Erasmus IT Management Tool User Manual - For IOs-Sept09

8/8/2019 Erasmus IT Management Tool User Manual - For IOs-Sept09

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EUROPEAN COMMISSION

ENTERPRISE AND INDUSTRY DIRECTORATE-GENERAL

Informatics

IT Management Toolfor Intermediary Organisations (IOs)

[ User Manual ]

Version 1.0Last Update: 18/09/2009


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User Manual Contents i

Contents

Overview 2Parties Involved.............................................................................................................. 2Detailed Process............................................................................................................ 3

Getting Started 4Managing EPs, IOs and IO Staff 5

Consulting European Partnership Details...................................................................... 6Editing a European Partnership..................................................................................... 8Consulting Intermediary Organisation Details ............................................................. 10Editing an Intermediary Organisation...........................................................................12Consulting IO Staff Details........................................................................................... 14Defining New IO Staff................................................................................................... 16Updating IO Staff Details.............................................................................................. 18

Managing Applications 19Monitoring Incoming Applications ................................................................................20Processing Applications............................................................................................... 23

Accepting Applications............................................................................................23Putting Applications On Hold ..................................................................................25Refusing Applications .............................................................................................26Deleting Applications ..............................................................................................26

Tracking Non-completed Applications .........................................................................27Searching & Matching 28

Reviewing Your Own NEs/HEs.................................................................................... 29Searching the Catalogue .............................................................................................31Matching....................................................................................................................... 32

Managing Relationships 34Process Overview ........................................................................................................ 35Proposing a Relationship.............................................................................................36Building and Executing a Relationship......................................................................... 37

Handling a Relationship With a Status of 'Draft' ..................................................... 37Handling a Relationship With a Status of 'Ready for approval' .............................. 39Handling a Relationship With a Status of 'EP approval' ......................................... 41Handling a Relationship With a Status of 'Ready for training' ................................ 42Handling a Relationship With a Status of 'Stay ready to start'................................ 44Handling a Relationship With a Status of 'Stay ongoing'........................................ 46Handling a Relationship With a Status of 'Feedback Validation' ............................ 48

Viewing Commitment Documents................................................................................ 51Appendix 52

1Entrepreneur Application Form................................................................................ 522Application Workflow................................................................................................ 673Application Notifications...........................................................................................684Relationship Building Workflow................................................................................ 715Relationship Execution Workflow............................................................................. 726Relationship Notifications......................................................................................... 73

Index 78


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User Manual Overview 2

Overview

Erasmus for Young Entrepreneurs is a pilot project initiated by the EU. It aimsat helping new entrepreneurs to acquire relevant skills for managing a small ormedium-sized enterprise by spending time in an enterprise in another EUcountry. It contributes to improving their know-how and fosters cross-bordertransfers of knowledge and experience between entrepreneurs.

The specific objectives of the programme are:

On-the-job-training for new entrepreneurs in small and medium-sizedenterprises (SMEs) elsewhere in the EU in order to facilitate a successfulstart and development of their business ideas;

Exchanges of experience and information between entrepreneurs onobstacles and challenges to starting up and developing their businesses;

To enhance market access and identification of potential partners for newand established businesses in other EU countries;

Networking by building on knowledge and experience from other Europeancountries.

Parties Involved

The ultimate goal of the Erasmus for Young New Entrepreneurs programme is tohelp New Entrepreneurs (NEs)

1build a relationship with interested Host

Entrepreneurs (HEs)2. The initiation of such relationship is to be facilitated by

Intermediary Organisations (IOs) in each country, whose main task is to offerservices linked to the matchmaking (such as promotion, information, induction,validation of applications, arranging contracts, logistical support etc.). IOs areorganised in European Partnerships (EPs), which bring together IOs fromdifferent EU Member States. A European level Support Office (SO) isdesignated to provide guidance and support to EPs/IOs, contribute to promotingnetworking amongst IOs, and ensure coherence and consistency in their work.

1 New entrepreneurs are entrepreneurs who are firmly planning to set up their own business or have already started their own businesswithin the last three years.2

Host entrepreneurs are experienced and successful entrepreneurs who own or manage an SME in the EU.

The main actors involvedinclude:

New Entrepreneurs

(NEs)

Host Entrepreneurs(HEs)

Intermediary Organisations(IOs)

European Partnerships(EPs)

Support Office(SO)


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Erasmus for Young Entrepreneurs IT Management tool

User Manual Overview 3

Detailed Process

The process to identify, validate, implement and evaluate stays abroadcomprises four phases:

Phase 1 ApplicationInterested NEs and HEs apply through the on-line registration tool andestablish contact with the IO that they have chosen. The IOs responsiblescreen the entries and, once completed, accept them.

Phase 2 MatchingThe IOs facilitate contacts between accepted NEs and HEs and seek tomake matches. Interested NEs and HEs can also search the database forappropriate partners and make suggestions to the IO that they havechosen.

Phase 3 Contracting and preparationThe parties involved (NE, HE, IOs responsible) reach agreement on thecommitment to quality, business/work/learning plan, tasks, responsibilities,deliverables, financial conditions, legal implications, etc. and sign thenecessary agreements. The Commission gives the final approval of thematch. NEs and HEs participate in preparatory activities organised by theIOs responsible.

Phase 4 ImplementationNEs and HEs complete the stay abroad in accordance with their needs in one or more phases and report on them. The IOs responsible monitorthe quality of the activity and evaluate the results.


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User Manual Getting Started 4

Getting Started

Prerequisite

To be able to use the Erasmus for Young Entrepreneurs IT Management tool,you must have received a login name and a password. Please contact yourlead IO if you haven't received this information and would like to gain accessto the application.

To start the Erasmus for Young Entrepreneurs IT Management tool1. Open your web browser.

2. Type the following URL in the address bar:https://webgate.ec.europa.eu/erasmusentrepreneurs/

3. Enter your login information in the Sign inboxes, sand click Login:

Figure 1 Login page

Result: This opens the home page of the Erasmus for YoungEntrepreneurs application.
https://webgate.ec.europa.eu/erasmusentrepreneurs/https://webgate.ec.europa.eu/erasmusentrepreneurs/https://webgate.ec.europa.eu/erasmusentrepreneurs/


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User Manual Managing EPs, IOs and IO Staff 5

Managing EPs, IOs and IO StaffIN THIS SECTION

Consulting European Partnership Details 6

Editing a European Partnership 8

Consulting Intermediary Organisation Details 10

Editing an Intermediary Organisation 12

Consulting IO Staff Details 16

Updating IO Staff Details 18

Intermediary organisations (IOs) are organised in European partnerships (EPs).A European partnership brings together several IOs from different EU MemberStates. Each partnership cooperates with its counterparts all over Europe. Theirmain task is to facilitate successful relationships between NEs and HEs, and tooffer match-making services (such as promotion, information, induction,validation of applications, arranging contacts, issuing contracts, logistical

support, etc.).

As IO staff, you are allowed to view some details of every EP and every IOregistered in the system. Users from the lead IO of a European partnership canfurther edit the details of the EP that they are in charge of.

All these features are grouped in a single menu, named EP and IO Mgt.


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Consulting European Partnership Details

The List of EPsprovides a complete overview of all European partnershipsselected under the Erasmus for Young Entrepreneurs call for proposals. Thislist can be filtered and details about the specific Intermediary Organisations(IOs) associated to each EP can be displayed.

To view EP details:

1. From the Erasmus for Young Entrepreneurs menu, select EP and IOMgt > EP mgt:

Result: This will open the full list of EPs currently present in theErasmus for Young Entrepreneurs online database:

Figure 2 List of EPs

2. To filter the list or look for a specific EP, enter any known information

about the searched EP in one or several filter boxes at the top of thepage and click . Either type the searched string in full in theappropriate filter box, or use a '%' (percent sign) as a wildcard toreplace any number of characters in a string. For example, typing%universi% in the 'Leading IO' filter box may find EPs with one of thefollowing leading IOs: 'The University Wolverhampton', 'Universittdes Saarlandes' or 'Hochschule Fulda - University of AppliedSciences'.OrTo sort the list, click on the desired column header at the top of thelist. This will sort the list in ascending order. You can click on thesame column header again to reverse the sort.

3. To view the list of IOs that an EP is in charge of, click the View IOslist of this EP icon in front of the appropriate EP:

Filter options are available atthe top of the list

An Edit icon is availableonly if you are registered asstaff of the 'Lead IO' i.e. the IOin charge of the related EP (i.e.lead IO)


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Result: This will display the list of IOs associated to the selected EP:

Figure 3 IOs associated to an EP

4. From the selected EP's IO list, you can further drill down to view a listof IO staff involved in the Erasmus for Young Entrepreneurs

programme. To do so, click View all staff of this IO in front of thedesired IO:

Figure 4 View IO staff icon

Result: An overview of the IO staff is displayed:

Figure 5 IO staff


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Editing a European Partnership

While consulting the list of EPs is available to all users in the system, editingEPs is reserved for the staff of the 'lead IO' in the related EP (i.e. the IO incharge of the EP). Users from other IOs cannot update any details of an EP.

Please note that it is not possible to deletean EP. If necessary, a workaroundwould be to change its status to 'INACTIVE' when editing the EP. This feature isreserved for users of the lead IO in the related EP.

Changing the list of IOs associated to an EP

To modify the list of IOs associated to an EP, including the lead IO, you needto edit the related IO in the IO Management module (see 'Editing an

Intermediary Organisation', p.12)

To edit a European Partnership:

1. From the Erasmus for Young Entrepreneurs menu, select EP and IOMgt > EP mgt.

2. Look for the EP that you want to edit and click Edit EP in front ofits acronym:

Figure 6 Edit EP icon

3. Make all desired changes to the EP detail page:

Figure 7 Edit EP

The Edit EP icon isavailable only in connection

with the EP for which yourIO is the lead IO.


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Acronym The short name or acronym of the EP.

EP number The unique code used to identify the EP in thesystem. The EP number is assignedautomatically by the Commission.

Start date The official first date of activity of the EP in theErasmus for Young Entrepreneurs programme.

End date If an official date has been set as last date ofactivity of the EP, use the calendar box tospecify this date here.

Total Budget The total amount allocated to the EP for theErasmus for Young Entrepreneurs project.

Max EC funding The maximum amount that the EuropeanCommission will contribute to co-finance theproject of the EP (normally 90 %).

Status Indicates whether the selected EP should beactive or inactive in the system.

Lead IO This box contains the name of your own IO ifyou are the lead IO of this EP.

Please note that if you select an other IO aslead IO, you will no longer be able to edit theEP!

4. Click Save at the bottom of the page to save the changes.


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OrTo sort the list, click on the desired column header at the top of thelist. This will sort the list in ascending order. You can click on thesame column header again to reverse the sort.

3. To view details of a European Partnership associated to an IO in the

list, click the View parent EP icon in front of the appropriate IO:

Figure 9 'View parent EP' icon

Result: This will display information about the European Partnership

associated to the selected IO:

Figure 10 European Partnership associated to an IO

Or,To view a list of IO staff involved in the Erasmus for Young

Entrepreneurs programme from the IO List, click View all staff ofthis IO in front of the desired IO:

Figure 11 'View all staff of this IO' icon

Result: An overview of the IO staff is displayed:

Figure 12 Selected IO staff


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Editing an Intermediary Organisation

About edit rights

Edit rights on IOs depend on the IO you belong to. More specifically:

Editing IOs is reserved for the staff of 'LEAD IOs'

The staff of a Lead IO are allowed to edit part of the information about theirown IO, as well as other IOs under the same EP.

Not all details of an IO can be modified. Editable details include:

IO website IO representative person's email address and telephone number IO contact person's email address and telephone number

All other IO details are managed by the Support Office/Commission.

To edit an Intermediary Organisation:

1. From the ERASMUS for young entrepreneurs menu, select IOManagement > IO mgt.

2. Look for the IO that you need to edit and click Edit IO in front of itscode:

Figure 13 'Edit IO' icon

3. Make the desired changes to the IO detail page:

The Edit IO feature is availableonly to the staff of Lead IOs.


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Figure 14 Editable IO details

4. Click Save at the bottom of the page.

Editable details include:

IO website

IO representative person'semail address and telephonenumber

IO contact person's emailaddress and telephone number

All other IO details are managedby the Coordinating Body.


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Consulting IO Staff Details

To be able to use the Erasmus for Young Entrepreneurs IT Management toolfor information control, validation and matching purposes, people need to beregistered as IO staff.

The List of IO staffprovides a complete overview of all users associated to anIO. If your IO is the lead IO of its EP, this list also displays the names of the staffin the different IOs under that EP.

To view IO staff details:

1. From the Erasmus for Young Entrepreneurs menu, select IO staffManagement > IO staff mgt:

Result: This will open the full list of staff currently associated withyour own IO or, if your IO is the lead IO of its EP, the list ofstaff currently associated to all IOs under the EP that your IOis in charge of, as illustrated below:

Figure 15 List of IO staff

2. To filter the list or look for a specific IO staff member, enter any knowninformation about the searched person in one or several filter boxes at

the top of the page and click .OrTo sort the list, click on the desired column header at the top of thelist. This will sort the list in ascending order. You can click on thesame column header again to reverse the sort.

3. To view details of a European Partnership associated to a members

of an IO staff in the list, click the View parent EP icon in front ofthe appropriate IO:

Figure 16 View parent EP icon

Filter options are available atthe top of the list

Every staff member is listedwith an indication of theirrelated IO


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Result: This will display information about the European Partnershipassociated to the selected IO:

Figure 17 European Partnership associated to an IO

Or,

To view the details of a member of an IO staff from the List of IO staff,

click View parent IO in front of the desired IO:

Figure 18 View parent IO icon

Result: Details of the person's IO are displayed:

Figure 19 Parent IO details


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Defining New IO Staff

Users from the Lead IO in an EP are allowed to add new staff to their own IO,as well as to any other IO under the related EP.

You cannot add IO staff if your IO is not the lead IO of its EP.

To define a new IO staff person:

1. From the Erasmus for Young Entrepreneurs menu, select IO staffManagement > IO staff mgt.

2. Check that the IO staff is not yet in the list and click Add new IO staffat the top right of the List of IO staff.

Result: This will display an empty page to enter part 1 of the new IOstaff person's details:

Figure 20 Add IO staff (Step 1)

3. Complete the Add IO staff first steppage as follows:

Parent IO Use the selection box to identify the employee'sIO. This information is mandatory.

E-mail address Enter the employee's professional emailaddress.

4. Click Next step at the bottom of the page.

Result: The second page of the IO staff details is displayed:

*= mandatoryAll items preceded by a redasterisk are mandatory.

The rest is optional.


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Figure 21 Add IO staff (Step 2)

5. Complete the second page as follows:

Title Use the selection box to select the

title/salutation of the IO staff person.Firstname The IO staff person's first name.

Lastname The IO staff person's last name.

IO This box is automatically completed with thename of the IO selected on the first page of theIO staff creation process.

E-mail address This box is automatically completed with theemail address of the person, as selected on thefirst page of the IO staff creation process.

Country The IO staff person's country. This informationis automatically derived from the associated IOdetails.

Phone The IO staff person's telephone number. Thecountry dial code is automatically derived fromthe associated IO details. The rest of thetelephone number should be entered manually.

6. Click Save at the bottom of the page.

Result: A message at the top of the page informs you that"The IO staff was added to the database".

If the person was not present in the Enterprise e-ServicesPortal, an email is simultaneously sent to him/her, informing

that he/she is now registered to the Portal. This email alsocontains the person's login name and password required toaccess the Portal and use the offered features.

Please note that thesystem checks whether theemail address specified atStep 1 is not already knownin the Enterprise e-ServicesPortal. If it is present in theEnterprise e-ServicesPortal, all knowninformation is immediatelypre-completed.


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Updating IO Staff Details

A number of details concerning known IO staff in an EP can be modified asnecessary by users from the Lead IO in that EP.

Enabled/DisabledPlease note that it is not possible to deleteIO staff. If required, you can disablea person by unchecking the check box in front of the person's name:

Disabled IO staff are identified by a status of 'INACTIVE' in the List of IO staff:

These features are reserved for users from a 'LEAD IO'.

To edit an IO staff member:

1. From the Erasmus for Young Entrepreneurs menu, select IO staffManagement > IO staff mgt.

2. Look for the person that you want to edit, and click Edit staff infront of his/her name:

Figure 22 Edit staff icon

3. Make all desired changes to the IO staff detail page (the 'IO', 'Emailaddress', 'Country' and 'Phone code' are not editable) and click Save:

Figure 23 Edit IO staff


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User Manual Managing Applications 19

Managing ApplicationsIN THIS SECTION

Monitoring Incoming Applications 20

Processing Applications 23

Tracking Non-completed Applications 27

As New and Host entrepreneurs will start to register to the Erasmus for YoungEntrepreneurs programme, the information that they will provide on their onlineapplication form will gradually populate the Erasmus for Young EntrepreneursIT Management tool.

You will then be able to:

monitor incoming registration requests

process applications (i.e. accept/reject, put on hold, delete)

track non-completed applications


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Monitoring Incoming Applications

Using the Follow-up applications option in the NE/HE Management, you can

obtain up-to-date overviews of all entrepreneurs fully registered to the Erasmusfor Young Entrepreneurs programme, waiting approval. Fully registeredentrepreneurs are people who did confirm their application by clicking the link inthe email confirmation message that they received immediately after submittingtheir form:

Figure 24 Confirmation request

Once clicking this link, registered applicants further need to be approved to beable to participate in the Erasmus for Young Entrepreneurs programme and togain access to the Erasmus IT Management Tool.

IOs are therefore expected to review every applicant's information, so as to beable to decide how to process the related applications (i.e. accept it, reject it,put it on hold or delete see'Processing Applications', p.23).

This section explains how to review the information submitted by a registeredapplicant.

About view & edit rights

The rights to view and edit application details depend on the IO you belong to.More specifically:

The staff of any IO can view and edit application details from NEs/HEs whoselected that IO when completing their online application form

The staff of 'LEAD IOs' can view and edit application details from NEs/HEswho selected not only their own IO but also any other IO under theassociated EP

The Email address with which an applicant submitted his/her details is noteditable in the Follow-up.

See also: 'Appendix 2Application Workflow',p.67and 'Appendix 3Application Notifications',p.68.


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The NE/HE Management menu is used to monitor incoming applications fromentrepreneurs who have selected your organisation as IO. A red numberbetween parenthesis in this menu indicates that some action is required fromyou concerning a number of applications. More specifically, the red numbergives the total number of applications with a status of either 'Applied' or 'OnHold', i.e. applications that you need to approve for the entrepreneur to be able

to access the Erasmus for Young Entrepreneurs IT Management tool.

To monitor incoming applications1. From the Erasmus for Young Entrepreneurs menu, select NE/HE

Management > Follow-up applications:

Result: This will display an up-to-date overview of all fully registeredentrepreneurs associated to your own IO, or (i.e. if youbelong to the lead IO) to all IOs in your EP:

Figure 25 Follow-up of fully registered entrepreneurs

2. You can use the selection boxes at the top of the page to filter the listbased on specific criteria, like applicant name, request date, currentapplication status, country, etc.

3. To view the details of any applicant, click in front of his/her name.This will open a two-tab page:

The upper Status & Assessment tab indicates the current status ofthe person:

By default, all applicationswhich have not yet beenaccepted are listed.

To view accepted applications,select 'Accepted' in the Status

box above the list.

The red number betweenparentheses in the NE/HEManagement menu indicatesthe number of entrepreneurswith a status of either'Applied' or 'On Hold', whichyou need to approve.


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The lower Application details tab displays the full information assubmitted by the entrepreneurs on his/her application form.

Edit buttons are available there to modify this information ifnecessary.


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Processing Applications

Once submitted and confirmed by applicants, applications to the Erasmus forYoung Entrepreneurs programme are automatically created with a status of'Applied' in the Erasmus for Young Entrepreneurs IT Management tool. Thisstatus only means that the application has been received. It does not say thatthe entrepreneur is accepted to the programme. To accept, reject or put anapplication on hold, you have to adjust the application status accordingly:

AcceptedApprove application details and grant the entrepreneur access to theErasmus IT Management Tool.

On HoldDelay your decision until further notice. Entrepreneurs with this status areNOT allowed access to the Erasmus for Young Entrepreneurs ITManagement tool. This status is usually assigned by the IO when they askan entrepreneur to clarify some points of his/her application or to provideadditonal support information.

RefusedReject an application without granting the entrepreneur the right to use theErasmus IT Management Tool.

Deleted

Logically delete an application, if it is inappropriate or irrelevant.

Accepting Applications

Accepting applications is required for entrepreneurs to be included in thecatalogue and to be able to use the Erasmus IT Management Tool forsearching & matching purposes as well as for reviewing their application details.

To accept an application:

1. From the Erasmus for Young Entrepreneurs menu, select NE/HEManagement > Follow-up applications.

2. Click in front of the NE or HE that you want to accept.

Result: This will open a two-tab page:

The upper Status & Assessment tab indicates the currentstatus of the person and allows you to enter your ownassessment of the entrepreneur's application, as well asprovide additional remarks:

The Application details tab displays the full informationas submitted by the entrepreneurs on his/her application

form. Edit buttons are available in each section to modifythis information if necessary:


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3. Review the application details, return to the Status & Assessmenttab, change the status to Accepted, enter your assessment and clickSave.

Figure 26 Accepting an application

The accepted applicant is automatically notified by email that his/herapplication to the Erasmus for Young Entrepreneurs has beenaccepted, and that he/she has can now use the Erasmus ITManagement Tool for searching & matching purposes as well as forreviewing his/her application details.

The email looks as follows:

Figure 27 Acceptation notification

Please note that the assessmentwill not be visible to theentrepreneur but it will be visibleto all other IOs.

Remarks, on the other hand, areonly visible to users from yourown IO.

Entering an assessment ismandatory when accepting anapplication.


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Putting Applications On Hold

If you want to wait a little while before accepting a person, for example if youneed further details from the entrepreneur, you may decide to change theentrepreneur's application status to 'On Hold'. The entrepreneur will be

automatically notified of this by email. Entrepreneurs with this status are NOTallowed access to the Erasmus for Young Entrepreneurs IT Management toolbut they can access and update their application details from the Erasmuswebsite at http://www.erasmus-entrepreneurs.eu/page.php?pid=051 , using thepassword that they received by email when submitting their application.

To put an application on Hold

1. From the Erasmus for Young Entrepreneurs menu, select NE/HEManagement > Follow-up.

2. Click in front of the NE or HE that you want to put on Hold.

3. From the Status & Assessment tab, change the status to On Hold(possibly with some comments in the Remark box please note thatremarks are only visible to users from your own IO) and click Save.

Result: The entrepreneur whose application has been put On Holdautomatically receives an email notification that looks asfollows:

Figure 28 'On Hold' notification
http://www.erasmus-entrepreneurs.eu/page.php?pid=051http://www.erasmus-entrepreneurs.eu/page.php?pid=051http://www.erasmus-entrepreneurs.eu/page.php?pid=051


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Refusing Applications

There may be various reasons why you would decide to refuse an applicationfrom an HE/NE. Entrepreneurs whose application has been refused are

automatically notified by email.

To put an application on Hold


2. Click in front of the NE or HE that you want to refuse.

3. From the Status & Assessment tab, change the status to Refused(possibly with some comments in the Remark box please note thatremarks are only visible to users from your own IO) and click Save.

Result: The entrepreneur whose application has been refused

receives an email notification that looks as follows:

Figure 29 'Refused' notification

Deleting Applications

When an application has been submitted by error or contains illegitimate orirrelevant data, you may decide to change its status to 'Deleted'. Applications

with a 'Deleted' status are not physically deleted from your database but simplyflagged as deleted so you can filter them out when appropriate.

To delete an application


2. Click in front of the NE or HE that you want to delete.

Result: From the Status & Assessment tab, change the status toDeleted (possibly with some comments in the Remark box please note that remarks are only visible to users from yourown IO) and click Save.


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Tracking Non-completed Applications

Entrepreneurs who submit their details on the online application formautomatically receive a status of 'Not Verified' and are stored in a temporary listuntil they confirm their request by clicking the hyperlink in the subsequent 'Nostatus' > 'Not Verified' email message that they receive. Upon clicking thehyperlink in this email, applicants become 'Applied' and are moved to the mainFollow-up list (seeprevious section) for monitoring and approval purposes.

The Non-completed Applicationsfeature allows IOs to track non-respondingentrepreneurs in order to prompt them to confirm their application.

To track non-completed applications

From the Erasmus for Young Entrepreneurs menu, select NE/HEManagement > Follow-up.

Result: The list of entrepreneurs who haven't responded to theconfirmation message is displayed:

If a person remains in this list for more than a few days, you should contacthim/her by phone or by email after a few days, to prompt them to checktheir Inbox.

Ask them to confirm their application by clicking the link in the confirmationmessage. They should have received this message upon submitting theirapplication details on the request date displayed in the list.

Should an unconfirmed applicant tell you that he/she has not received theconfirmation message, please check his/her email address and correct ifnecessary.

The icon in front of each name in this list or the equivalentProcessselected recordsbutton at the bottom of the list should be used withcaution, only if you need to act in the name of a person and do 'as if'he/she had clicked the link in the confirmation message.


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User Manual Searching & Matching 28

Searching & MatchingIN THIS SECTION

Reviewing Your Own NEs/HEs 29

Searching the Catalogue 31

Matching 32

The Search/Match menu options allow you to:

review lists and details of accepted New/Host entrepreneurs associated toyour own IO (or to any IO under your EP, if your IO is the lead IO of its EP)

perform score-based matchingsin order to find instantly the closest fittingcounterparties for your New/Host entrepreneurs.

searchNew/Host entrepreneurs from other IOs in the Catalogue


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Reviewing Your Own NEs/HEs

The List own NE/List own HE menu options are used to display the full listsand view details of accepted New/Host entrepreneurs associated to your ownIO (or to any IO under your EP, if your IO is the lead IO of its EP).

From there, you can further view and edit if necessary the information providedby an entrepreneur when submitting his online application form. Only the emailaddress is not editable.

To review your own NEs/HEs

1. From the Erasmus for Young Entrepreneurs menu, selectSearch/Match > List own NE or List own HE:

Result: This will display the full list of NEs/HEs associated to yourown IO (or to any IO under your EP, if your IO is the lead IOof its EP):

Figure 30 List of own HEs

2. To view the application details of an entrepreneur in the list:

click in front of the entrepreneur's name;

Result: This will display the full list of NEs/HEs associated to yourown IO (or to any IO under your EP, if your IO is the lead IOof its EP):

Filter options are available atthe top of the list to look forspecific entrepreneurs.

Either type the searched stringin full, or use a '%' (percentsign) as a wildcard to replaceany number of characters in astring.

For example, to findentrepreneurs with 'pharma'

anywhere in their primarydomain, type %pharma% in the'Primary domain(s)' filter box.This may find entrepreneurswith 'Medical equipments,pharmaceuticals and personalcare products' as primarydomain.


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If necessary, you can modify part of the information on the form:click Edit at the bottom of the appropriate section, make theappropriate changes, click Submit at the bottom of the updatedsection and click Save at the bottom of the updated form.


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Searching the Catalogue

In addition to the lists of entrepreneurs available from the List own NE/List ownHE menu options, you can search the Catalogue for other NEs/HEs, which areassociated to IOs other than yours.

To search the Catalogue

1. From the Erasmus for Young Entrepreneurs menu, selectSearch/Match > Search NE or Search HE.

2. Use the filter boxes at the top of the page to provide any knowninformation about the NE(s)/HE(s) that you are looking for, and click

:

Result: A list of New or Host Entrepreneurs corresponding to yoursearch criteria is displayed:

Figure 31 NE search results

3. To view more information about one of the entrepreneurs in the

matching list, click the More info icon in front of its name:

Filter options are available atthe top of the list to look forspecific entrepreneurs.

Either type the searched stringin full, or use a '%' (percentsign) as a wildcard to replaceany number of characters in astring.

For example, to findentrepreneurs with 'pharma'anywhere in their primarydomain, type %pharma% in the'Primary domain(s)' filter box.This may find entrepreneurswith 'Medical equipments,pharmaceuticals and personalcare products' as primarydomain.


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Matching

Matchingis the process whereby the information submitted by acceptedentrepreneurs is compared to information from your own acceptedentrepreneurs in order to find the closest possible matches for possibleexchanges. A matching score is assigned to all matches.

To perform a matching

1. From the Erasmus for Young Entrepreneurs menu, selectSearch/Match > List own NE or List own HE.

2. Click the Start matching button in front of the name of the NE/HEfor which you would like to find possible matches.

Result: A list of matching counterparts is displayed, with anindication of the related matching scores for each. The list issorted in the ascending order, with the highest matchingscores at the top, as in the example below:

Figure 32 List of matches

3. To view more information about one of the entrepreneurs in thematching list, click the More info icon in front of its name:

Profile Data

Please note that some host entrepreneurs may have requested that their profiledata should not be visible at all or only upon request to the related IO. Ifthis case, the Profile section on the host entrepreneur detail page will be either

empty or contain a link to the related IO instead of the host entrepreneur's fulldetails. Click this link to request information from the IO.

NOTEPlease note that the lists ofown NEs/HEs only containentrepreneurs whoseapplications have beenaccepted in the system(SeeAcceptingApplications, p.23 for

details on how to accept


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Match score information

Match score details can be viewed for each match, by clicking the icon next to each score:

A summary of the values, relative weights and percentages of the different evaluation criteria used in thecalculation is then displayed under the matching grid, with an indication of the general formula. Here is someexplanation:


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User Manual Managing Relationships 34

Managing Relationships

IN THIS SECTION

Process Overview 35

Proposing a Relationship 36

Building and Executing a Relationship 37

Viewing Commitment Documents 51

Before an exchange can take place between two entrepreneurs, a relationshipmust be created between them and approved successively by all partiesinvolved. As an IO user or a Lead IO user, it is part of your job to foster suchrelationships and to participate in the approval and follow-up process.

This Chapter explains how to monitor, approve/terminate or proposerelationships involving entrepreneurs from your own IO or from all IOs underyour responsibility if you are a Lead IO user.


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Process Overview

HEs/NEs have the opportunity to suggest and initiate relationships withpotential partners for an exchange. Relationships may also be suggested to

them by their respective IOs. A proposed relationship must be approved by thetwo potential partners, and further completed and approved by their respectiveIOs and by the EC before it can become effective. Once a relationship has beenbuilt, its execution can start. Every step in the relationship building andexecution workflows is indicated by a specific status flag and a related statusicon (progression bar). The status information is updated permanently basedon the parties' actions.

The table below shows the possible status flags. The steps where IOs aresupposed to take action are highlighted.

(An additional status of Cancelled is automatically assigned to a relationship when one of the partners or approval bodies

discards it, or when a partner adopts another relationship.)

Seealso: Appendix 1Relationship Building Workflowand Appendix 2Relationship Execution Workflow, pp. 52-72.


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Proposing a Relationship

A relationship between two entrepreneurs wishing to start an exchange can beproposed by the entrepreneurs themselves, using the Start relation proposalfeature that is available to them in the Erasmus IT Management Tool.Alternatively, IOs may take the initiative of proposing relationships betweensome of their own entrepreneurs and other counterpart entrepreneurs with amatching profile. Newly proposed relationships are instantly notified to bothpartners by email, with direct links to the details of the proposed relationshipsand options to adopt or discard the proposals.

To propose a relationship

1. From the Erasmus for Young Entrepreneurs menu, selectSearch/Match > List own NE or List own HE, depending on thetype of entrepreneur to whom you would like to propose arelationship.

2. Click the Start matching button in front of the name of the New orHost Entrepreneur in question.

3. From the list of matched entrepreneurs, click the Start relationproposal icon in front of the counterpart entrepreneur that you wish topropose to the entrepreneur selected at step 2 (maximum 5relationships can be proposed per entrepreneur):

Figure 33 Start relation proposal icon

4. Answer the confirmation message.

Result: The relationship is immediately proposed to the selectedpartners. They are both notified by email and request toeither adopt or discard the proposed relationship.

Please note that thewill appear in dark grey ifthe selected entrepreneuris already involved in arelationship with at least aDraft status.


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Building and Executing a Relationship

The conditions as well as the parties involved in the approval process varyaccording to the current status of the relationship. Basically, you may have to

act on relationships with any of the following status flags:

Draft

Ready for approval

EP approval

Relationship BUILDING

Ready for training

Stay ready to start

Stay ongoing

Waiting for feedback

Feedback validation

Relationship EXECUTION

A red number between parentheses in the Relationships menu informs you ofa number of relationships for which your IO is expected to take action:

Only after your IO has approvedthe specified number of relationships canthese relationships move on to the next step in the workflow. Alternatively, IOsalways have the option to stop (i.e. reject) a relationship at any stage wherethey are expected to take action. They will then have to motivate their decision.

Handling a Relationship With a Status of'Draft'

A relationship receives a status of 'Draft' ( ) when the related relationshipproposal has been approved by the both partners. Approving/rejecting arelationship with a status of 'Draft' is required only from the IO of the NewEntrepreneur(abbreviated 'NIO'). Approval from the Host Entrepreneur's IO isnot required at this stage (seeAppendix 4Relationship Building Workflow, p.71to know exactly when you are supposed to take action).

If you decide to approvethe relationship as NIO, you will have to enteradditional information, including the duration of the exchange, the plannedstart and end dates, the objectives of the stay, the activity plan, expected

outcome, planned financial assistance to the New Entrepreneur, and anyother information that you may find relevant.

If you decide to rejectthe relationship, i.e. stop it at this stage, you willneed to enter some reason for refusal to the attention of the partners.

To approve/reject a 'Draft' relationship

1. From the Erasmus for Young Entrepreneurs menu, selectRelationships > List.

Result: This opens a list of relationships involving entrepreneursassociated to your IO (or entrepreneurs associated to all IOsunder your responsibility, if you are a Lead IO).

In the example below, you are involved as 'NIO' (i.e. theNew Entrepreneur's IO) in one relationship. The letters NIO

ACTORS

INVOLVED

AT THIS

STAGE:

(No action required fromIOs regarding relation-ships with a status of'Waiting for feedback'.)


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in red in the 'Actors' column mean that you now have toapprove or reject the relationship:

Figure 34 List of relationships with one in 'Draft'

2. Click the in front of the relationship that you want toapprove/reject.

3. To approve the relationship:

enter the requested information in the Relationship length,Planned start date, Planned end date, Objectives, Activity plan,Expected outcome and Planned financial assistance to the NEboxes; enter some remarks in the Remarks box if necessary; click Submit at the bottom of the page.

Figure 35 Approving a Draft relationship as NIO

(1)Indicates that an action is requiredfrom you for 1 relationship

NIOThis flags appears in red if you arethe New Entrepreneurs IO andyou must now approve or rejectthe relationship

The 2-green-squares progressionicon indicates that the relationshipis currently in Draft status

Use these icons if you wish to seedetails of the Host entrepreneur,New entrepreneur, Hostentrepreneurs IO and/or NewEntrepreneurs IO, respectively.


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Or,

To cancel the relationship: Click Cancel relation at the bottom of the page. Answer the confirmation message. Complete the new Please motivate box and click the Cancelrelation button again.

Result: If you have approved the relationship, it is automaticallymoved on to the next step in the Relationship BuildingWorkflow(p.71) and receives a new status of 'Ready forapproval' ( ), meaning that the Host Entrepreneur's IOas well as the New and the Host Entrepreneurs are nowexpected to approve the relationship in turn.

For details on how to approve/reject a relationship with thisstatus of 'Ready for approval' if you are the HostEntrepreneur's IO (i.e. HIO) involved in such a relationship,please refer to the next paragraph.

Handling a Relationship With a Status of'Ready for approval'

Approving/rejecting a relationship with a status of 'Ready for approval'( ) is required only from the Host Entrepreneur's IO(i.e. 'HIO'), when thetwo entrepreneurs have decided to adopt the relationship and the NewEntrepreneur's IO (i.e. 'NIO') has approved it and completed it with theadditional information required at this stage, as described in the previous

section. If you are the Host Entrepreneur's IO, you now need to approve*

therelationship in order to move it on to its next step in the workflow.(*) This step is skipped if the Host Entrepreneur's IO is also the New Entrepreneur's IO.

To approve/reject a 'Ready for approval' relationship


Result: This opens a list of relationships involving entrepreneursassociated to your IO. In the example below, you are involvedas the Host Entrepreneur's IO (i.e. 'HIO') in one relationship.The letters 'HIO' in red in the 'Actors' column mean that younow have to approve or reject that relationship:

Figure 36 List of relationships with one in 'Ready for approval'

HIOThis flags appears in red if you arethe Host Entrepreneurs IO andyou must now approve or rejectthe relationship

The 3-green-squares progressionicon indicates that the relationshipis currently in 'Ready for approval'status

ACTORS

INVOLVED

AT THIS

STAGE:

*


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2. Click the in front of the relationship that you want to approve/rejectin the Relationships that require your action section.

Result: The details of the selected relationship are displayed:

Figure 37 Details of a ready for approval relationship

3. To approvethe relationship, click I agree at the bottom of the page.

Or,

To cancelthe relationship: Click Cancel relation at the bottom of the page. Answer the confirmation message. Complete the new Please motivate box and click the Cancelrelation button again.

Or,

To restorethe relationship to its previous status of 'Draft', click Backto Draft status at the bottom of the page.

Result: If you have approved the relationship, it will be moved on tothe next step in the Relationship Building Workflow(p.71)

when the Host Entrepreneur (HE) and the New Entrepreneur(NE) do the same on their part.

Use these icons if you wish to seedetails of the Host entrepreneur,New entrepreneur, Hostentrepreneurs IO and/or NewEntrepreneurs IO, respectively.


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When all 3 approvals (i.e. HIO's, HE's & NE's) are obtained,the relationship receives a new status of 'EP approval',( ) meaning that the HE's Lead IO and the NE's LeadIO (i.e. LHIO & LNIO) are expected to approve therelationship in turn.See next section for details on how to approve/reject the

relationship if you are a Lead IO involved in a relationship.

Handling a Relationship With a Status of'EP approval'

Approving/rejecting a relationship with a status of 'Ready for approval' ( )is required from the Host Entrepreneur's Lead IO (i.e. LHIO) and the NewEntrepreneur's Lead IO (i.e. LNIO) before the relationship can receive finalacceptance from the European Commission.

To approve/reject a 'EP approval' relationship1. From the Erasmus for Young Entrepreneurs menu, select

Relationships > List.

Result: This opens a list of relationships involving entrepreneursassociated to all IOs under your responsibility.In the example below, you are the Lead IO of one Host orNew Entrepreneur involved in a relationship with a status of'EP approval'. The letters 'LNIO/LHIO' in red in the 'Actors'column mean that you now have to approve or reject thatrelationship:

Figure 38 List of relationships with one in 'EP approval'

2. Click the in front of the relationship that you want to approve/rejectin the Relationships that require your action section.

Result: The details of the selected relationship are displayed.

3. To approvethe relationship, click I agree at the bottom of the page.

Or,

To cancelthe relationship: Click Cancel relation at the bottom of the page. Answer the confirmation message. Complete the new Please motivate box and click the Cancelrelation button again.

(1)Indicates that an action is required

from you for 1 relationship

LNIO/LHIOThese flags appear in red if youare the Host/New EntrepreneursLead IO and you must nowapprove or reject the relationship

The 4-green-squares progressionicon indicates that the relationshipis currently in 'EP approval' status

ACTORS

INVOLVED

AT THIS

STAGE:


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Or,

To restorethe relationship to its previous status of 'Draft', click Backto Draft status at the bottom of the page.

Result: If you have approved the relationship, it will be moved on tothe final step in the Relationship Building Workflow(p.71)

i.e. validation by the European Commission. Its status isthen changed to EC Approval ( ). The next stepwhere you may have to take action is when the relationshipreaches the status of 'Ready for training', i.e. if you are theNew Entrepreneur's IO in this relationship. This next step isdescribed in the section below.

Handling a Relationship With a Status of'Ready for training'

Once the European has approved a relationship, the New Entrepreneur's IO(i.e. 'NIO') should prepare a short training or induction course for the NewEntrepreneur before the stay. The NIO should agree on a date for this trainingand enter this information as well as other relevant training details on the detailpage of the relationship when it has a status of 'Ready for training' ( ).

Alternatively, the NIO still has the option to stop the relationship at this stageafter explaining the reasons for that decision.

To handle a 'Ready for training' relationship


Result: This opens a list of relationships involving entrepreneursassociated to your IO.In the example below, you are involved as the NewEntrepreneur's IO (i.e. 'NIO') in one relationship with a statusof 'Ready for training'. The letters 'NIO' in red in the 'Actors'column mean that you now have to approve or stop thatrelationship:

Figure 39 List of relationships with one in 'Ready for training'

NIOThis flags appears in red if you arethe New Entrepreneurs IO andyou must now further handle therelationship

One light blue square in theprogression icon indicates that therelationship currently has a statusof 'Ready for training'

ACTORS

INVOLVED

AT THIS

STAGE:


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2. Click the in front of the relationship that you want toapprove/terminate in the Relationships that require your actionsection.

Result: The details of the selected relationship are displayed in theRelationship executiontab:

Figure 40 Details of a ready for training relationship

3. To proceed withthe relationship and provide details of the training:

Click the and select a date on the calendar to complete the

Training date box. Enter details of the training or induction course in the Training infobox. Click Proceed.

Or,

To stopthe relationship: Click Termination at the bottom of the page. Answer the confirmation message. In the Please motivate box, explain in a few words why you wish toterminate the relationship. Indicate which party decided to stop the relation by pulling down theTermination reason box.

Click the Termination button again.

Result: If you have approved the relationship, it will now be movedon to the next step in the Relationship Execution Workflow(see p.72) and receive the next status of 'Stay ready to start'( ) meaning that the Host Entrepreneur's IO is nowexpected to specify the start date of the stay, as described inthe following pages.

Relationship builder

Select this tab to view the detailsof the relationship until acceptanceby the EC.

Relationship execution

Details of the relationship when it

has reached the trainingarrangement stage.


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Handling a Relationship With a Status of'Stay ready to start'

Once the New Entrepreneur has attended the training or induction course thatwas organised for him by his/her IO, the next actor in the workflow is the HostEntrepreneur's IO ('HIO'). The HIO will have to enter the final start date for theactual stay on the detail page of the relationship with a status of 'Stay ready tostart' ( ). Alternatively, the HIO still has the option to stop the relationshipat this stage after explaining the reasons for that decision.

To handle a 'Stay ready to stat' relationship


Result: This opens a list of relationships involving entrepreneursassociated to your IO.In the example below, you are involved as the HostEntrepreneur's IO (i.e. 'HIO') in one relationship with a statusof 'Stay ready to start'. The letters 'HIO' in red in the 'Actors'column for that relationship mean that you are now expectedto specify a date for the stay:

Figure 41 List of relationships with one in 'Stay ready to start'



HIOThis flags appears in red if you are

the Host Entrepreneurs IO andyou must now further handle therelationship

2 blue squares in the progressionicon indicate that the relationshipcurrently has a status of 'Stayready to start'

ACTORSINVOLVED

AT THIS

STAGE:


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3. To proceed withthe relationship,

Click the and select a date on the calendar to complete theStay start date box. Click Start of stay.

Or,

To stopthe relationship: Click Termination at the bottom of the page. Answer the confirmation message. In the Please motivate box, explain in a few words why you wish to

terminate the relationship. Indicate which party decided to stop the relation by pulling down theTermination reason box. Click the Termination button again.

Result: If you have approved the relationship, it will now be movedon to the next step in the Relationship Execution Workflow(see p.72) and receive the next status of 'Stay ongoing'( ) meaning that the HIO is now expected to specifythe stay period(s) and provide some comments about thestay, as described in the following pages.




Details of the relationship when ithas reached the trainingarrangement stage.


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Handling a Relationship With a Status of'Stay ongoing'

Once the stay has been completed, the Host Entrepreneur's IO ('HIO') issupposed to enter some comments about the stay and specify the exact stayperiod(s) on the detail page of the relationship with a status of 'Stay ongoing'( ). Alternatively, the HIO still has the option to stop the relationship atthis stage after explaining the reasons for that decision.

To handle a 'Stay ongoing' relationship


Result: This opens a list of relationships involving entrepreneurs

associated to your IO.In the example below, you are involved as the HostEntrepreneur's IO (i.e. 'HIO') in one relationship with a statusof 'Stay ongoing'. The letters 'HIO' in red for that relationshipin the 'Actors' column mean that you are now expected toenter information about the stay:

Figure 43 List of relationships with one in 'Stay ready to start'



HIOThis flags appears in red if you arethe Host Entrepreneurs IO and

you must now further handle therelationship

3 blue squares in the progressionicon indicate that the relationshipcurrently has a status of 'Stayongoing'

ACTORSINVOLVED

AT THIS

STAGE:


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3. To approvethe relationship, Enter your comments about the stay in the Stay comments box.

Use the to specify the start and end date of the stay orsuccessive periods, if the stay was divided into different periods. Click Stay completed.

Or,

To indicate that the relationship has been discontinued: Click Discontinued at the bottom of the page. Answer the confirmation message. In the Please motivate box, explain in a few words why you wish toterminate the relationship. Indicate which party decided to stop the relation by pulling down theTermination reason box. Click the Discontinued button again.




Details of the relationship when ithas reached the trainingarrangement stage.


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Figure 46 Details of a relationship with Feedback Survey

3. Click the View HE/NE feedback survey answers hyperlink to reviewyour entrepreneur's answers.

Result: The Feedback Survey as completed by your entrepreneuropens as a PDF on a new page:

Figure 47 An HE's answers from the Feedback Survey


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4. If you are satisfied with your entrepreneur's answers, return to therelationship detail page and click Submit at the bottom of the page tovalidate the information.

Or,

If you want the entrepreneur to provide more details or clarify some ofhis answers: click Back to feedback (ask your entrepreneur to review his/heranswers) at the bottom of the page. answer the confirmation message. in the Please motivate box, enter some instructions to the attentionof the entrepreneur. click the Back to feedback (ask your entrepreneur to reviewhis/her answers) button again.

Result: If you chose to validate your entrepreneur's answers (i.e.'Submit' button as described above) you have nowcompleted all your steps required from you with regards tothe exchange dossier. If your entrepreneur was an HE,then he/she immediately becomes available for futureexchanges. (This restriction does not apply to NEs, as anNE unlike an HE can be involved in multiplerelationships simultaneously).

If you chose to return the feedback survey with queries toyour entrepreneur (i.e. 'Back to feedback (ask yourentrepreneur to review his/her answers' button asdescribed above), then the entrepreneur is immediatelynotified by email.


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User Manual Appendix 53

NE application form Page 2/8


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1.2 Host Entrepreneurs

HE application form Page 1/8


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2Application Workflow

Note:The M# codes in the diagrams refer to the text of the related email messages. The 3 messages are displayed in Appendix 3on thefollowing pages.


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3Application Notifications

The following is an overview of all email messages that are sent by the system to NEs/HEs at the successivestages of the application process. The M# code before each message refers to the specific step on theapplication workflow in Appendix 2.

M 1 (No status) > Not verified

E L E C T R O N I C M A I L File Edit Mail Window Help

From: [email protected]:

Date: 19 September 2009Subject: Request to confirm your application for the Erasmus for Young Entrepreurs programme

Dear Mr Gran,

We received your request to register for the Erasmus for Young Entrepreurs programme.

To confirm your request, please click the following link:

http://webgate.ec.europa.eu/enterprise-

portal/index.cfm?fuseaction=portAR_create_user.confirm&source=conference&CFID=161175&CFTOKEN=9a6cac75df6

73ade-EF61B230-EA1D-ACDE-910cb3adb33d3029684&randomize=0.50311078768

This confirmation process is mandatory in order to ensure that you are the author of the request. IF YOU DO NOTCONFIRM, YOUR APPLICATION WILL NOT BE PROCESSED!

Erasmus for Young Entrepreneurs Support Officec/o EUROCHAMBRESAvenue des Arts, 19 A/DB-1000 Brussels, BelgiumTel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91e-mail: [email protected]

Com oseDeleteForwardReply AllReply
http://webgate.ec.europa.eu/enterprise-portal/index.cfm?fuseaction=portAR_create_user.confirm&source=conference&CFID=161175&CFTOKEN=9a6cac75df673ade-EF61B230-EA1D-ACDE-910cb3adb33d3029684&randomize=0.50311078768http://webgate.ec.europa.eu/enterprise-portal/index.cfm?fuseaction=portAR_create_user.confirm&source=conference&CFID=161175&CFTOKEN=9a6cac75df673ade-EF61B230-EA1D-ACDE-910cb3adb33d3029684&randomize=0.50311078768http://webgate.ec.europa.eu/enterprise-portal/index.cfm?fuseaction=portAR_create_user.confirm&source=conference&CFID=161175&CFTOKEN=9a6cac75df673ade-EF61B230-EA1D-ACDE-910cb3adb33d3029684&randomize=0.50311078768http://webgate.ec.europa.eu/enterprise-portal/index.cfm?fuseaction=portAR_create_user.confirm&source=conference&CFID=161175&CFTOKEN=9a6cac75df673ade-EF61B230-EA1D-ACDE-910cb3adb33d3029684&randomize=0.50311078768mailto:[email protected]:[email protected]:[email protected]://webgate.ec.europa.eu/enterprise-portal/index.cfm?fuseaction=portAR_create_user.confirm&source=conference&CFID=161175&CFTOKEN=9a6cac75df673ade-EF61B230-EA1D-ACDE-910cb3adb33d3029684&randomize=0.50311078768http://webgate.ec.europa.eu/enterprise-portal/index.cfm?fuseaction=portAR_create_user.confirm&source=conference&CFID=161175&CFTOKEN=9a6cac75df673ade-EF61B230-EA1D-ACDE-910cb3adb33d3029684&randomize=0.50311078768http://webgate.ec.europa.eu/enterprise-portal/index.cfm?fuseaction=portAR_create_user.confirm&source=conference&CFID=161175&CFTOKEN=9a6cac75df673ade-EF61B230-EA1D-ACDE-910cb3adb33d3029684&randomize=0.50311078768


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M 2 Not verified > Applied


From: [email protected]

CC:Date: 19 September 2009

Subject: Erasmus for Young Entrepreneurs: registration confirmation

Dear Mr Gran,

You have now completed your application for the Erasmus for Young Entrepreneurs.

You can at any time change your application details at http://www.erasmus-entrepreneurs.eu/page.php?pid=051usingthe following login & password:

userid: [LOGIN]

password: [PASSWORD]

Your application will now be processed by your Intermediary Organisation (IO) for validation.Your IO will contact you in the coming days.


M 3 Applied > On Hold




Subject: Erasmus for Young Entrepreneurs: result of your application

Dear Mr Gran,

Your application to the Erasmus for Young Entrepreneurs programme has been put on hold as we require additionalinformation. Your Intermediary Organisation will contact you shortly in this regard.


Com oseDeleteForwardRe l AllRe l

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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M 4 Applied > Accepted




Subject: Erasmus for Young Entrepreneurs: result of your application

Dear Mr Gran,

We are pleased to inform you that your application for the Erasmus for Young Entrepreneurs programme has beenaccepted.

Your Intermediary Organisation will contact you shortly to organise your Erasmus for Young Entrepreneurs exchange.

Meanwhile, you can already search in the online catalogue for a partner entrepreneur athttps://webgate.ec.europa.eu/erasmusentrepreneurs

Your Erasmus for Young Entrepreneurs login & password will be required.


mailto:[email protected]:[email protected]:[email protected]


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4Relationship Building Workflow

Notes:

The M# codes in the diagrams refer to the text of the related email messages. The 3 messages are displayed in Appendix 6onthe following pages.

This workflow is then followed by the Relationship Execution workflow see next page.


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5Relationship Execution Workflow


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6Relationship Notifications

The following is an overview of all email messages that are sent by the system to NEs/HEs at the successive

stages of the relationship building/execution process. The M#code before a message refers to the step on therelationship building/execution diagrams in Appendix 4and 5.

M 1 Proposal > Draft



Date: 20 September 2009Subject: Erasmus for Young Entrepreneurs: relationship proposal agreed

Dear Mr Derfend,

The following relationship (reference RLT_436) has been accepted by the parties involved:

https://webgate.ec.europa.eu/erasmusentrepreneurs/index.cfm?fuseaction=relationship.edit&rlt_id=436

The intermediary organisation responsible for the participating new entrepreneur will now draft the Erasmus for YoungEntrepreneurs Commitment governing the working relationship between you and your partner entrepreneur. Theresponsible intermediary organisation might get in contact with you and ask you to contribute to the drafting of the

Erasmus for Young Entrepreneurs commitment..

IMPORTANT: Since you are now engaged in a relationship your profile has been withdrawn from the online catalogue.

Best regards,


ComposeDeleteForwardReply AllReply


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M 2 Draft > Ready for approval




Subject: Draft Erasmus for Young Entrepreneurs Commitment: ready for approval

Dear Mr Derfend,

The intermediary organisation responsible for the new entrepreneur has completed the draft Erasmus for YoungEntrepreneurs Commitment.. Please consult this document carefully and approve or reject it.You can access the draft Erasmus for Young Entrepreneurs Commitment by clicking on the following link:


We kindly invite you to react within 1 week following the date this mail has been sent to you. Your quick reaction will allowus to move on to the next steps.Best regards,




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M 3 Ready for approval (Reminder)




Subject: REMINDER: Draft Erasmus for Young Entrepreneurs Commitment ready for approval

Dear Mr Derfend,

We remind you that the draft Erasmus for Young Entrepreneurs Commitment (reference RLT_436) has been sent to youmore than 1 week ago. Please follow the link below in order to find more information on the document and accept orreject it:


We kindly ask you to act rapidly in order to move on to the next steps.

Best regards,


M 4 EC Approval > Ready for training E L E C T R O N I C M A I L

File Edit Mail Window Help


Date: 22 September 2009Subject: Erasmus for Young Entrepreneurs: relationship approved by the European Commission

Dear Mr Derfend,

The following relationship (reference RLT_436) has been approved by the European Commission in the framework of theEuropean exchange programme 'Erasmus for Young Entrepreneurs':


It is herewith confirmed that Mr John Edwards is an approved participant in the above mentioned relationship that takesplace in Edinburgh, U.K. from 01/01/2010 to 30/06/2010.

IMPORTANT: The European Commissions approval of this relationship does not imply the acceptance of any furtheroperational aspects or financial expenditures that might be generated in the framework of this relationship. The approvalconcerns only accepting the matching of the relationship and is without prejudice to the legal and financial requirementsof the grant agreements that have been signed by the European Commission and the European partnerships.

Best regards,

European CommissionEnterprise and Industry DGEntrepreneurship (Unit E.1)

B-1049 [email protected]




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M 5 Stay ongoing > Waiting for feedback




Subject: Erasmus for Young Entrepreneur Final Activity Report

Dear Mr Derfend,

The Erasmus for Young Entrepreneurs exchange to which you have participated (reference RLT_436 is now completed.

You are now required to report on the exchange by filling in the feedback questionnairehttps://webgate.ec.europa.eu/erasmusentrepreneurs/index.cfm?fuseaction=relationship.edit&rlt_id=436

Parts A and B of this report will be reviewed by your responsible IO and passed on to the European Commission. Part Cof the report will not be reviewed by the IO but will be used for the evaluation of the programme by the EuropeanCommission.

Your comments will help us to improve this European entrepreneur exchange programme and better adapt it to therequirements of Host Entrepreneurs/New Entrepreneurs.

Thank you.

Best regards,Erasmus for Young Entrepreneurs Support Officec/o EUROCHAMBRESAvenue des Arts, 19 A/DB-1000 Brussels, Belgium

Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91e-mail: [email protected]

ComposeDeleteForwardReply AllReply


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M 6 Waiting for feedback Reminder E L E C T R O N I C M A I L File Edit Mail Window Help



Priority: Normal

Subject: REMINDER: Erasmus for Young Entrepreneurs Final Activity Report

Dear Mr Derfend,

We remind yo