How to complete and submit the beneficiary report

Transcription

1 How to complete and submit the beneficiary report This page describes the steps to be taken to complete and submit the beneficiary report. The steps described follow the example of using a project for action type KA105. Some differences between the beneficiary report may be noted but the basic functionality remains the same for each key action. Quick steps 1 Open the project and check that the project is up-to-date. 2 Click the "Organisations" tab. 3 Click the "Mobilities" tab. 4 Click the "Budget" tab. 5 Click the "Reports" tab. 6 Click on "Project Summary". 7 Fill in the "Description of the Project". 8 Fill in the "Implementation of the Project". 9 Fill in the "Linguistic Support" section. 10 Click on "Activities". 11 Complete the "Participants' Profile" section. 12 Complete the "Learning Outcomes and Impact" section. 13 Click on "Dissemination of Project Results". 14 Fill in the "Future Plans and Suggestions". 15 Check the "Budget" section. 16 Click on "Annexes". 17 Click on "Print draft report". 18 Click on "return to report page". 19 Click on "Continue editing draft report" button. 20 Click on "Start Submission Process". 21 Click on "Contains declaration of houour". 22 Click the "Next Step" button to continue. 23 Accept the "Data Protection Notice". 24 Click the "Not Done" button to Done in the Checklist. 25 Click on "Submit Beneficiary Report". 26 Check the status of the report. Detailed steps Steps

2 Open the project and check that the project is up-to-date. Before generating the beneficiary report, check that the project data is up-to-date.

3 Click the "Organisations" tab. Also, check the organisation details. If organisation details (that are entered in the NA project management system) are to be updated, the NA should first be notified and the details updated in URF. Once the changes have been applied in the National Agency's project management system then the changes will be reflected in MT+.

4 Click the "Mobilities" tab. Click the Mobilities tab to check that the Mobilities details are up-to-date. Adjustments made to the mobility details will automatically update the budget summary.

5 Click the "Budget" tab. Check the Budget tab to view the summary of the project budget as entered under each mobility. Additional project costs may be entered under the budget tab depending on the action type. For example the Exceptional costs - Guarantee field can be edited for KA105. In this example, the mobilities are involved in the European Voluntary Service programme and the budget is outlined below.

6 Click the "Reports" tab. When satisfied that all of the project data is up-to-date, click the Reports tab and start the beneficiary report by clicking the Generate Beneficiary Report button. To access the report, click on Edit Draft.

7 Click on "Project Summary". You will notice that the section Context is already filled in. This contains the same information that is displayed under the project details and cannot be edited in MT+. Project dates or titles that require adjustment should be done by making a formal amendment request to the National Agency. Once this request is processed, the data will be updated in MT+. To view the next section you can select it or scroll down. Click on the Project Summary sub-tab and add a summary for the project. Remember that the project summary will be displayed in the Project Results Platform once the Final Report is finalised in the National Agency's project management system.

8 Since 2016, there is a read-only copy of the summary at application stage. It needs to be copied/pasted from it to fill in the summary at final beneficiary report stage. The summary is only requested in English, if the English version of the report is being used. For other language versions, the user needs to provide a summary in the language selected for the report and an English translation.

9 Fill in the "Description of the Project". Once the next section Description of the Project is clicked, the previous section receives a green check mark, as all fields for that section have been completed. In a similar way all other sections will be marked as completed.

10 Fill in the "Implementation of the Project". Complete the section Implementation of the Project, detailing the practical arrangements and project management. Fill in the "Linguistic Support" section. In the case of a long-term activity, complete the Linguistic Support section.

11 It will already be highlighted with a green tick if this does not apply to the project. For other key actions this section will not appear.

12 Click on "Activities". In the section Activities, an overview of activities and mobility flows are automatically inserted based on the budget outline. You are also prompted to fill in organisational details of the planned activities.

13 Complete the "Participants' Profile" section. In the, and sections are automatically filled in, but you are prompted to fill in details of the Participants Profile Overview Age Gender background and profile of the participants involved in the project and how they were selected.

14 Complete the "Learning Outcomes and Impact" section. The Learning Outcomes and Impact section prompts you to fill in details of learning outcomes acquired and/or improved by the participants and the impact of these outcomes.

15 Click on "Dissemination of Project Results". Insert details of the results of the project you would like to share together with descriptions of the activities carried out and target groups.

16 Fill in the "Future Plans and Suggestions". In the section Future Plans and Suggestions, indicate if you intend to continue cooperating with partners on future projects and insert further comments regarding this. Check the "Budget" section. The Budget section is automatically filled in with the Budget Summary, the Project Total Amount and Travel costs.

17 In the 11.6 subsection, please add the number of licenses for Online Linguistic Assessment and Online Language Courses. If the adjusted amount differs from the calculated amount, please provide comments for this reason.

18 Click on "Annexes". Supporting documentation such as the Declaration of Honour can also be added by clicking on Annexes. Click Select File to upload. It is also possible to download the Declaration of Honour file to be signed from this screen.

19 Locate the signed Declaration of Honour and click Open to upload to the Annexes section.

20 The file is now attached. To download a blank copy of the Declaration of Honour, click the button DOWNLOAD Declaration of Honour.

21 Click on "Print draft report". The draft version can be printed by clicking on the Print draft report link.

22 Click on "return to report page". At any stage it is possible to return to the report page, which saves the report as draft.

23 Click on "Continue editing draft report" button. To access the draft report again, click the Continue editing draft report button. The Release draft button allows other beneficiary contact users to edit the draft report. report The beneficiary contacts must also be given access to the project in MT+.

24 Click on "Start Submission Process". Once all sections are completed, click on Start Submission Process.

25 Click on "Contains declaration of houour". A pop up window appears and before submission can continue, the first step is to check if the beneficiary Declaration of Honour is signed and attached. Click Contains declaration of honour to activate the Next Step button.

26 Click the "Next Step" button to continue. With confirmation that the signed Declaration of Honour is uploaded, click the Next Step button to continue.

27 Accept the "Data Protection Notice". Once the Data Protection Notice has been read, click Accept to continue.

28 Click the " Not Done" button to Done in the Checklist. A checklist appears prompting you to ensure that all items have been performed. As each item is checked, change the button to by clicking. Once all items are marked, click the button Not Done Done Done Next Step to continue.

29 Click on "Submit Beneficiary Report". To finish, click the Submit Beneficiary Report button. The project will be locked once the button is clicked.

30 A message is displayed to say that the submission is in progress. It may take up to 15 min before the submission to EPlusLink is completed.

31 Check the status of the report. Back in the Reports tab, an indication of the beneficiary report submission to the European Commission's central IT system is indicated. The dialogue box will reveal that the beneficiary report has been successfully submitted with the indicator changing to Submitted.

32 Related articles MT+ Submit Terminate-with-no-grant Report Monitor assessment of report How to perform NA validation via the import file EPlusLink Termination of project with no grant EPlusLink Termination of project with eligible costs Check that the report is receivable Manage the assessment of the final report Beneficiary report receipt and approval in EPlusLink How to perform NA Validation for KA2 projects Manage final beneficiary report How to validate one mobility at a time EPlusLink - Beneficiary Reports Search