Mobility Tool+ 1

EU Survey Mobility Tool EPlusLink Beneficiary User Sign Grant Agreement Participant Manage Project Generation Participant Report Request Generation Participant Report Request Submit NA User Send Beneficiary Report Submit validated Data Fill in report OEET Expert Evaluate Report Beneficiary Report Approval Beneficiary Report Received NA Validation

Project Content: Mobilities Organisations Budgets Beneficiary + Partners Mobility budget Exceptional costs Total Grant € Reports Youth Workers Voluntary Services Youth Exchange

Mobilities Mobility Tool Mobilities 4 Application Form Activity Type Youth Exchange

1. CREATE MT+ PROJECT 5

1 Create MT+ Project Project Data -Project info -Organisations info -Activities and corresponding flows -Budget approved National Agency 6 EPlusLink Mobility Tool After Signed Grant Agreement

Mobility Tool 1 Create MT+ Project 7 After the project is created the beneficiary can Login to MT+ with his/her ECAS account Find the newly created project Navigate through the tabs of the project to check the project information Check… -Project info -Organisations info -Activities and corresponding flows -Budget approved

Logging in 8 Log in via ECAS

Home 9 In the Home screen, find your project in the list Search = Ctrl-F

Project Details Screen with basic info coming from EPlusLink

Some icons Select all (in list) Add new (partner / mobility / etc…) Delete (after selecting) Export to.pdf Export to excel /.csv Add / remove columns Reset filters Printer Icon 11

Adding a mobility 12

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Adding a mobility 14 The budget of all the mobilities will be added up in the Budget tab

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2.2. MANAGE BUDGET 17

Budget Project ApprovedCurrent_Current_ Approved % Exceptional costs for bank guarantee Linguistic Support -Activity Type: Youth-EXCH-P -Travel -Activity A1 -Activity A2 +Individual support +Special needs support +Exceptional costs +Organisational support +Activity Type: Youth-VOL-P -Activity Type: Youth-EXCH-P -Travel -Activity A1 -Activity A2 +Individual support +Special needs support +Exceptional costs +Organisational support +Activity Type: Youth-VOL-P

3. PARTICIPANT REPORT 19

3 Participant Report Send data Fill in + Submit 20 Mobility Tool Participant End date of mobility

Participant Report 21 Participant report Filled in by the participants Report filled in online using EU Survey sent automatically at the end of the mobility Results viewable in Mobility Tool (.csv and.pdf)

Participant Report 22 At the end date of a mobility, the Participant report is requested A mail is sent to the participant The report status is visible in MT

Participant Report 23 The participant receives the mail containing a link to EU Survey

Participant Report 24 The participant report opens. If necessary, the language can be changed

Participant Report 25 The participant fills in the report and saves

Participant Report 26 The participant uploads the following documents: Scanned original participants list with their signatures Final activity timetable Declaration of honor (available within Mobility Tool+) Exceptional / Special needs costs’ receipts or invoices For EVS: Proof of reception of the monthly individual support by the EVS volunteers Any tangible outputs You can upload up to 5MB of documents. Anything that cannot be uploaded you should provide it to the NA via post or in person

Participant Report 27 The participant submits the form (or save draft)

4. MONITORING 28

Participant Report 29 When the participant report is submitted, the report status in the Mobilities overview is Submitted The beneficiary can export the participant reports by clicking on Export Participant Report

Participant Report 30 Save the zip file

Participant Report 31 The zip file contains the participant report data for the entire project

Participant Report 32 All the information, questions and answers are viewable in columns

Participant Report 33 The beneficiary user can sort and customise the data

Participant Report 34 The participant report can also be opened individually per mobility Enter the individual mobility and click on Download PDF

5. UPDATE ORGANISATION DETAILS 35

5. Update Organisation details 36 Beneficiary User Mobility Tool EPlusLink

5. Update Organisation details 37 Update Organisation First! Update Organisation info in URF (ParPortal) NA acknowledges changes in EPlusLink NA sends project update from EPlusLink to MT+ Beneficiary updates organisation data in MT+

5. Update Organisation details 38 Add new partner organisation First! Organisation should be in URF Amend agreement and add partner in EPlusLink NA sends project update from EPlusLink to MT+ Then add partner in MT+, search for and find organisation using PIC details

5. Update Organisation details 39 Delete partner organisation Amend agreement and remove Organisation in EPlusLink NA sends project update from EPlusLink to MT+ Identify mobilities attached to the removed organisation Delete mobilities related to that organisation or select a different organisation Delete the organisation in MT+

Update organisation details Ben submits application before moving! He updates the Organisation address details in URF 40

Update organisation details 41

Organisations 42 An organisation may be referred to as… A beneficiary (applicant) - only one in project A participating organisation (may be the beneficiary also) A partner Organisation tab contains a list of all participating Organisations Organisations are uniquely identified by the PIC

Organisations 43 Partners tab is called Organisations

Adding a Partner Partner screen PICAccreditation

45 PIC Check

46 PIC Check PIC

Add contacts 47

Adding a contact person 48 Click on to add a contact person

Adding a contact person 49

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6. SUBMIT BENEFICIARY REPORT 51

6. Send Beneficiary Report Send Beneficiary Report 52 Mobility Tool Beneficiary User EPlusLink Fill in Beneficiary Report Prj: 12345

Send beneficiary report 53 Electronic Beneficiary Report: budget summary, participant reports and narrative part transferred from Mobility Tool to EPlusLink ReleaseContent Date Acceptance Date Production MT+ 1.3Beneficiary reports (KA1&3)24/11/201408/12/2014 MT+ 1.4Beneficiary reports (KA2)26/01/201502/02/2015 MT+ 1.5 NA validation of Mobilities (feature allowing NAs to identify ineligible mobilities and to correct data) and project closure (KA1&3) 23/03/201530/03/2015 MT+ 1.6NA validation of Mobilities and project closure (KA2)27/04/201504/05/2015

Send Beneficiary Report 54

7. NA VALIDATION 55

Send Report and Mobility Validation 56 Mobility Tool Project Locked for BEN NA Validation Export CSV Import CSV NA Validation Export CSV Import CSV Send Beneficiary Report Submit Validated Data

Send Report and Mobility Validation 57 Mobility Tool Project Locked for BEN Submit Validated Data NA Validation Export CSV Import CSV NA Validation Export CSV Import CSV Unlock project Correct mobilities Send Beneficiary Report

WORKING WITH CSV ΓΙΑ ΜΑΖΙΚΕΣ ΑΛΛΑΓΕΣ ΣΕ ΠΟΛΛΑ MOBILITIES (ΞΕΧΩΡΙΣΤΟ MANUAL) 58

QUESTIONS & ANSWERS 59