Mobility Tool Technical guidelines Authentication Completion and Submission 1 Antonia Gogaki IT Officer Content 2 User Authentication ECAS account ECAS Completion Final Report Mobility Tool ID: 628972
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Slide1
How to complete and submit a Final Report throughMobility Tool+
Technical guidelinesAuthentication, Completion andSubmission
1
Antonia Gogaki
IT OfficerSlide2
Content2
User Authentication ECAS accountECASCompletion Final ReportMobility Tool+Submission Final Report
Mobility Tool+Slide3
What is Mobility Tool+Mobility Tool+ (MT+) is an online System
that allows Erasmus+ Beneficiary Organisations to:access and manage their project's information such as activities and budgetsubmit final reports to their National AgenciesNational Agencies also use Mobility Tool+ to monitor and validate the projects information entered 3Slide4
MT+ for KA1MT+ provides all needed functionality to manage a KA1 project:
Encode activity types of participants, known as mobilitiesMobilities represent the sending of a particular individual from an origin country to a destination countryDepending on the activity type concerned each participant in an Erasmus+ mobility is entitled to receive funds for travel, individual support, special needs, exceptional costs, etc. Mobility tool allows Beneficiary Organisations to manage all this information in a coherent and meaningful manner.4Slide5
MT+ for KA2MT+ provides all needed functionality to manage a KA2 project allocation of funds for :
project management and implementationtransnational project meetingsintellectual outputs multiplier eventslearning, teaching and training activitiesexceptional costsspecial needs support5Slide6
How to get accessThose persons who are indicated as the project contact persons of the beneficiary or coordinating organisation
will automatically be granted to access MT+ by their emailThis is the email address entered in the application form6Slide7
How to get accessContact persons will be able to create
new contacts with access to view or edit the project details in MT+ (e.g. give access to legal representative)Note: the legal representative does not get access to the project by default7Slide8
How to get accessThe email address associated with this
contact person will receive the notification from the system once the project is created in the MT+The email notification provides instructions on how to log in to the MT+ using ECAS. If you do not have an ECAS account follow the instructions to register in ECAS first8Slide9
ECAS ACCOUNT
9User Authentication ECAS accountECASCompletion Final ReportMobility Tool+Submission
Final Report
Mobility Tool+Slide10
Register to ECAS https://webgate.ec.europa.eu/cas/eim/external/register.cgiECAS manualhttp
://eeas.europa.eu/media/subscribe/ecas-user-manual.pdf10How to create anECAS accountSlide11
11Slide12
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Fill in the fields and follow the instructions Slide13
An e-mail is sent to youFollow the link to complete the registration 13
Click here to activate your account by entering a password. You have 1.30h to activate it from the time you receive this emailSlide14
A password expires 180 days after being changed or initialised.A warning is given 5 days before password expiration.A password cannot be changed until it is at least 1 day
old.The last 5 passwords are remembered and cannot be re-used.Enter a password of your choiceSlide15
Make sure the domain is "
External"15Slide16
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www.erasmusplus.cy/ToolsLinks for guides and access to:ECAS accountMT+Step by step instructions on how to:Add mobilities (KA1)Submit Final Report (KA1 and KA2)Slide17
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Menu and NavigationThe Project List window is displayed.The system allows you to choose amongst a list of different languages and change the language of the interface.At the top middle of the screen, details of who is connected to the tool are identified.A sub-window, which provides a definition of the Mobility tool, is displayed.The project references are sorted depending on the programme and listed by the Grant Agreement No.For KA2 projects, the type of access you have for the project will be indicated next to the project reference.Slide18
18Menu differenceKA1 and KA2
The Tabs for KA1 are displayed in a structure that organizes the mobilities management inside the Mobilities tab.The Tabs for KA2 are displayed in a structure that splits the different funded activities and between various tabs.Slide19
19Available features
KA1KA2viewedit
delete
select all records
add (mobility/contact/organisation)
delete
export to .pdf
export to excel
insert/remove column
remove filters
print
edit
createSlide20
20How to manage Contacts
Allow access to project?Several Access to Project options (check boxes) may be available. Check the box accordingly to allow the contact person to have edit access or no access to the project detailsSlide21
21How to manage Contacts
Access to project details:KA1 projects: only possible to grant edit access to contacts of the Beneficiary organisations. KA2 projects (excluding those indicated as schools only): a contact from a participating organisation may be provided access to view the project but will not have access to edit the project details.KA2 schools only - KA201 (2014), KA219 (2015):the partner organisation’s contact persons can be given access to:view or edit access to their projects
view access to the coordinators
project
t
he
coordinating
organisation's
contact persons can be given access to:
view access to
ALL
partner
organisationsSlide22
FINAL REPORT
COMPLETION22User Authentication ECAS accountECASCompletion Final ReportMobility Tool+
Submission
Final Report
Mobility Tool+Slide23
23How to complete Final ReportSlide24
24How to complete Final ReportSlide25
25How to complete Final Report
The Release Draft button allows other beneficiary contact users to edit the draft report.Slide26
26Budget
The Budget section contains an overview of the budget summary from the budget tab. The values can be adjusted from the budget mobilities (KA1) or from the budget items (KA2)Slide27
27Budget KA2
column Approved Budget (by National Agency): provides an overview of the approved budget by the NAcolumn Current Budget: reflects the total for each activity and budget item as entered under each tab Slide28
28Budget KA2
where transfer is allowed from or to a budget item, the maximum and minimum percentage allowed is displayedSlide29
29Annexes
Maximum number of attachments: 10 Maximum size for the attachments: 10 MB The Declaration of Honour should be:- downloaded, completed and added during the uploading of annexesSlide30
30Needed annexes for each sector
erasmusplus.cy > Διαχείριση Εγκεκριμένων Σχεδίων > Τομέας > Τελικές ΕκθέσειςSlide31
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KA2 school-to-school projects for partners2014 and 2015 partner organisations should not fill out the Reports tab until they are informed by the NAAll the other sections can be filledSlide32
32Before submitting Final Report
Before submitting your report to the National Agency, please check that:All necessary information on your project has been encoded in Mobility Tool+The report form has been completed using one of the official languages of the Erasmus+ Programme CountriesYou have annexed all the relevant documents:The Declaration of Honour signed by the legal representative of the beneficiary organisationThe necessary supporting documents as requested in the grant agreementAlso make sure you have saved or printed the copy of the completed form for yourself and you have uploaded the relevant results
on the Erasmus+ Project Results PlatformSlide33
FINAL REPORT
SUBMISSION33User Authentication ECAS accountECASCompletion Final ReportMobility Tool+
Submission
Final Report
Mobility Tool+Slide34
34Final Report Submission
Once all sections are completed, the Beneficiary will click on Start Submission Process.Slide35
35Final Report Submission
A Checklist appears. Please ensure that all tasks have been performed. Then change them from Not Done to Done.Slide36
36Final Report Submission
Click on Next StepSlide37
37Final Report SubmissionSlide38
38Final Report Submission
Beneficiary reads that the project will be locked once the Submit Beneficiary Report button is clicked. Slide39
39Final Report Submission
A message is displayed to say that the submission is in progress. It may take up to 15 mins before the submission is completed.Slide40
Questions?40