Erasmus IT Management Tool User Manual - For IOs-Sept09

EUROPEAN COMMISSION
ENTERPRISE AND INDUSTRY DIRECTORATE-GENERAL
Informatics
IT Management Tool
for Intermediary Organisations (IOs)
[ User Manual ]
Version 1.0
Last Update: 18/09/2009
Contents
Overview 2
Parties Involved.............................................................................................................. 2
Detailed Process ............................................................................................................ 3
Getting Started 4
Managing EPs, IOs and IO Staff 5

Consulting European Partnership Details...................................................................... 6
Editing a European Partnership ..................................................................................... 8
Consulting Intermediary Organisation Details ............................................................. 10
Editing an Intermediary Organisation........................................................................... 12
Consulting IO Staff Details ........................................................................................... 14
Defining New IO Staff................................................................................................... 16
Updating IO Staff Details.............................................................................................. 18
Managing Applications 19
Monitoring Incoming Applications ................................................................................ 20
Processing Applications ............................................................................................... 23
Accepting Applications............................................................................................ 23
Putting Applications On Hold .................................................................................. 25
Refusing Applications ............................................................................................. 26
Deleting Applications .............................................................................................. 26
Tracking Non-completed Applications ......................................................................... 27
Searching & Matching 28

Reviewing Your Own NEs/HEs.................................................................................... 29
Searching the Catalogue ............................................................................................. 31
Matching....................................................................................................................... 32
Managing Relationships 34
Process Overview ........................................................................................................ 35
Proposing a Relationship ............................................................................................. 36
Building and Executing a Relationship......................................................................... 37
Handling a Relationship With a Status of 'Draft' ..................................................... 37
Handling a Relationship With a Status of 'Ready for approval' .............................. 39
Handling a Relationship With a Status of 'EP approval' ......................................... 41
Handling a Relationship With a Status of 'Ready for training' ................................ 42
Handling a Relationship With a Status of 'Stay ready to start'................................ 44
Handling a Relationship With a Status of 'Stay ongoing'........................................ 46
Handling a Relationship With a Status of 'Feedback Validation' ............................ 48
Viewing Commitment Documents................................................................................ 51
Appendix 52
1–Entrepreneur Application Form ................................................................................ 52
2–Application Workflow................................................................................................ 67
3–Application Notifications ........................................................................................... 68
4–Relationship Building Workflow................................................................................ 71
5–Relationship Execution Workflow............................................................................. 72
6–Relationship Notifications......................................................................................... 73
Index 78
User Manual Contents • i

Overview
Erasmus for Young Entrepreneurs is a pilot project initiated by the EU. It aims
at helping new entrepreneurs to acquire relevant skills for managing a small or
medium-sized enterprise by spending time in an enterprise in another EU
country. It contributes to improving their know-how and fosters cross-border
transfers of knowledge and experience between entrepreneurs.
The specific objectives of the programme are:
• On-the-job-training for new entrepreneurs in small and medium-sized
enterprises (SMEs) elsewhere in the EU in order to facilitate a successful
start and development of their business ideas;
• Exchanges of experience and information between entrepreneurs on
obstacles and challenges to starting up and developing their businesses;
• To enhance market access and identification of potential partners for new
and established businesses in other EU countries;
• Networking by building on knowledge and experience from other European
countries.
Parties Involved
The main actors involved The ultimate goal of the Erasmus for Young New Entrepreneurs programme is to
include: help New Entrepreneurs (NEs)1 build a relationship with interested Host
• New Entrepreneurs Entrepreneurs (HEs)2. The initiation of such relationship is to be facilitated by
(NEs) Intermediary Organisations (IOs) in each country, whose main task is to offer
• Host Entrepreneurs
services linked to the matchmaking (such as promotion, information, induction,
(HEs) validation of applications, arranging contracts, logistical support etc.). IOs are
organised in European Partnerships (EPs), which bring together IOs from
• Intermediary Organisations
(IOs) different EU Member States. A European level Support Office (SO) is
designated to provide guidance and support to EPs/IOs, contribute to promoting
• European Partnerships
networking amongst IOs, and ensure coherence and consistency in their work.
(EPs)
• Support Office
(SO)
1
New entrepreneurs are entrepreneurs who are firmly planning to set up their own business or have already started their own business
within the last three years.
2
Host entrepreneurs are experienced and successful entrepreneurs who own or manage an SME in the EU.
User Manual Overview • 2

Erasmus for Young Entrepreneurs IT Management tool
Detailed Process
The process to identify, validate, implement and evaluate stays abroad

comprises four phases:
• Phase 1 – Application
Interested NEs and HEs apply through the on-line registration tool and
establish contact with the IO that they have chosen. The IOs responsible
screen the entries and, once completed, accept them.
• Phase 2 – Matching
The IOs facilitate contacts between accepted NEs and HEs and seek to
make matches. Interested NEs and HEs can also search the database for
appropriate partners and make suggestions to the IO that they have
chosen.
• Phase 3 – Contracting and preparation

The parties involved (NE, HE, IOs responsible) reach agreement on the
commitment to quality, business/work/learning plan, tasks, responsibilities,
deliverables, financial conditions, legal implications, etc. and sign the
necessary agreements. The Commission gives the final approval of the
match. NEs and HEs participate in preparatory activities organised by the
IOs responsible.
• Phase 4 – Implementation
NEs and HEs complete the stay abroad – in accordance with their needs –
in one or more phases and report on them. The IOs responsible monitor
the quality of the activity and evaluate the results.
User Manual Overview • 3

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 your
lead IO if you haven't received this information and would like to gain access
to the application.
♦ To start the Erasmus for Young Entrepreneurs IT Management tool
1. 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 in boxes, sand click Login:
Figure 1 – Login page
Result: This opens the home page of the Erasmus for Young
Entrepreneurs application.
User Manual Getting Started • 4

Managing EPs, IOs and IO Staff
IN 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 Member
States. Each partnership cooperates with its counterparts all over Europe. Their
main task is to facilitate successful relationships between NEs and HEs, and to
offer 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 IO
registered in the system. Users from the lead IO of a European partnership can
further 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.
User Manual Managing EPs, IOs and IO Staff • 5

Consulting European Partnership Details
The List of EPs provides a complete overview of all European partnerships

selected under the Erasmus for Young Entrepreneurs call for proposals. This
list 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 IO

Mgt > EP mgt:
Result: This will open the full list of EPs currently present in the
Erasmus for Young Entrepreneurs online database:
Filter options are available at

the top of the list
An Edit icon is available

only if you are registered as
staff of the 'Lead IO' i.e. the IO
in charge of the related EP (i.e.
lead IO)
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 the
page and click . Either type the searched string in full in the
appropriate filter box, or use a '%' (percent sign) as a wildcard to
replace any number of characters in a string. For example, typing
%universi% in the 'Leading IO' filter box may find EPs with one of the
following leading IOs: 'The University Wolverhampton', 'Universität
des Saarlandes' or 'Hochschule Fulda - University of Applied
Sciences'.
Or
To sort the list, click on the desired column header at the top of the
list. This will sort the list in ascending order. You can click on the
same column header again to reverse the sort.
3. To view the list of IOs that an EP is in charge of, click the View IOs
list of this EP icon in front of the appropriate EP:

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 list
of IO staff involved in the Erasmus for Young Entrepreneurs
programme. To do so, click View all staff of this IO in front of the
desired IO:
Figure 4 – View IO staff icon
Result: An overview of the IO staff is displayed:
Figure 5 – IO staff

Editing a European Partnership
While consulting the list of EPs is available to all users in the system, editing
EPs is reserved for the staff of the 'lead IO' in the related EP (i.e. the IO in
charge of the EP). Users from other IOs cannot update any details of an EP.
Please note that it is not possible to delete an EP. If necessary, a workaround
would be to change its status to 'INACTIVE' when editing the EP. This feature is
reserved 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 need
to 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 IO

Mgt > EP mgt.
2. Look for the EP that you want to edit and click Edit EP in front of
its acronym:
The Edit EP icon is

available only in connection
with the EP for which your
IO is the lead IO.
Figure 6 – Edit EP icon
3. Make all desired changes to the EP detail page:
Figure 7 – Edit EP

Acronym The short name or acronym of the EP.

EP number The unique code used to identify the EP in the
system. The EP number is assigned
automatically by the Commission.
Start date The official first date of activity of the EP in the
Erasmus for Young Entrepreneurs programme.
End date If an official date has been set as last date of
activity of the EP, use the calendar box to
specify this date here.
Total Budget The total amount allocated to the EP for the
Erasmus for Young Entrepreneurs project.
Max EC funding The maximum amount that the European
Commission will contribute to co-finance the
project of the EP (normally 90 %).
Status Indicates whether the selected EP should be
active or inactive in the system.
Lead IO This box contains the name of your own IO if
you are the lead IO of this EP.
Please note that if you select an other IO as

lead IO, you will no longer be able to edit the
EP!
4. Click Save at the bottom of the page to save the changes.

Consulting Intermediary Organisation Details
The List of IOs provides a complete overview of all intermediary organisations

managing the Erasmus for Young Entrepreneurs programme. This list can be
filtered and details about the staff of a specific IO, as well as the European
partnership (EP) associated to each IO can be displayed.
♦ To view IO details:
1. From the Erasmus for Young Entrepreneurs menu, select IO

Management > IO mgt:
Result: This will open the full list of IOs currently present in the
Erasmus for Young Entrepreneurs online database:

the top of the list
Edit icons are available in

connection with IOs under your
EP, if your IO is the Lead IO of
this EP
Figure 8 – IO List
2. To filter the list or look for a specific IO, enter any known information
about the searched IO in one or several filter boxes at the top of the
page and click . Either type the searched string in full in the
appropriate filter box, or use a '%' (percent sign) as a wildcard to
replace any number of characters in a string. For example, typing
%universi% in the 'IO name' filter box may find the following IOs: 'The
University Wolverhampton', 'Universität des Saarlandes' or
'Hochschule Fulda - University of Applied Sciences'.

Or
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 of
this 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

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 their
own 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 IO

Management > IO mgt.
2. Look for the IO that you need to edit and click Edit IO in front of its
code:
The Edit IO feature is available

only to the staff of Lead IOs.
Figure 13 – 'Edit IO' icon
3. Make the desired changes to the IO detail page:

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 Coordinating Body.
Figure 14 – Editable IO details
4. Click Save at the bottom of the page.

Consulting IO Staff Details
To be able to use the Erasmus for Young Entrepreneurs IT Management tool

for information control, validation and matching purposes, people need to be
registered as IO staff.
The List of IO staff provides a complete overview of all users associated to an
IO. If your IO is the lead IO of its EP, this list also displays the names of the staff
in the different IOs under that EP.
♦ To view IO staff details:
1. From the Erasmus for Young Entrepreneurs menu, select IO staff

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

the top of the list
Every staff member is listed

with an indication of their
related IO
Figure 15 – List of IO staff
2. To filter the list or look for a specific IO staff member, enter any known
information about the searched person in one or several filter boxes at
the top of the page and click .
Or
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 of
the appropriate IO:
Figure 16 – View parent EP icon

Result: This will display information about the European Partnership

associated 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

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:

Management > IO staff mgt.
2. Check that the IO staff is not yet in the list and click Add new IO staff
at the top right of the List of IO staff.
Result: This will display an empty page to enter part 1 of the new IO
staff person's details:
* = mandatory
All items preceded by a red
asterisk are mandatory.
The rest is optional.
Figure 20 – Add IO staff (Step 1)
3. Complete the Add IO staff – first step page as follows:

Parent IO Use the selection box to identify the employee's
IO. This information is mandatory.
E-mail address Enter the employee's professional email
address.
4. Click Next step at the bottom of the page.

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

Please note that the

system checks whether the
email address specified at
Step 1 is not already known
in the Enterprise e-Services
Portal. If it is present in the
Enterprise e-Services
Portal, all known
information is immediately
pre-completed.
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 the
name of the IO selected on the first page of the
IO staff creation process.
E-mail address This box is automatically completed with the
email address of the person, as selected on the
first page of the IO staff creation process.
Country The IO staff person's country. This information
is automatically derived from the associated IO
details.
Phone The IO staff person's telephone number. The
country dial code is automatically derived from
the associated IO details. The rest of the
telephone 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-Services

Portal, an email is simultaneously sent to him/her, informing
that he/she is now registered to the Portal. This email also
contains the person's login name and password required to
access the Portal and use the offered features.

Updating IO Staff Details
A number of details concerning known IO staff in an EP can be modified as

necessary by users from the Lead IO in that EP.
Enabled/Disabled
Please note that it is not possible to delete IO staff. If required, you can disable
a 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:

Management > IO staff mgt.
2. Look for the person that you want to edit, and click Edit staff in
front of his/her name:
Figure 22 – Edit staff icon
3. Make all desired changes to the IO staff detail page (the 'IO', 'Email
address', 'Country' and 'Phone code' are not editable) and click Save:
Figure 23 – Edit IO staff

Managing Applications
IN 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 Young
Entrepreneurs programme, the information that they will provide on their online
application form will gradually populate the Erasmus for Young Entrepreneurs
IT 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
User Manual Managing Applications • 19

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 Erasmus
See also: 'Appendix 2– for Young Entrepreneurs programme, waiting approval. Fully registered
Application Workflow', entrepreneurs are people who did confirm their application by clicking the link in
p.67 and 'Appendix 3– the email confirmation message that they received immediately after submitting
Application Notifications', their form:
p.68.
Figure 24 – Confirmation request
Once clicking this link, registered applicants further need to be approved to be

able to participate in the Erasmus for Young Entrepreneurs programme and to
gain access to the Erasmus IT Management Tool.
IOs are therefore expected to review every applicant's information, so as to be
able 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 registered
applicant.
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 who
selected that IO when completing their online application form
• The staff of 'LEAD IOs' can view and edit application details from NEs/HEs
who selected not only their own IO but also any other IO under the
associated EP
• The Email address with which an applicant submitted his/her details is not
editable in the Follow-up.

The NE/HE Management menu is used to monitor incoming applications from

entrepreneurs who have selected your organisation as IO. A red number
between parenthesis in this menu indicates that some action is required from
you concerning a number of applications. More specifically, the red number
gives the total number of applications with a status of either 'Applied' or 'On
Hold', 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 applications

1. From the Erasmus for Young Entrepreneurs menu, select NE/HE
Management > Follow-up applications:
The red number between

parentheses in the NE/HE
Management menu indicates
the number of entrepreneurs
with a status of either
'Applied' or 'On Hold', which
you need to approve.
Result: This will display an up-to-date overview of all fully registered

entrepreneurs associated to your own IO, or (i.e. if you
belong to the lead IO) to all IOs in your EP:
By default, all applications

which have not yet been
accepted are listed.
To view accepted applications,

select 'Accepted' in the Status
box above the list.
Figure 25 – Follow-up of fully registered entrepreneurs

2. You can use the selection boxes at the top of the page to filter the list
based on specific criteria, like applicant name, request date, current
application 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 of
the person:

– The lower Application details tab displays the full information as

submitted by the entrepreneurs on his/her application form.
Edit buttons are available there to modify this information if

necessary.

Processing Applications
Once submitted and confirmed by applicants, applications to the Erasmus for

Young Entrepreneurs programme are automatically created with a status of
'Applied' in the Erasmus for Young Entrepreneurs IT Management tool. This
status only means that the application has been received. It does not say that
the entrepreneur is accepted to the programme. To accept, reject or put an
application on hold, you have to adjust the application status accordingly:
• Accepted
Approve application details and grant the entrepreneur access to the
Erasmus IT Management Tool.
• On Hold
Delay your decision until further notice. Entrepreneurs with this status are
NOT allowed access to the Erasmus for Young Entrepreneurs IT
Management tool. This status is usually assigned by the IO when they ask
an entrepreneur to clarify some points of his/her application or to provide
additonal support information.
• Refused
Reject an application without granting the entrepreneur the right to use the
Erasmus 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 the
catalogue and to be able to use the Erasmus IT Management Tool for
searching & matching purposes as well as for reviewing their application details.
♦ To accept an application:

Management > 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 current

status of the person and allows you to enter your own
assessment of the entrepreneur's application, as well as
provide additional remarks:
– The Application details tab displays the full information

as submitted by the entrepreneurs on his/her application
form. Edit buttons are available in each section to modify
this information if necessary:

3. Review the application details, return to the Status & Assessment

tab, change the status to Accepted, enter your assessment and click
Save.
Please note that the assessment

will not be visible to the
entrepreneur but it will be visible
to all other IOs.
Remarks, on the other hand, are

only visible to users from your
own IO.
Entering an assessment is
mandatory when accepting an
application.
Figure 26 – Accepting an application
The accepted applicant is automatically notified by email that his/her

application to the Erasmus for Young Entrepreneurs has been
accepted, and that he/she has can now use the Erasmus IT
Management Tool for searching & matching purposes as well as for
reviewing his/her application details.
The email looks as follows:
Figure 27 – Acceptation notification

Putting Applications On Hold

If you want to wait a little while before accepting a person, for example if you
need further details from the entrepreneur, you may decide to change the
entrepreneur's application status to 'On Hold'. The entrepreneur will be
automatically notified of this by email. Entrepreneurs with this status are NOT
allowed access to the Erasmus for Young Entrepreneurs IT Management tool
but they can access and update their application details from the Erasmus
website at http://www.erasmus-entrepreneurs.eu/page.php?pid=051, using the
password that they received by email when submitting their application.
♦ To put an application on Hold

Management > 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 that
remarks are only visible to users from your own IO) and click Save.
Result: The entrepreneur whose application has been put On Hold
automatically receives an email notification that looks as
follows:
Figure 28 – 'On Hold' notification

Refusing Applications
There may be various reasons why you would decide to refuse an application
from 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 that
remarks 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 or
irrelevant data, you may decide to change its status to 'Deleted'. Applications
with a 'Deleted' status are not physically deleted from your database but simply
flagged 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 to
Deleted (possibly with some comments in the Remark box –
please note that remarks are only visible to users from your
own IO) and click Save.

Tracking Non-completed Applications
Entrepreneurs who submit their details on the online application form

automatically receive a status of 'Not Verified' and are stored in a temporary list
until they confirm their request by clicking the hyperlink in the subsequent 'No
status' > 'Not Verified' email message that they receive. Upon clicking the
hyperlink in this email, applicants become 'Applied' and are moved to the main
Follow-up list (see previous section) for monitoring and approval purposes.
The Non-completed Applications feature allows IOs to track non-responding
entrepreneurs in order to prompt them to confirm their application.
♦ To track non-completed applications

From the Erasmus for Young Entrepreneurs menu, select NE/HE
Result: The list of entrepreneurs who haven't responded to the

confirmation message is displayed:
If a person remains in this list for more than a few days, you should contact
him/her by phone or by email after a few days, to prompt them to check
their Inbox.
Ask them to confirm their application by clicking the link in the confirmation
message. They should have received this message upon submitting their
application details on the request date displayed in the list.
Should an unconfirmed applicant tell you that he/she has not received the
confirmation message, please check his/her email address and correct if
necessary.
The icon in front of each name in this list or the equivalent Process
selected records button at the bottom of the list should be used with
caution, 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.

Searching & Matching
IN 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 to

your own IO (or to any IO under your EP, if your IO is the lead IO of its EP)
• perform score-based matchings in order to find instantly the closest fitting

counterparties for your New/Host entrepreneurs.
• search New/Host entrepreneurs from other IOs in the Catalogue
User Manual Searching & Matching • 28

Reviewing Your Own NEs/HEs
The List own NE/List own HE menu options are used to display the full lists
and view details of accepted New/Host entrepreneurs associated to your own
IO (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 provided
by an entrepreneur when submitting his online application form. Only the email
address is not editable.
♦ To review your own NEs/HEs
1. From the Erasmus for Young Entrepreneurs menu, select

Search/Match > List own NE or List own HE:
Result: This will display the full list of NEs/HEs associated to your
own IO (or to any IO under your EP, if your IO is the lead IO
of its EP):

the top of the list to look for
specific entrepreneurs.
Either type the searched string
in full, or use a '%' (percent
sign) as a wildcard to replace
any number of characters in a
string.
For example, to find

entrepreneurs with 'pharma'
anywhere in their primary
domain, type %pharma% in the
'Primary domain(s)' filter box.
This may find entrepreneurs
with 'Medical equipments, Figure 30 – List of own HEs
pharmaceuticals and personal
care products' as primary
domain. 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 your
own IO (or to any IO under your EP, if your IO is the lead IO
of its EP):

– If necessary, you can modify part of the information on the form:

click Edit at the bottom of the appropriate section, make the
appropriate changes, click Submit at the bottom of the updated
section and click Save at the bottom of the updated form.

Searching the Catalogue
In addition to the lists of entrepreneurs available from the List own NE/List own
HE menu options, you can search the Catalogue for other NEs/HEs, which are
associated to IOs other than yours.
♦ To search the Catalogue

Search/Match > Search NE or Search HE.
2. Use the filter boxes at the top of the page to provide any known
information about the NE(s)/HE(s) that you are looking for, and click
:
Result: A list of New or Host Entrepreneurs corresponding to your

search criteria is displayed:
the top of the list to look for
specific entrepreneurs.
Either type the searched string
in full, or use a '%' (percent
sign) as a wildcard to replace
any number of characters in a
string.
For example, to find

entrepreneurs with 'pharma'
anywhere in their primary
domain, type %pharma% in the
'Primary domain(s)' filter box.
This may find entrepreneurs
with 'Medical equipments, Figure 31 – NE search results
pharmaceuticals and personal
care products' as primary
domain. 3. To view more information about one of the entrepreneurs in the
matching list, click the More info icon in front of its name:

Matching
Matching is the process whereby the information submitted by accepted

entrepreneurs is compared to information from your own accepted
entrepreneurs in order to find the closest possible matches for possible
exchanges. A matching score is assigned to all matches.
♦ To perform a matching
NOTE
Please note that the lists of 1. From the Erasmus for Young Entrepreneurs menu, select
own NEs/HEs only contain Search/Match > List own NE or List own HE.
entrepreneurs whose
applications have been
accepted in the system
2. Click the Start matching button in front of the name of the NE/HE
(See ’Accepting for which you would like to find possible matches.
Applications’, p.23 for
details on how to accept Result: A list of matching counterparts is displayed, with an
indication of the related matching scores for each. The list is
sorted in the ascending order, with the highest matching
scores at the top, as in the example below:
Figure 32 – List of matches
3. To view more information about one of the entrepreneurs in the

matching list, click the More info icon in front of its name:
Profile Data
Please note that some host entrepreneurs may have requested that their profile
data should not be visible at all or only upon request to the related IO. If
this 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 full
details. Click this link to request information from the IO.

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 the
calculation is then displayed under the matching grid, with an indication of the general formula. Here is some
explanation:

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 relationship

must be created between them and approved successively by all parties
involved. As an IO user or a Lead IO user, it is part of your job to foster such
relationships and to participate in the approval and follow-up process.
This Chapter explains how to monitor, approve/terminate or propose

relationships involving entrepreneurs from your own IO or from all IOs under
your responsibility if you are a Lead IO user.
User Manual Managing Relationships • 34

Process Overview
HEs/NEs have the opportunity to suggest and initiate relationships with
potential partners for an exchange. Relationships may also be suggested to
them by their respective IOs. A proposed relationship must be approved by the
two potential partners, and further completed and approved by their respective
IOs and by the EC before it can become effective. Once a relationship has been
built, its execution can start. Every step in the relationship building and
execution workflows is indicated by a specific status flag and a related status
icon (progression bar). The status information is updated permanently based
on the parties' actions.
The table below shows the possible status flags. The steps where IOs are
supposed 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.)
See also: Appendix 1–Relationship Building Workflow and Appendix 2–Relationship Execution Workflow, pp. 52-72.

Proposing a Relationship
A relationship between two entrepreneurs wishing to start an exchange can be

proposed by the entrepreneurs themselves, using the Start relation proposal
feature that is available to them in the Erasmus IT Management Tool.
Alternatively, IOs may take the initiative of proposing relationships between
some of their own entrepreneurs and other counterpart entrepreneurs with a
matching profile. Newly proposed relationships are instantly notified to both
partners by email, with direct links to the details of the proposed relationships
and options to adopt or discard the proposals.
♦ To propose a relationship

Search/Match > List own NE or List own HE, depending on the
type of entrepreneur to whom you would like to propose a
relationship.
Please note that the
will appear in dark grey if
2. Click the Start matching button in front of the name of the New or
the selected entrepreneur
is already involved in a Host Entrepreneur in question.
relationship with at least a
Draft status. 3. From the list of matched entrepreneurs, click the Start relation
proposal icon in front of the counterpart entrepreneur that you wish to
propose to the entrepreneur selected at step 2 (maximum 5
relationships can be proposed per entrepreneur):
Figure 33 – Start relation proposal icon
4. Answer the confirmation message.

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

Building and Executing a Relationship

The conditions as well as the parties involved in the approval process vary
according 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 Relationship BUILDING
• EP approval
• Ready for training

• Stay ready to start Relationship EXECUTION
(No action required from • Stay ongoing
IOs regarding relation- • Waiting for feedback
ships with a status of
'Waiting for feedback'.) • Feedback validation
A red number between parentheses in the Relationships menu informs you of
a number of relationships for which your IO is expected to take action:
Only after your IO has approved the specified number of relationships can
these relationships move on to the next step in the workflow. Alternatively, IOs
always have the option to stop (i.e. reject) a relationship at any stage where
they are expected to take action. They will then have to motivate their decision.
Handling a Relationship With a Status of

'Draft'
ACTORS
A relationship receives a status of 'Draft' ( ) when the related relationship
INVOLVED proposal has been approved by the both partners. Approving/rejecting a
AT THIS relationship with a status of 'Draft' is required only from the IO of the New
STAGE: Entrepreneur (abbreviated 'NIO'). Approval from the Host Entrepreneur's IO is
not required at this stage (see Appendix 4–Relationship Building Workflow, p.71
to know exactly when you are supposed to take action).
• If you decide to approve the relationship as NIO, you will have to enter
additional information, including the duration of the exchange, the planned
start and end dates, the objectives of the stay, the activity plan, expected
outcome, planned financial assistance to the New Entrepreneur, and any
other information that you may find relevant.
• If you decide to reject the relationship, i.e. stop it at this stage, you will
need to enter some reason for refusal to the attention of the partners.
♦ To approve/reject a 'Draft' relationship

Relationships > List.
Result: This opens a list of relationships involving entrepreneurs
associated to your IO (or entrepreneurs associated to all IOs
under your responsibility, if you are a Lead IO).
In the example below, you are involved as 'NIO' (i.e. the
New Entrepreneur's IO) in one relationship. The letters NIO

in red in the 'Actors' column mean that you now have to

approve or reject the relationship:
(1)
Indicates that an action is required
from you for 1 relationship
NIO
This flags appears in red if you are
the New Entrepreneur’s IO and
you must now approve or reject
the relationship
The 2-green-squares progression Figure 34 – List of relationships with one in 'Draft'

icon indicates that the relationship
is currently in ’Draft’ status
2. Click the in front of the relationship that you want to
approve/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 NE
boxes;
– enter some remarks in the Remarks box if necessary;
– click Submit at the bottom of the page.
Use these icons if you wish to see

details of the Host entrepreneur,
New entrepreneur, Host
entrepreneur’s IO and/or New
Entrepreneur’s IO, respectively.
Figure 35 – Approving a Draft relationship as NIO

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 Cancel
relation button again.
Result: If you have approved the relationship, it is automatically
moved on to the next step in the Relationship Building
Workflow (p.71) and receives a new status of 'Ready for
approval' ( ), meaning that the Host Entrepreneur's IO
as well as the New and the Host Entrepreneurs are now
expected to approve the relationship in turn.
For details on how to approve/reject a relationship with this
status of 'Ready for approval' if you are the Host
Entrepreneur's IO (i.e. HIO) involved in such a relationship,
please refer to the next paragraph.

'Ready for approval'
ACTORS Approving/rejecting a relationship with a status of 'Ready for approval'

INVOLVED ( ) is required only from the Host Entrepreneur's IO (i.e. 'HIO'), when the
AT THIS two entrepreneurs have decided to adopt the relationship and the New
STAGE: Entrepreneur's IO (i.e. 'NIO') has approved it and completed it with the
additional information required at this stage, as described in the previous
*
* section. If you are the Host Entrepreneur's IO, you now need to approve the
relationship 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

associated to your IO. In the example below, you are involved
as the Host Entrepreneur's IO (i.e. 'HIO') in one relationship.
The letters 'HIO' in red in the 'Actors' column mean that you
now have to approve or reject that relationship:
HIO
the Host Entrepreneur’s IO and
you must now approve or reject
the relationship
The 3-green-squares progression

is currently in 'Ready for approval'
status
Figure 36 – List of relationships with one in 'Ready for approval'

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

in the Relationships that require your action section.
Result: The details of the selected relationship are displayed:
Use these icons if you wish to see

details of the Host entrepreneur,
New entrepreneur, Host
entrepreneur’s IO and/or New
Entrepreneur’s IO, respectively.
Figure 37 – Details of a ready for approval relationship
3. To approve the relationship, click I agree at the bottom of the page.

Or,
Or,
To restore the relationship to its previous status of 'Draft', click Back
to Draft status at the bottom of the page.
Result: If you have approved the relationship, it will be moved on to

the 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.

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 Lead
IO (i.e. LHIO & LNIO) are expected to approve the
relationship in turn.
See next section for details on how to approve/reject the
relationship if you are a Lead IO involved in a relationship.

'EP approval'
ACTORS
Approving/rejecting a relationship with a status of 'Ready for approval' ( )
INVOLVED is required from the Host Entrepreneur's Lead IO (i.e. LHIO) and the New
AT THIS Entrepreneur's Lead IO (i.e. LNIO) before the relationship can receive final
STAGE: acceptance from the European Commission.
♦ To approve/reject a 'EP approval' relationship

associated to all IOs under your responsibility.
In the example below, you are the Lead IO of one Host or
New 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 that
relationship:
(1)
Indicates that an action is required
from you for 1 relationship
LNIO/LHIO
These flags appear in red if you
are the Host/New Entrepreneur’s
Lead IO and you must now
approve or reject the relationship
The 4-green-squares progression

is currently in 'EP approval' status
Figure 38 – List of relationships with one in 'EP approval'
2. Click the in front of the relationship that you want to approve/reject

in the Relationships that require your action section.
Result: The details of the selected relationship are displayed.
3. To approve the relationship, click I agree at the bottom of the page.

Or,

Or,
To restore the relationship to its previous status of 'Draft', click Back
to Draft status at the bottom of the page.
Result: If you have approved the relationship, it will be moved on to
the final step in the Relationship Building Workflow (p.71)
i.e. validation by the European Commission. Its status is
then changed to EC Approval ( ). The next step
where you may have to take action is when the relationship
reaches the status of 'Ready for training', i.e. if you are the
New Entrepreneur's IO in this relationship. This next step is
described in the section below.

'Ready for training'
Once the European has approved a relationship, the New Entrepreneur's IO
ACTORS
(i.e. 'NIO') should prepare a short training or induction course for the New
INVOLVED
AT THIS
Entrepreneur before the stay. The NIO should agree on a date for this training
STAGE: and enter this information as well as other relevant training details on the detail
page 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 stage
after explaining the reasons for that decision.
♦ To handle a 'Ready for training' relationship

associated to your IO.
In the example below, you are involved as the New
Entrepreneur's IO (i.e. 'NIO') in one relationship with a status
of 'Ready for training'. The letters 'NIO' in red in the 'Actors'
column mean that you now have to approve or stop that
relationship:
NIO
the New Entrepreneur’s IO and
you must now further handle the
relationship
One light blue square in the

progression icon indicates that the
relationship currently has a status
of 'Ready for training'
Figure 39 – List of relationships with one in 'Ready for training'


approve/terminate in the Relationships that require your action
section.
Result: The details of the selected relationship are displayed in the
Relationship execution tab:
Relationship builder
Select this tab to view the details
of the relationship until acceptance
by the EC.
Relationship execution
Details of the relationship when it
has reached the training
arrangement stage.
Figure 40 – Details of a ready for training relationship
3. To proceed with the 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 info
box.
– Click Proceed.
Or,
To stop the relationship:
– Click Termination at the bottom of the page.
– 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 the
Termination reason box.
– Click the Termination button again.
Result: If you have approved the relationship, it will now be moved

on 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 now
expected to specify the start date of the stay, as described in
the following pages.


'Stay ready to start'
ACTORS Once the New Entrepreneur has attended the training or induction course that
INVOLVED was organised for him by his/her IO, the next actor in the workflow is the Host
AT THIS Entrepreneur's IO ('HIO'). The HIO will have to enter the final start date for the
STAGE: actual stay on the detail page of the relationship with a status of 'Stay ready to
start' ( ). Alternatively, the HIO still has the option to stop the relationship
at this stage after explaining the reasons for that decision.
♦ To handle a 'Stay ready to stat' relationship

In the example below, you are involved as the Host
Entrepreneur's IO (i.e. 'HIO') in one relationship with a status
of 'Stay ready to start'. The letters 'HIO' in red in the 'Actors'
column for that relationship mean that you are now expected
to specify a date for the stay:
HIO
relationship
2 blue squares in the progression

icon indicate that the relationship
currently has a status of 'Stay
ready to start'
Figure 41 – List of relationships with one in 'Stay ready to start'

section.

by the EC.
arrangement stage.
3. To proceed with the relationship,

– Click the and select a date on the calendar to complete the
Stay start date box.
– Click Start of stay.
Or,
To stop the relationship:
– Click Termination at the bottom of the page.
– Click the Termination button again.
Result: If you have approved the relationship, it will now be moved

on 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 specify
the stay period(s) and provide some comments about the
stay, as described in the following pages.


'Stay ongoing'
ACTORS Once the stay has been completed, the Host Entrepreneur's IO ('HIO') is
INVOLVED supposed to enter some comments about the stay and specify the exact stay
AT THIS period(s) on the detail page of the relationship with a status of 'Stay ongoing'
STAGE: ( ). Alternatively, the HIO still has the option to stop the relationship at
this stage after explaining the reasons for that decision.
♦ To handle a 'Stay ongoing' relationship

of 'Stay ongoing'. The letters 'HIO' in red for that relationship
in the 'Actors' column mean that you are now expected to
enter information about the stay:
HIO
relationship

icon indicate that the relationship
currently has a status of 'Stay
ongoing'
Figure 43 – List of relationships with one in 'Stay ready to start'

section.

by the EC.
arrangement stage.
3. To approve the relationship,

– Enter your comments about the stay in the Stay comments box.
– Use the to specify the start and end date of the stay or
successive 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.
– Click the Discontinued button again.


'Feedback Validation'
ACTORS After completing a stay, the two entrepreneurs involved in the exchange are
INVOLVED automatically invited by email to fill out an online Feedback Survey in the
AT THIS Erasmus for Young Entrepreneurs IT.
STAGE:
Once your NE or HE has completed this Feedback Survey, you, as the
+ entrepreneur's IO, are supposed to review the answers provided and validate
the entrepreneur's feedback in order to close the exchange dossier. If you think
that some information provided by your entrepreneur on the survey is not clear,
you have the option to return the survey to the entrepreneur, prompting him/her
to provide more details or clarify some points as necessary.
♦ To handle a 'Feedback Validation' relationship

Result: This opens a list of relationships involving one or more
entrepreneurs associated to your IO.

of 'Feedback Validation'. The letters 'NIO/HIO' in red for that
relationship in the 'Actors' column mean that you as well as
the new entrepreneur's IO are now expected to validate the
answers provided by your entrepreneur on his/her Online
Feedback Survey form:
NIO/HIO
the Host or the New
Entrepreneur’s IO and you must
now further handle the relationship

currently has a status of
'Feedback Validation'
Figure 45 – List of relationships with one in 'Feedback Validation'
2. Click the in front of the relationship for which you want to review
your entrepreneur's Feedback Survey in the Relationships that
require your action section.

Figure 46 – Details of a relationship with Feedback Survey
3. Click the View HE/NE feedback survey answers hyperlink to review

your entrepreneur's answers.
Result: The Feedback Survey as completed by your entrepreneur
opens as a PDF on a new page:
Figure 47 – An HE's answers from the Feedback Survey

4. If you are satisfied with your entrepreneur's answers, return to the

relationship detail page and click Submit at the bottom of the page to
validate the information.
Or,
If you want the entrepreneur to provide more details or clarify some of
his answers:
– click Back to feedback (ask your entrepreneur to review his/her
answers) at the bottom of the page.
– answer the confirmation message.
– in the Please motivate box, enter some instructions to the attention
of the entrepreneur.
– click the Back to feedback (ask your entrepreneur to review
his/her answers) button again.
Result: • If you chose to validate your entrepreneur's answers (i.e.

'Submit' button as described above) you have now
completed all your steps required from you with regards to
the exchange dossier. If your entrepreneur was an HE,
then he/she immediately becomes available for future
exchanges. (This restriction does not apply to NEs, as an
NE – unlike an HE – can be involved in multiple
relationships simultaneously).
• If you chose to return the feedback survey with queries to

your entrepreneur (i.e. 'Back to feedback (ask your
entrepreneur to review his/her answers' button as
described above), then the entrepreneur is immediately
notified by email.

Viewing Commitment Documents

A Print hyperlink is available at every stage of a relationship life-cycle to view
and print all terms of a future exchange, as well as the names, signatures and
signed dates of all parties involved.
♦ To view/print a commitment document

2. Click the in front of the relationship for which you wish to consult
the commitment document.
3. Click the Print commitment hyperlink on the top right of the
relationship page.
Result: The commitment document opens in a PDF browser:
4. To print the document, click the icon in the PDF toolbar.

Or,
To save the PDF document, click the icon in the PDF toolbar.

Appendix
1–Entrepreneur Application Form
1.1 New Entrepreneurs
NE application form – Page 1/8
User Manual Appendix • 52







1.2 Host Entrepreneurs
HE application form – Page 1/8








2–Application Workflow
Note:
The M# codes in the diagrams refer to the text of the related email messages. The 3 messages are displayed in Appendix 3 on the
following pages.

3–Application 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 application process. The M# code before each message refers to the specific step on the
application workflow in Appendix 2.
M1 – (No status) > Not verified
ELECTRONIC MAIL ⌧
File Edit Mail Window Help
Reply Reply All Forward Delete Compose
From: support@erasmus-entrepreneurs.eu
CC:
Date: 19 September 2009
Subject: Request to confirm your application for the Erasmus for Young Entrepreurs programme
Dear Mr Göran,
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 NOT
CONFIRM, YOUR APPLICATION WILL NOT BE PROCESSED!
Erasmus for Young Entrepreneurs Support Office

c/o EUROCHAMBRES
Avenue des Arts, 19 A/D
B-1000 Brussels, Belgium
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91
e-mail: support@erasmus-entrepreneurs.eu

M2 – Not verified > Applied
ELECTRONIC MAIL ⌧
CC:
Subject: Erasmus for Young Entrepreneurs: registration confirmation
Dear Mr Göran,
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=051 using
the 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.

c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91
M3 – Applied > On Hold
ELECTRONIC MAIL ⌧
CC:
Subject: Erasmus for Young Entrepreneurs: result of your application
Dear Mr Göran,
Your application to the Erasmus for Young Entrepreneurs programme has been put on hold as we require additional
information. Your Intermediary Organisation will contact you shortly in this regard.

c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91

M4 – Applied > Accepted
ELECTRONIC MAIL ⌧
CC:
Subject: Erasmus for Young Entrepreneurs: result of your application
Dear Mr Göran,
We are pleased to inform you that your application for the Erasmus for Young Entrepreneurs programme has been
accepted.
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 at
https://webgate.ec.europa.eu/erasmusentrepreneurs
Your Erasmus for Young Entrepreneurs login & password will be required.

c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91

4–Relationship 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 6 on
the following pages.
– This workflow is then followed by the Relationship Execution workflow – see next page.

5–Relationship Execution Workflow

6–Relationship 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 the
relationship building/execution diagrams in Appendix 4 and 5.
M1 – Proposal > Draft
ELECTRONIC MAIL ⌧
CC:
Subject: 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 Young
Entrepreneurs Commitment governing the working relationship between you and your partner entrepreneur. The
responsible 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,

c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91

M2 – Draft > Ready for approval
ELECTRONIC MAIL ⌧
CC:
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 Young
Entrepreneurs 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 allow
us to move on to the next steps.
Best regards,

c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91

M3 – Ready for approval (Reminder)
ELECTRONIC MAIL ⌧
CC:
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 you
more than 1 week ago. Please follow the link below in order to find more information on the document and accept or
reject it:
We kindly ask you to act rapidly in order to move on to the next steps.
Best regards,

c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91
M4 – EC Approval > Ready for training
ELECTRONIC MAIL ⌧
From: entr-entrepreneurship@ec.europa.eu
CC:
Subject: 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 the
European exchange programme 'Erasmus for Young Entrepreneurs':
It is herewith confirmed that Mr John Edwards is an approved participant in the above mentioned relationship that takes
place in Edinburgh, U.K. from 01/01/2010 to 30/06/2010.
IMPORTANT: The European Commission’s approval of this relationship does not imply the acceptance of any further
operational aspects or financial expenditures that might be generated in the framework of this relationship. The approval
concerns only accepting the matching of the relationship and is without prejudice to the legal and financial requirements
of the grant agreements that have been signed by the European Commission and the European partnerships.
Best regards,
European Commission
Enterprise and Industry DG
Entrepreneurship (Unit E.1)
B-1049 Brussels
entr-entrepreneurship@ec.europa.eu

M5 – Stay ongoing > Waiting for feedback
ELECTRONIC MAIL ⌧
CC:
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 questionnaire
Parts A and B of this report will be reviewed by your responsible IO and passed on to the European Commission. Part C
of the report will not be reviewed by the IO but will be used for the evaluation of the programme by the European
Commission.
Your comments will help us to improve this European entrepreneur exchange programme and better adapt it to the
requirements of Host Entrepreneurs/New Entrepreneurs.
Thank you.
Best regards,
c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91

M6 – Waiting for feedback – Reminder

ELECTRONIC MAIL ⌧
CC:
Priority: Normal
Subject: REMINDER: Erasmus for Young Entrepreneurs – Final Activity Report
Dear Mr Derfend,
We remind you that you are required to report on the exchange by filling in the feedback questionnaire. It has been sent
to you more than two weeks ago. Please follow the link below in order to open the questionnaire:
We kindly ask you to act rapidly in order to move on to the next steps.
Best regards,

c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91
M7 – Feedback > Completed

ELECTRONIC MAIL ⌧
CC:
Priority: Normal
Subject: Completion of your Erasmus for Young Entrepreneur experience
Dear Mr Derfend,
Your Erasmus for Young Entrepreneur final activity report has been validated by your intermediary organisation. Your
exchange is now considered as fully completed.
[If you have stated in the feedback questionnaire that you would be ready to host another New Entrepreneur in the
framework of this programme in the future, your profile will be sent back automatically to the online catalogue. Please
contact your intermediary organisation to update your data, notably your preferred exchange period and duration]. (*)
We hope that you enjoyed your Erasmus experience and that the exchange proved to be useful in terms of new
knowledge obtained, international contacts established and development of your business activities.
Best regards,
c/o EUROCHAMBRES
Tel: +32 (0)2 282 08 73 - Fax: +32 (0)2 280 01 91
* This paragraph appears only if the entrepreneur is an HE.

Index
Follow-up.................................19, 20, 23
A
Accept ................................................. 23 H
Acronym................................................ 9 HE .............................................2, 19, 35
Active ............................................ 12, 18 HIO ......................................................39
Activity plan......................................... 38 Host Entrepreneurs (HEs).....................2
Application details............................... 29
Application form ............................ 22, 23 I
Applications Inactive..........................................12, 18
status ........................................ 20, 23, 27 Intermediary Organisations (IOs)..........2
Applied .......................................... 20, 23 IO.....................................................2, 10
Approving a relationship .........37, 39, 41 IO staff.....................................11, 14, 18
Assessment .................................. 21, 23
L
C
Languages ..........................................33
Cancel.........................35, 39, 40, 41, 43 Lead IO .............................5, 8, 9, 12, 20
CB ......................................................... 2 LHIO ..............................................35, 41
Commitment ....................................... 51 List own NE/HE ...................................29
Communication languages ................. 33 LNIO ..............................................35, 41
Contracting ........................................... 3
Coordinating Body (CB)........................ 2 M
Country ......................................... 17, 33 Matching..........................................3, 32
D Matching scores ..................................33
Max EC funding.....................................9
Delete.................................................. 23 Messages......................................68, 73
Disable .......................................... 12, 18
Document ........................................... 51 N
Domain ............................................... 33 NE .............................................2, 19, 35
Draft ........................................35, 37, 71 NE/HE Management ...........................21
E New Entrepreneurs (NEs).....................2
NIO ......................................................35
EC ....................................................... 35 Non-completed appliations .................27
EC approval ............................35, 42, 71 Not Verified .........................................27
Echange details .................................. 51 Notification ....................................71, 72
E-mail address.................................... 16
Email notifications.............68, 71, 72, 73 O
Enable................................................. 12 Objectives ...........................................38
End date ............................................... 9 On Hold .........................................23, 25
Entrepreneurs ..................................... 19 Online feedback survey ......................35
EP ............................................. 2, 5, 6, 8
EP approval ......................35, 40, 41, 71 P
European Partnerships (EPs)............... 5
Parent EP......................................11, 14
Expected length and availability ......... 33
Parent IO.............................................15
Expected outcome .............................. 38
PDF .....................................................51
F Phases ..................................................3
Phone..................................................17
Feedback Survey................................ 35 Planned financial assistance...............38
Feedback validation............................ 35 Planned start date ...............................38
Filter ....................................6, 10, 29, 31 Process selected records....................27
User Manual Index • 78

Processing applications...................... 23 S
Proposal.............................................. 35
Proposing a relationship ..................... 36 Score...................................................33
Put on hold.......................................... 23 Search.................................6, 10, 29, 31
Search NE/HE.....................................31
R Search/Match ................................28, 31
Ready for approval .................35, 39, 71 Staff ...............................................11, 14
Ready for training .............35, 37, 42, 72 Stakeholder Portal ................................4
Refuse ................................................ 23 Start date...............................................9
Refused .............................................. 26 Start relation proposal.........................36
Rejecting a relationship ..........37, 39, 41 Status ............................................23, 35
Accepted ...............................................23
Relashionships
On Hold .................................................25
status .................................................... 35
Refused.................................................26
workflow................................................ 35
Status & Assessment..........................21
Relationship length ............................. 38
Stay ongoing ........ 35, 37, 45, 46, 48, 72
Relationships ...................................... 35
activity plan ........................................... 38 Stay ready to start ...... 35, 37, 43, 44, 72
approving .................................. 37, 39, 41
cancel ................................. 39, 40, 41, 43
T
Draft...................................................... 37 Total Budget..........................................9
Email..................................................... 71
EP approval .......................................... 41 U
objectives.............................................. 38
proposed............................................... 36
Update
IO staff ..................................................18
Ready for approval................................ 39
rejecting .................................... 37, 39, 41 W
status .............................................. 71, 72
workflow.......................................... 71, 72 Waiting for feedback ...........................35
Requested languages......................... 33 Webgate................................................4
Wildcard ..............................6, 10, 29, 31
Workflow .................................35, 37, 71
User Manual Index • 79

Erasmus IT Management Tool User Manual - For IOs-Sept09

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ENTERPRISE AND INDUSTRY DIRECTORATE-GENERAL

Managing EPs, IOs and IO Staff 5

Searching & Matching 28

User Manual Contents • i

User Manual Overview • 2

The process to identify, validate, implement and evaluate stays abroad

• Phase 3 – Contracting and preparation

User Manual Overview • 3

♦ To start the Erasmus for Young Entrepreneurs IT Management tool

1. Open your web browser.

Figure 1 – Login page

User Manual Getting Started • 4

Intermediary organisations (IOs) are organised in European partnerships (EPs).

User Manual Managing EPs, IOs and IO Staff • 5

Consulting European Partnership Details

The List of EPs provides a complete overview of all European partnerships

1. From the Erasmus for Young Entrepreneurs menu, select EP and IO

Filter options are available at

An Edit icon is available

User Manual Managing EPs, IOs and IO Staff • 6

Figure 3 – IOs associated to an EP

Figure 4 – View IO staff icon

Result: An overview of the IO staff is displayed:

User Manual Managing EPs, IOs and IO Staff • 7

Editing a European Partnership

Changing the list of IOs associated to an EP

♦ To edit a European Partnership:

1. From the Erasmus for Young Entrepreneurs menu, select EP and IO

The Edit EP icon is

Figure 6 – Edit EP icon

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

User Manual Managing EPs, IOs and IO Staff • 8

Acronym The short name or acronym of the EP.

Please note that if you select an other IO as

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

User Manual Managing EPs, IOs and IO Staff • 9

Consulting Intermediary Organisation Details

The List of IOs provides a complete overview of all intermediary organisations

1. From the Erasmus for Young Entrepreneurs menu, select IO

Filter options are available at

Edit icons are available in

User Manual Managing EPs, IOs and IO Staff • 10

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

Figure 9 – 'View parent EP' icon

Result: This will display information about the European Partnership

Figure 10 – European Partnership associated to an IO

Figure 11 – 'View all staff of this IO' icon

Result: An overview of the IO staff is displayed:

Figure 12 – Selected IO staff

User Manual Managing EPs, IOs and IO Staff • 11

Editing an Intermediary Organisation

About edit rights

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

♦ To edit an Intermediary Organisation:

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

The Edit IO feature is available

Figure 13 – 'Edit IO' icon

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

User Manual Managing EPs, IOs and IO Staff • 12

Editable details include:

– IO contact person's email

All other IO details are managed

Figure 14 – Editable IO details