Horizon Online Help

Getting Started

• Basic Settings
• Project and Timesheeting Setup
• Issue Management Setup
• On-line Expenses Setup

• Projects and Tasks
  
• Billing Rates
• Agreements
• Branding
• Resources (Users) and Security
• Timesheet Approval
  
• Reports Menu

Getting Started

Basic Settings

• Business Units - You need at least one Business Unit. You use Business Units to break down elements such as time, costs, issues in the reports and graphs that Horizon generates. For example, you may decide to have the following Business Units: Helpdesk, Consulting, Administration, Sales.  Maintain your Business Units in the Administration tab.
  
• Clients - The organisations with whom you interact. Clients can be defined as Internal or External. You already have one Internal client set up, your own! Any users (resources) you create in Horizon that work for you should be allocated to an Internal client - this gives them full privileges to see information for any other client. If you want to create external users (i.e. people who work for the external client) then allocate them to the external client - they can only see information for their client.
• Roles - A role defines the security level for a user (resource). This controls the navigation (the tabs the user can see) and the reports that the user has access to. You should create several roles to cater for different types of users.
  
• Resources - Resources are Horizon users. They are defined as Internal or External, which is controlled by what client they are allocated to (see above). When you create a new resource, a welcome email is automatically sent to the user.
  
• Labour Types - All time is recorded in Horizon with a Labour Type. Use Labour Types to allocate different time for Billing and Reporting purposes. For example, you may decide to have Time & Materials, Fixed Price, Vacation, Sick Leave, Admin, Double Time. If you are using Issue Management with no time recording then you do not need Labour Types. Maintain your Labour Types in the Administration tab.
• Document Categories - Every document that is uploaded has a category, to aid in searching and classification. To start uploading documents you need at least one document category set up. For example, you may have "CV" for attaching CV's to employees; "Issue Attachment" for attaching screen shots to Issues; "Statement of Work" for attaching to an Agreement. Maintain your Document Categories in the Administration tab.

Project and Timesheeting Setup

• Projects and Tasks - Create Projects for the type of work you want to manage. Each Project is for only one Client. Projects are broken down into Tasks. Time is only ever recorded at the Task level, not at the Project level.
  
• Agreements - An Agreement (or Statement of Work) is allocated to only one Project or one Task. It defines the parameters agreed with the Client for performing work, such as start and end dates and Bill Rates for different Roles.
• Resource Cost Rates - Allocate an hourly Cost Rate to each resource.
  

Issue Management Setup

• Products and Modules - You need at least one Product for Issue Management. Products define the broad product or service that you are supporting through the Issue Management system. You can also have multiple Modules for each product (e.g. the product might be "Oracle Financials", the modules might be "GL", "AP", "AR", etc). When users raise an Issue for the Product, they can optionally allocate a module to the Issue. Maintain your Products in the Administration tab.
• Support Contracts - You need at least one Support Contract to start using Issue Management. A Support Contract enables a Client to raise Issues for a particular Product. You can define Service Level Agreements and Labour Types for any time recorded against an Issue. You can maintain your Support Contracts in the Clients tab.
  
• External Resources - If you want your clients to raise their own Issues then create External Resources for the client. You can maintain External Resources in the Resources tab.

On-line Expenses Setup

• Expense Items - You need at least one Expense Item for On-line Expenses. Expense Items define the expense type and enable you to link attributes such as currency, expense category, unit of measure (UOM)(if you are entering rates), threshold rates, spend limits, start and end dates, tax codes and account codes, location, receipt required and billing uplift. You must define an expense category, tax and account codes and locations before you start creating Expense Items.
  When a user enters an expense line they are able to select from a list of available Expense Items for the currency entered and many of the item attributes are defaulted upon entry and may not be changed by the user. Administrators have greater access to some of these system defaults. The units of measure are pre-defined and if you require additional codes please contact More4Apps on the email below. You can maintain your expense categories, items, accounts, tax codes, locations in the Administration tab.
• Threshold Rates - If you wish to track expenses with a unit of measure rate, such as Kilometre, against a time period, you may enter thresholds against the expense item. These may be reported on and do not currently generate automatic alerts. Examples could be where tax law permits a certain amount of mileage to be aimed at one rate within a specific time frame.
  
• Exchange Rates - If users are entering foreign currency expenses you should add the exchange rates to the exchange rate form found under the the Administration tab. If an exchange rate does not exist for the currency entered in the expense claim it will default to 1.
  
• Business Unit settings - Against each business unit you should assign an Expenses Administrator, Payables Administrator, Approval Types and Expense Converted Amount Tolerance %. The Expenses Administrator is able to change specific values such as account codes and check the claim for receipts. They may create a claim on behalf of another user within their business group and submit a claim for approval or change it to status 'Approved for Payment'. The Payables Administrator can do the above and approve a claim for Payment and record payment details against the claim.
  The expense detail screen allows a user to change the calculated converted amount to take into account different exchange rates and credit card commissions. The tolerance permitted against the calculated amount is 10% unless a different value is entered into the Expense Converted Amount Tolerance % field for their business unit.
  The Expense Claim Approval Type is either Line Manager, Business Unit Manager or Project Manager and is set at Business Unit level. Expenses may also be audited by checking the Audit Expenses field.

Advanced Setup

Projects and Tasks

Billing Rates

Agreements

Branding

• You can provide a customised Site Name (for example "MyCompany Help Desk") and your corporate logo which both appear at the top of every page.
  
• You can use one of two techniques to brand the URL, so instead of http://horizon.more4apps.com/... you can have http://helpdesk.mycompany.com/.... .
• You can add the Horizon login username and password fields to your corporate website Home Page, and redirect the Horizon logout button back to your corporate website, ensuring a seamless integration to your users.
  
• You can override the senders email address for automatically generated emails.
  

URL Branding

HTML Code for Embedding Login in Your Website

Resources (Users) and Security

• Internal and External resources are also Horizon users, with a login username and password. Every Resource is allocated to one and only one Client. An Internal user has access to every clients information (given the right security access); an External user can only see information for their client.
  
• An Unnamed resource is just that: when you know you need a resource at some time in the future (e.g. Helpdesk person, or Project Manager) then you can create the Unnamed resource and start allocating Budget or Forecast time to that resource.

Timesheet Approval

Users submit their Timesheet for approval from the Timesheet List page. An automatic email is sent to their Manager. The Manager can review the Timesheet, Approve or Reject as appropriate, and an email is sent back to the user notifying them of the outcome.

A Timesheet that has been submitted for approval, or has been approved, cannot be modified - it must be "un-submitted" first.

Report Menus

A user's security level is set by the Report Security Level to their Resource record. A user can only see menus at their security level or lower, so a user with a security level of 4 can see menus with a security level of 4 or lower. On each menu, a user can only see reports at their security level or lower, so even though a user with a security level of 4 can see a menu, there can be reports on that menu with a security level of 5 or 6 that the user cannot see. In this way you can control access to all reports and graphs in Horizon.

Building Report Menus

The Maintain Report Menu Items tab allows you to add and remove reports from menus, customise the description that appears on the menu and set the security level for individual reports.

Ask us a Question

If you have any questions about setting up Horizon please ask us at horizon@more4apps.com