Erasmus+ Linguistic Support: Licence Management System

Transcription

1 Erasmus+ Linguistic Support: Licence Management System for National Agencies User Guide 15.0 Date 15/12/2016 Version 15.0 Author Service Provider Public National Agencies Page 1

2 Table of Contents 1. INTRODUCTION ACCESS THE OLS AND LOG INTO THE BACK-END STRUCTURE OF ERASMUS+ OLS USING THE ERASMUS+ OLS BACK-END FEATURES How to allocate licences to BENs? How to validate pending new projects How to check information on your BENs and their projects How to retrieve information on your expired projects How to monitor your active projects at aggregate project level: licence allocation and OLS usage How to monitor your projects at participants' level: licence allocation and OLS usage How to download your statistics documents: Statistics How to edit your profile and create additional users (aliases) How to edit your profile How to create additional users (aliases) How to delete additional users (aliases) How to add or delete additional addresses for future notifications HELPDESK Page 2

3 1. Introduction This user guide explains how to use the Erasmus+ OLS licence management system (back-end) in your role as a National Agency (NA). You will learn: How to log into the Erasmus+ OLS back-end; How the back-end is structured; How to use each feature, namely: o Validating pending new projects, o Checking information on your Beneficiaries (BEN), o Checking Expired BEN projects, o Checking the allocation of licences to participants and the use of licences by participants at an aggregate project level, o Checking the detailed use of licences by individual participants for each project, o Being able to view the general statistics and statistics for the fields which you handle. Page 3

4 2. Access the OLS and log into the back-end To access the OLS go to the following URL: To access the login page, click on the Login button in the upper right corner of your screen. To log in, type in the Login and the Password you received by . Page 4

5 In case you encounter problems, you can contact the Helpdesk by clicking the Support button at the top of your screen. Page 5

6 3. Structure of Erasmus+ OLS The homepage of Erasmus+ OLS appears after your log in. In the header on the upper part of your screen you have 4 buttons: Home button ( ) click on this button to go to the OLS back-end homepage. Profile button ( ) click on this button to go to your NA user profile page. Report a Problem click on this button to contact the Helpdesk for any technical problem. ESC ( ) click on this button to close your session. On this page you find important information regarding updates, forthcoming features of the OLS and system alerts. Six tabs are available in the menu on the left hand side of your screen:home (tab 1) Pending New Projects (tab 2) Validated BEN Projects (tab 3) Expired BEN Projects (tab 4) Licence Usage per Project (tab 5) Licence Usage per Participant (tab 6) Statistics (tab 7) Page 6

7 Click on any tab to navigate between the differents tabs. Page 7

8 4. Using the Erasmus+ OLS back-end features In this section the main functionalities of the Erasmus+ OLS back-end are explained: 3.1 Allocating licences to BENs, 3.2 Validating pending new projects, 3.3 Monitoring your Beneficiaries (BEN) and their projects, 3.4 Monitoring expired BEN projects, 3.5 Monitoring the licence allocation and the use of licences by participants at an aggregate project level, 3.6 Monitoring the use of licences by individual participants for each project. 3.7 Monitoring the general statistics and statistics of the fields you are handling How to allocate licences to BENs? The process of allocating licences occurs at different levels (i.e. DG EAC / NA / BEN) for more information on the process please consult the Guidelines provided to you by DG EAC and available at Circabc. In order to avoid you, as NA, having to make changes on both platforms (EPlusLink and OLS), the licence allocation to BENs is now made only in EPlusLink. As a consequence, the Licence Allocation to BEN tab has been removed from your Home screen How to validate pending new projects Please follow these step-by-step instructions to validate pending new projects. To access the Pending New Projects validation section, from your Home screen, click on the 2 nd tab (Pending New Projects). Page 8

9 You are now accessing the Pending New Projects validation page. On your screen, for each of your pending new projects you can see the following information: Call Field BEN PIC Project Code Project Start Date Project End Date BEN Name Contact Name N.B. this is the name of the OLS contact person Contact N.B. this is the of the OLS contact person Contact Number Number of language assessment licences (LA) Number of language course licences (LC) You can also sort the information by alphabetical or numerical order by clicking on a column title. Page 9

10 On your screen several functions are available: : by clicking on this button you can export all information on pending new projects in an Excel file; Records per page scroll-down menu: by clicking on this button you can change the number of pending new project records that are shown per page; Filter by Call scroll-down menu: by clicking on this button you can filter the projects by Call (All, 2014, 2015, etc.); Filter by Field scroll down menu: by clicking on this button you can filter the projects by Field (All, HE, YOUTH or VET); Search by BEN PIC field: by using this field you can search a project by its BEN PIC; Search by BEN Name field: by using this text field you can search a project by its BEN name; Search all fields field: by using this field you can search projects and BEN(s) on the basis of any data (one word only); Previous and Next buttons: by clicking on these buttons you can navigate across the different pages of the Pending New Projects table. Before validating a project, please ensure the project information is correct. If any element is incorrect - BEN PIC, Project Code, Project Start Date, Project End Date, BEN Name, Contact Name, Contact , Contact Number, number of language assessment licences (LA), number of language course licences (LC) - please correct the information in EPlusLink before validating the project. Page 10

11 To validate a pending project when all information is up-to-date, click on Validate at the end of the row. To validate all pending projects when all related contact information is up-to-date, click on Validate All, in the lower right corner of the screen. Please note that the Validate all button validates ALL projects, including those which do not appear while applying a filter. In the pop-up that appears, click on Validate to finalise the pending new project validation. A message then appears to confirm that the project(s) has/have successfully been validated. Page 11

12 When the pending new project(s) is/are validated, the related row(s) disappear(s) from the Pending New Projects table. Simultaneously, the project(s)' OLS contact person receives her/his personal Login and Password by in order to access the BEN s back-end How to check information on your BENs and their projects Once you have validated pending new projects for your BEN(s), you can check the information on your BEN(s) and their projects in the Erasmus+ OLS Licence Management System. To access the Validated BEN Projects table, from your Home screen, click on the 3 rd tab (Validated BEN Projects). You are now accessing the Validated BEN Projects page. On your screen, for each of your BEN s project you can see the following information: Call Field BEN PIC Project Code Project Start Date Project End Date BEN Name Contact Name N.B. this is the name of the OLS contact person Contact (N.B. this is the of the OLS contact person) and Contact Alias(es), visible under the See alias link. If there are no aliases, it is indicated that This Beneficiary doesn t have any aliases. Contact Number Number of language assessment licences (LA) Number of language course licences (LC) Page 12

13 You can also sort the information by alphabetical or numerical order by clicking on a column title. On your screen several functions are available: : by clicking on this button you can export all information on Validated BEN Projects in an Excel file; Records per page scroll-down menu: by clicking on this button you can change the number of BEN records that are shown per page; Filter by Call scroll-down menu: by clicking on this button you can filter the projects by Call (All, 2014, 2015, etc.); Filter by Field scroll down menu: by clicking on this button you can filter the projects by Field (All, HE, YOUTH or VET); Search by BEN PIC field: by using this field you can search a BEN by PIC; Search by BEN Name field: by using this text field you can search a BEN by name; Search all fields field: by using this field you can search projects and BEN(s) on the basis of any data (one word only); Previous and Next buttons: by clicking on these buttons you can navigate across the different pages of the Validated BEN Projects table. Page 13

14 Please note that the tab entitled Validated BEN Projects only shows active projects that have not yet reached their project end date. Expired projects, which have reached their project end date, are listed in the 4 th tab entitled Expired BEN Projects How to retrieve information on your expired projects The Expired BEN Projects tab facilitates the monitoring of projects and reduce the information displayed on other screens. This approach of archiving expired projects allows your current projects to be kept separate from expired projects. When projects have expired (reached their contractual end date), their content is moved to this Expired BEN Projects screen. Note: For projects that have expired, it is no longer possible to invite mobility participants to take the 1 st language assessment. However, mobility participants that have been invited to take the 1 st language assessment before the project end date are able to continue taking both the 1 st and 2 nd language assessment. Your BENs are still able to invite mobility participants to follow a language course until the last mobility participant s end date of the project is reached. The 4 th tab gives you access to the Expired BEN Projects. You are now accessing the Expired BEN Projects screen. On your screen, for each of your BEN s expired projects you can see the following information: Call Field BEN PIC Project Code Project Start Date Project End Date BEN Name Page 14

15 Contact Name N.B. this is the name of the OLS contact person Contact (N.B. this is the of the OLS contact person) and Contact Alias(es), visible under the See alias link. If there are no aliases, it is indicated that This Beneficiary doesn t have any aliases. Contact Number Assessment Licence: this is the number of language assessment licences that you have allocated to this project. Used Assessment Licence: this is the number of language assessment licences that have been used by this project. Course Licences: this is the number of language course licences that you have allocated to this project. Used Course Licences: this is the number of language assessment licences that have been used by this project. You can also sort the information by alphabetical or numerical order by clicking on a column title. On your screen several functions are available: : by clicking on this button you can export all information on BEN(s) in an Excel file; Records per page scroll-down menu: by clicking on this button you can change the number of BEN records that are shown per page; Filter by Call scroll-down menu: by clicking on this button you can filter the projects by Call (All, 2014, 2015, etc.); Filter by Field scroll down menu: by clicking on this button you can filter the projects by Field (All, HE, YOUTH and VET); Search by BEN PIC field: by using this field you can search a BEN by PIC; Search by BEN Name field: by using this text field you can search a BEN by name; Search all fields field: by using this field you can search projects and BEN(s) on the basis of any data (one word only); Previous and Next buttons: by clicking on these buttons you can navigate across the different pages of the Expired BEN Projects table. Page 15

16 4.5. How to monitor your active projects at aggregate project level: licence allocation and OLS usage You have been provided with an improved project monitoring screen that allows you to check both on licence consumption and on usage of language assessments/courses at aggregate project level. To access the Licence Usage per Project screen from your Home screen, click on the 5 th tab (Licence Usage per Project). You are now accessing the Licence Usage per Project screen. This table gives you detailed information on assessment and course licence allocation and licence usage for each of your active projects (project that have not yet reached the project end date) at aggregate project level, as well as detailed information on the 1 st and 2 nd language assessments. On your screen, for each of your BEN s project you can see the following information: Call Field Page 16

17 Projects (i.e. the project number) BEN PIC BEN Name Contact (N.B. this is the of the OLS contact person) and Contact Alias(es), visible under the See alias link. If there are no aliases, it is indicated that This Beneficiary doesn t have any aliases. Total Assessment Licences: this is the total number of language assessment licences that you have validated for this project in the OLS. Allocated Assessment Licences: this is the number of assessment licences that the BEN has allocated to mobility participants. Non-Allocated Assessment Licences: this is the number of available language assessment licences (i.e. 1 st assessment invitations that can still be sent out). Used Assessment Licences: this is the number of assessment licences that have been consumed. A language assessment licence is considered consumed once the 1 st language assessment has been started (trigger: access to the first question). MP Assessment 1 Started: this is the number of mobility participants who have started the 1 st language assessment. MP Assessment 2 Started: this is the number of mobility participants who have started the 2 nd language assessment. MP Assessment 1 Completed: this is the number of mobility participants who have completed the 1 st language assessment. MP Assessment 2 Completed: this is the number of mobility participants who have completed the 2 nd language assessment. Total Course Licences: this is the total number of language course licences that you have validated for this project in the OLS. Allocated Course Licences: this is the number of course licences that the BEN has allocated to mobility participants. Non-Allocated Course Licences: this is the number of available language course licences (i.e. course invitations that can be still sent out). Used Course Licences: this is the number of course licences that have been consumed. A language course licence is considered consumed from the first access to the language course (trigger: compatibility check). You can also sort the information by alphabetical or numerical order by clicking on a column title. On your screen several functions are available: Page 17

18 : by clicking on this button you can export all information on Licence Usage per Project in an Excel file; Records per page scroll-down menu: by clicking on this button you can change the number of records that are shown per page; Filter by Call scroll-down menu: by clicking on this button you can filter the projects by Call (All, 2014, 2015, etc.); Filter by Project Code scroll down menu: by clicking on this button you can filter the projects by Project Code; Filter by Field scroll down menu: by clicking on this button you can filter the projects by Field (All, HE, YOUTH and VET); Search field: by using this field you can search projects and BEN(s) by any data (one word only); Previous and Next buttons: by clicking on these buttons you can navigate across the different pages of the Licence Usage per Project table How to monitor your projects at participants' level: licence allocation and OLS usage To access the Licence Usage per Participant table from your Home screen, click on the 6 th tab (Licence Usage per Participant). Page 18

19 You are now accessing the Licence Usage per Participant screen. Please note that due to loading time reasons, the first project is displayed alphabetically. Should you wish to change the project displayed, please modify the project code by using the 'Project code' filter. On your screen, for each of your participants you can see the following information: OLS ID (identification number used in the OLS system to identify individual OLS usage by mobility participants. Mobility participants using the OLS for several mobilities have separate OLS IDs for each of these mobilities. Please quote this ID when contacting the technical helpdesk in case of issues with specific mobility participants.) Call Project Code First Name Last Name Assessment Invitation Date: date on which the BEN sent the invitation for the 1 st language assessment. Invitation Expiration Date: date by when the invitation to the 1 st language assessment expires, as set by the BEN. 1 st Assessment Result 1 st Assessment Date 2 nd Assessment Invitation Date: date on which the invitation for the 2 nd language assessment is sent out based on the mobility duration. 2 nd Assessment Result 2 nd Assessment Date Mobility Start Date: this date is indicated by the mobility participant in his/her OLS user profile. Mobility End Date: this date is indicated by the mobility participant in his/her OLS user profile and can be changed by the mobility participant at any time. Mobility duration (months) Assigned Language Course Licence Page 19

20 Local Language: If the BEN has allocated a course to a mobility participant in the local language of the mobility country, then this language is indicated here. Course Licence Allocation Date First connection to Courses Time spent on platform N.B.: if a participant has several mobilities in the same project, he/she will be displayed twice in two separate rows with a different OLS ID (i.e. one ID per mobility). You can also sort the information by alphabetical, chronological or numerical order by clicking on a column title. On your screen several functions are available: : by clicking on this button you can export all information on participant(s) in an Excel file; Page scroll-down menu: by clicking on this button you can change the number of participant records that are shown per page; Filter by Project Code scroll-down menu: by using this field you can search the displayed entries based on the project code (for both expired and active projects). The first project code, classified by alphabetical order, will be selected by default and not all due to loading time reasons; Filter by Tested Language scroll-down menu: by clicking on this button you can filter the displayed entries, based on the tested language; Filter by Reached Level scroll-down menu: by clicking on this button you can filter the displayed entries, based on the level achieved in the first assessment; Search all fields field: by using this field you can search participants on the basis of any data (one word only); Previous and Next buttons: by clicking on these buttons you can navigate across the different pages of the Licence Usage per Participant table. Page 20

21 4.7. How to download your statistics documents: Statistics To access the Statistics table from your Home screen, click on the 7 th tab (Statistics). You are now accessing the Statistics page. On your screen, you can find the following types of reports: General statistics, filtered by Field, by Call and End date of the data. NA statistics, filtered by Field, by Call and End date of the data. You can refine your reports by type (i.e. general or NA statistics) by applying the "Type" filter. You can also sort the information by alphabetical or numerical order by clicking on a column title. Page 21

22 On your screen the following function is available: By clicking on this button you can download each available general or NA statistics documents How to edit your profile and create additional users (aliases) If you need to edit your profile or create additional users (aliases), click on the Profile button in the upper right corner of your screen. The profile page is divided into 4 parts: - NA information: non-editable information on your NA user profile (can only be changed manually by the service provider). - Change NA user information: allows you to edit profile information except the login. - Creation of additional users: allows you to create additional users (called aliases) with the same access rights as your current NA user account. - Additional for receiving notifications: allows you to add addresses that will be notified at a later stage. Currently this feature is not in place yet for NA users. Page 22

23 How to edit your profile In section Change NA User information, you can edit your password, contact name and contact number. Once you have made the necessary changes, click on Save Changes located in the lower left part of the page. A message then appears to confirm that the changes have been successfully saved. Page 23

24 How to create additional users (aliases) In the third part of your profile page, click on Add New Alias to start creating an additional user for your NA with the exact same access rights. In the newly created line of the table, choose the credentials of the new NA user account. Enter a login (may be different from the address), a password and an address. Once you have entered the required data, click on Save Changes, on the lower left part of the page. The newly created user then appears on screen. To edit the new user credentials after creation, click on the fields you want to edit, change the field information and click on Save Changes. Credentials are automatically sent to the newly created user. Please note that addresses are used in the OLS system to identify an OLS user according to five specific roles: NA, NA alias, BEN, BEN alias, and mobility participant. Every person therefore every address can only have one role. Page 24

25 How to delete additional users (aliases) In the third part of your profile page, click on the Delete button next to the alias user you would like to delete. The alias user then disappears from the list of additional users How to add or delete additional addresses for future notifications Warning: This feature will only be useful in future releases. Automated notifications are currently not active on the NA licence management system. In the fourth part of your profile page, click on Add New Notification to add an additional address for future notifications. In the newly created line of the table, enter the additional address. Once you have entered the required data, click on Save Changes, on the lower left part of the page. The added address then appears on screen. To edit the address, click on it, enter the corrected address and click on Save Changes. Click on the Delete button next to the address you would like to delete. The address then disappears from the list of notified addresses. Page 25

26 To return from your profile to the Homepage of the Licence Management System, click on the Home button. Page 26

27 5. Helpdesk If you encounter any problem or issue when following the instructions above, please contact the Helpdesk by clicking on the Report a Problem button in the header. Page 27