How to complete and submit a Final Report

How to complete and submit a Final Report through Mobility Tool+ Technical guidelines Authentication, Completion and Submission Antonia Gogaki IT Officer 1

Content User Authentication Completion Submission ECAS account ECAS Final Report Mobility Tool+ 2

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 budget – submit final reports to their National Agencies • National Agencies also use Mobility Tool+ to monitor and validate the projects information entered 3

MT+ for KA 1 • MT+ provides all needed functionality to manage a KA 1 project: – Encode activity types of participants, known as mobilities – Mobilities represent the sending of a particular individual from an origin country to a destination country – Depending 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. 4

MT+ for KA 2 • MT+ provides all needed functionality to manage a KA 2 project allocation of funds for : – project management and implementation – transnational project meetings – intellectual outputs – multiplier events – learning, teaching and training activities – exceptional costs – special needs support 5

How to get access • Those persons who are indicated as the project contact persons of the beneficiary or coordinating organisation will automatically be granted to access MT+ by their email • This is the email address entered in the application form 6

How to get access • Contact 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 default 7

How to get access • The 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 first 8

User Authentication Completion Submission ECAS account ECAS Final Report Mobility Tool+ ECAS ACCOUNT 9

How to create an ECAS account • Register to ECAS https: //webgate. ec. europa. eu/cas/eim/external/register. cgi • ECAS manual http: //eeas. europa. eu/media/subscribe/ecas-user-manual. pdf 10

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• Fill in the fields and follow the instructions 12

• An e-mail is sent to you • Follow the link to complete the registration Click here to activate your account by entering a password. You have 1. 30 h to activate it from the time you receive this email 13

Enter a password of your choice • • 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.

• Make sure the domain is "External" 15

www. erasmusplus. cy/Tools Links for guides and access to: - ECAS account - MT+ Step by step instructions on how to: - Add mobilities (KA 1) - Submit Final Report (KA 1 and KA 2) 16

Menu and Navigation 1. 2. 3. 4. 5. 6. The 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 KA 2 projects, the type of access you have for the project will be indicated next to the project reference. 17

Menu difference KA 1 and KA 2 The Tabs for KA 1 are displayed in a structure that organizes the mobilities management inside the Mobilities tab. The Tabs for KA 2 are displayed in a structure that splits the different funded activities and between various tabs. 18

Available features KA 1 select all records add (mobility/contact/organisation) delete export to. pdf export to excel insert/remove column remove filters print edit KA 2 • view • edit • delete • create 19

How 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 details 20

How to manage Contacts Access to project details: KA 1 projects: only possible to grant edit access to contacts of the Beneficiary organisations. KA 2 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. KA 2 schools only - KA 201 (2014), KA 219 (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 • the coordinating organisation's contact persons can be given access to: § view access to ALL partner organisations 21

User Authentication Completion Submission ECAS account ECAS Final Report Mobility Tool+ FINAL REPORT COMPLETION 22

How to complete Final Report 23

How to complete Final Report 24

How to complete Final Report The Release Draft button allows other beneficiary contact users to edit the draft report. 25

Budget The Budget section contains an overview of the budget summary from the budget tab. The values can be adjusted from the budget mobilities (KA 1) or from the budget items (KA 2) 26

Budget KA 2 • column Approved Budget (by National Agency): provides an overview of the approved budget by the NA • column Current Budget: reflects the total for each activity and budget item as entered under each tab 27

Budget KA 2 • where transfer is allowed from or to a budget item, the maximum and minimum percentage allowed is displayed 28

Annexes • 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 annexes 29

KA 2 school-to-school projects for partners • 2014 and 2015 partner organisations should not fill out the Reports tab until they are informed by the NA • All the other sections can be filled 31

Before 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 Countries - You have annexed all the relevant documents: - The Declaration of Honour signed by the legal representative of the beneficiary organisation - The necessary supporting documents as requested in the grant agreement Also 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 Platform 32

User Authentication Completion Submission ECAS account ECAS Final Report Mobility Tool+ FINAL REPORT SUBMISSION 33

Final Report Submission Once all sections are completed, the Beneficiary will click on Start Submission Process. 34

Final Report Submission A Checklist appears. Please ensure that all tasks have been performed. Then change them from Not Done to Done. 35

Final Report Submission Click on Next Step 36

Final Report Submission 37

Final Report Submission Beneficiary reads that the project will be locked once the Submit Beneficiary Report button is clicked. 38

Final 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. 39

QUESTIONS? 40