Test USE 0000000000 BELGIUM B Yes Organisation level No Host Organisation Parents associations Q NO EEE ae hari training institute tertiary Va FirstName LASTNAM No Partner no 1 Other types of Association E 00000 BELGIUM Page 22 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme 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 If the partner has been used in any mobility a warning message will appear At least one Partner has a role in at l
118. ystem 4 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 5 Open the file in a text or spread sheet editor of your choice if you use Microsoft Excel and if you see all values in a single cell please refer to 11 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 Microsoft Excel 6 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 Mandatory Required format No special formatting required No Yes Y Yes No Title Date of Birth es Format of DD MM YYYY Gand Please refer to Leonardo da Vinci Mobility Tool Data Dictionary for the ender list of codes Telephone No No special formatting required Page 15 Mobility Tool Guide for Beneficiaries of Leonardo da Vinci programme Field 2 2 Mandatory Required format It must be a valid e

Mobility Tool Guide for Beneficiaries of Leonardo da

Contents

Download Pdf Manuals

Related Search

Related Contents