1. Mobility Tool Fremtidens afrapportering 2013 – Erasmus Mobilitet / IP 2014 – Erasmus+ aktioner

2. Præsentation  Beskrivelse af workflow  Adgang til systemet  Oprettelse af partnere  Oprettelse af deltagere/aktiviteter  Data eksport/import

3. DATA WORKFLOW 3

4. What and Who? Mobility Tool A Common and Integrated Web Platform for Collaborating, Managing and Reporting on LLP Mobility Projects DG EAC National Agency Beneficiary Participants 4

5. What and Who? National AgencyBeneficiary Organisation NA Administrator NA User Mobility Tool Beneficiary User Mobility Tool Participant NA validation of mobilities

6. Application Form Application Form LLPLink Mobility Tool 6 Data flow

7. Beneficiary User Create Beneficiary Report Request Create Beneficiary Report Request Beneficiary Report Approval Application Contract LLPLink Mobility Tool Participant Manage Project Fill in report Budget Summary Generation Participant Report Request Generation Participant Report Request 7 Submit NA Validation EU Survey NA User End Project

8. LLP/Erasmus+ Link Project Project data + Benef. Contact Project Project data + Benef. Contact Benef. Report Request Data Beneficiary User Creation from Database

9. OG SÅ I GANG…. 9

10. Logging in Log in via ECAS 10

11. Home In the Home screen, find your project in the list Search = Ctrl-F 11

12. Project Menu 12

13. View Project Details 13

14. View Project Updates list When projects are updated in LLPLink and the update is sent to the Mobility Tool, the Project Updates are visible in the Project Details screen. 14

15. View project details 15

16. 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 16

17. PARTNERS Partner list and beneficiary Adding / Editing a partner Adding a partner contact person 17

18. Partners and Beneficiary The Partner list or list of host institutions The top partner is ALWAYS the Beneficiary – For HEI (ERA02) projects, all partners need to be entered (only beneficiary is entered via LLPLink). – For IP and Consortia projects, the partners are transferred from LLPLink. 18

19. Partners Partner screen 19

20. Adding a Partner Partner screen 20

21. Adding a Partner Partner screen * = Mandatory fields Add contact details 21 Copy ERA ID

22. Edit partner information Partner screen 22

23. Edit the info and save 23

24. Adding a contact person Partner screen 24

25. Adding a contact person Click on to add a contact person 25

26. Adding a contact person 26

27. MOBILITIES Adding mobilities + participants Mobility budget 27

28. Adding a mobility Mobility Management General User Interface Import / export file 28

29. Adding a mobility 29

30. Adding a mobility Bullet Point Fill in the participant's information 30

31. Adding a mobility Bullet Point Fill in the student mobility details and save 31

32. Adding a mobility Bullet Point The budget of all the mobilities will be added up in the Budget tab 32

33. BUDGET 33

34. Project Budget Mobility Organisation & Management Mobility Budget Funds (organisation & management of project) used by Beneficiary organisation. -Travel -Subsistence -Special needs supplement 34 Student Mobility

35. HEI budget 35

36. IP budget 36

37. Budget 37

38. Budget Total budget Budget from the contract 38

39. IMPORT MOBILITIES Import mobilities Error log 39

40. CSV Template It is used on Import / Export How to create a template? – Export the mobilities and save the file (.csv) – Open the file with excel 40

41. Create template 1) Export the mobilities 41

42. Create template 2) Select 1 of the export options (student or staff) 42

43. Add mobilities 3) Open the.csv file in excel 43

44. Upload mobilities 44

45. Import mobilities Import the mobilities (Beneficiary user) 45

46. Import mobilities Import the mobilities 46

47. Import mobilities Successful import 47

48. Error log Import did not succeed 48

49. Error log Prevent errors: Make sure to enter all mandatory data Use correct dictionary values Pay attention to field format In case of errors: Use error log to correct your.csv file Import again 49

50. Error log Import did not succeed ! Field name Row and column which contain errors are indicated 50

51. Working with csv Dictionary codes It is an excel file containing all reference data grouped by field It will be available to download in MT 51

52. Add mobilities Make sure to save as CSV! 52

53. FINALISE PROJECT 53

54. 54 Mobility Tool.csvLLPLink Beneficiary User DATA National Agency User DATA END Project Final Report Received Export Mobilities NA Validation + Mobility eligible Yes/ No Import Mobilities Import Mobilities

55. NA validation Based on Import / Export feature 55