Applications to facilitate Mobility  administration in UNINOVIS (Work in progress)

Version: 1.0

By: IMT/YS: 

Date: April 13th, 2026

1. Introduction

Before EWP, Erasmus+ mobility administration was overwhelmingly paper-based, even though most universities had digital systems internally. The core problem: Each university stored mobility data in its own system, but to exchange it with partner institutions, the data had to be printed on paper, sent physically, and then re-entered manually at the receiving institution. This meant that nearly 400,000 students going abroad each year generated enormous administrative overhead — duplicated data entry, postal delays, lost documents, transcription errors, and staff time consumed by paperwork instead of supporting students.

Table 1. What EWP changed

Before EWP	After EWP
Paper learning agreements sent by post/email	Digital learning agreements signed online (OLA)
Inter-institutional agreements managed in PDFs/paper	Machine-readable IIAs negotiated digitally
Nominations communicated by email	Structured data exchange between systems
Transcripts of records mailed physically	Electronic transfer of academic records
Each institution had its own format	Standardized data format across 34 countries
Staff spent most time on administration	Staff can focus on quality of mobility

The EWP framework is the network/protocol layer — think of it as the "internet" for Erasmus data. So, it is like a motorway through which academic data can run. All UNINOVIS partners have adhered to EWP. 

However, EWP in itself is not sufficient for everyday work: we still need the applications that allow  us to move our data (like we need browsers to surf the web or email applications to send/receive emails). EWP does not force universities to use a specific applications. We find three main options.

1. EWP Dashboard, an application developed by EWP (it is like a basic browser). It also includes applications such as OLA, the Online Learning Agreement tool.
2. Third-party applications, such as MoveOn, SoleMove, which can also use OLA via the EWP network.
3. Develop your own application (e.g. Italian Universities have develop a tool named ESSE3 that is used only in Italy).

One important extension of EWP is its grade conversion system. Currently EGRACONS is independent of the EWP Dashboard. However, one  of the goals of EWP 2.0 project is  to make the two compatible. That is:

• Today:       EWP sends transcript → staff manually checks EGRACONS → enters converted grades
• Future:      EWP sends transcript → grade conversion happens automatically via EGRACONS data

 So EGRACONS is not part of the Dashboard today, but the integration is being worked on so that grade conversion becomes a seamless part of the EWP data exchange rather than a separate manual lookup. Next figure show the basic architecture of EWP:

In the next sections we provide some more details about:

• Main mobility tools compatible with the EWP framework

1. EWP Dashboard
2. MoveON
3. SoleMove
4. ESSE3

• Other important tools within EWP framework

1. OLA
   
2. EGRACONS
3. EU Academy

Finally, we present a summary table of the applications currently used by UNINOVIS partners (Important: the table needs to be completed)

2. Main  mobility tools

2.1. EWP Dashboard (Erasmus Without Paper)

URL: https://ewp-dashboard.eu/

About the EWP Dashboard - Erasmus+

Description: Free tool from the European Commission to manage Erasmus+ student mobility digitally. Replaces paper-based information exchange between universities (learning agreements, nominations, transcripts). Part of the European Student Card Initiative. Run by: European Commission (Erasmus+ programme)

Similar to MoveOn but part of EWP automatically, connected to Online Learning Agreement (OLA) tool, erasmus virtual assistant (EVA) and Erasmus+ mobile app.

Several important parts of the infrastructure are already available.

• Inter-Institutional Agreement Manager: create, negotiate and update your Inter-Institutional Agreements in a machine-readable format
• Erasmus Virtual Assistant (EVA): manage applications for mobility and nominations. This works in tandem with the Erasmus+ App as a student interface
• Online Learning agreement (OLA): create and manage your learning agreements online in a machine-readable format
• customise the mobility journey for your institution: you can add institution-specific information in the mobility journey in the Erasmus+ App alongside with information about deals, events and useful tips

UNINOVIS participation: All UNINOVIS partners are users.  EWP is becoming mandatory for all Erasmus+ participating institutions.

Technical: cloud based

2.2. MoveON

All tools exchange IIAs, nominations, learning agreements, and transcripts through the EWP protocol — no need  to use the same tool