User Guide 1st version

User Guide


Prerequisites

When using Horreum Project Budget Manager, you need no extra tools.

It uses Jira’s time tracking. It reads worklogs of your users from Jira. It is important to point out that your data is safely stored in Jira and

it won’t be altered by using Horreum Project Budget Manager.

As Horreum Project Budget Manager is using Jira’s time tracking it may not work if you use different time tracking tool.

To use reporting feature in PBM you should allow pop-ups in your browser ( click on the report icon for the first time will make allowing pop-ups icon appear next to to the bookmarks icon; you have to do this only once)

Important notes:

  1. If you're using Tempo Timesheets to log time on projects, Horreum Project Budget Manager will not be able to read user's timelogs, and will not work.
  2. Horreum Project Budget Manager is enabled to support Jira in German and Spanish language, and if you choose to view Jira in these two languages, Horreum PBM will be translated also. For more information on multi-language support click here.
  3. To use Horreum Project Budget Manager with Jira next-gen projects, please enable time tracking for every Jira issue type in order for the plugin to work.


Step 1 - Installation


Visit Horreum Project Budget Manager in the marketplace at:

https://marketplace.atlassian.com/apps/horreum-project-budget-manager

Image: Horreum Project Budget Manager

Then click on the "Get it now" button to install Horreum Project Budget Manager and start using your free app.

You can also find Horreum Project Budget Manager via the Jira Settings page and Atlassian Marketplace for Jira. 

Just click on "Find new apps" and search the Marketplace for Horreum Project Budget Manager.

                                                        

Image: Find new apps

                                                           Image: Horreum Project budget Manager in Atlassian Marketplace for Jira 


Make sure you installed Horreum Project Budget Manager by checking the Manage Add-ons page at

https://YOUR_INSTANCE.atlassian.net/plugins/servlet/upm

Image: The user-installed apps

Step 2 - Configuration


                                                        

Image: Manage your apps

When installed, in the “Jira settings” page, by clicking on “Apps”(https://YOUR_INSTANCE.atlassian.net/plugins/servlet/upm),

you should be able to see a new item “HORREUM Project Budget Manager”.

In your project’s settings page “HORREUM PBM - Settings” will appear with the following sections available when clicked on:

Budget Project Settings

  • Enable Horreum Project Budget Manager for the specific project
  • Set the budget and currency for your project and a few other useful options

Budget Project User Cost ​

  • Set/edit/delete the hourly rate of each user

Reporting Schedule

  • Choose which of your project administrators will receive the mail with the project budget report and when

Permission Manager

  • Choose who of your project administrators will have the permission to access the Horreum Project Budget Manager add-on

Expense Categories Manager

  • Add/edit/delete the expense category

You will also be able to see a new menu item for expenses in your project’s menu, and a new item for the report in the reports menu of your project.


Step 3 - Enable your projects


                                                        

In order for a project to appear in the Project Budget Manager report, you need to enable it.

Open your project and click the gear icon () at the bottom of the side menu.

 

Initially, there is only one section (HORREUM PBM - Settings) where you can enable your budget tracking by clicking on Track Budget slider.

                                                        

                                                                               Image: Budget Project Settings Initially


When budget tracking is enabled the previously gray slider turns green and looks like this  .

After enabling budget tracking, there are 5 sections:

  1. Budget Project Settings
  2. Budget Project User Costs
  3. Reporting Schedule
  4. Permission Manager
  5. Expense Categories Manager


Budget Project Manager Settings


                                                                                         Image: Budget Project Settings

If your project by entering the amount in the field “Cost (optional)”.

When you generate the report you will be able to see if you are on/off budget or on track. As defining budget is optional,

the report will be generated only if fixed budget is defined, otherwise you will not be able to access Reports page.

Here you can also choose the currency for the project. You can set default hourly rate, which will be used if

Auto Budgets is enabled for users which don’t have hourly rate specified. If Auto Budgets is disabled,

default hourly rate won’t be used and worklog for users without a specified hourly rate will be multiplied by 0.

Auto Budgets can’t be enabled or disabled until you set default hourly rate.

The possibility of inline editing of the Expenses page can be enabled/disabled by clicking on the slider next to “Inline edit”.

All of these parameters can be changed later. If you try to change the currency,

you will get the following dialog to confirm that you are sure about your decision, since if you proceed with currency change,

the currency will be changed but the cost values will remain in the previous currency.


                                                        

                                                                                             Image: Warning dialog for currency change

In order for the project administrators to appear in tables of users in Budget Project User Costs,

Reporting Schedule and Permission Manager sections, they have to be added as project people.

In order for project people to appear in tables for Budget Project User Costs, Reporting Schedule and
Permission Manager on HORREUM PBM – Settings page, every user has to change its privacy settings. The
steps for changing privacy settings are as follows:

1. Click on the icon with your avatar in the upper right corner and go to the Profile page

                                                                

2. Click on the Manage your account button

                                                        

3. Change settings for an email address to Anyone

                                                        

Budget Project User Costs


When you select Budget Project User Costs, a table with project users and their hourly rates is displayed.

Horreum Project Budget Manager allows adding multiple rates for a single user because the user’s rate may change over time.

This way you will have a chronological overview of your project user’s rates for a better understanding and precise tracking of project’s costs.

                                                                                         Image: Budget Project User Costs


To add a new hourly rate for a specific user, click on Add button () for that user.

This makes a new input field for an hourly rate, Add button and Discard button () appear.

                                                        

                                                                                             Image: Adding New Hourly Rate


Enter the hourly rate value in the field and click on Add button, to finish with adding new hourly rate.

By clicking on Discard button () new hourly rate won’t be added, also input field for new hourly rate,

Add button and Discard button will disappear, and Add button will appear again.

To edit hourly rate of specific user, change the value in the specific hourly rate input field for that user, and then click on Edit button () for that hourly rate to save changes.

To delete hourly rate of specific user, click on Delete button () for specific hourly rate for that user. This brings up a dialog to confirm hourly rate deletion.


                                                        

                                                                                             Image: Hourly Rate Deleting Dialog


Click the Delete button to confirm the deletion, or Cancel link to abort.

Make sure you really want to delete the specified hourly rate before proceeding.

Reporting Schedule


After selecting the Reporting Schedule section, you can specify who of the project administrators should periodically receive a report via mail

and when (which days and at what time). Also, you have the option to choose the type of file you want them to receive the report in: .xlsx, .pdf or both.

The type of report you selected will be attached to the notification email.

Fill in the Time field, enable days you want, enable administrators you want from the table of project

administrators and click Save button so that ones you chose could start receiving report via mail.

                                                                                         Image: Reporting Schedule

Permission Manager


After selecting the Permission Manager section, a table with project administrators which you can enable/disable is displayed.

You can set for each administrator if he has/doesn’t have permission to access the add-on pages.

After enabling/disabling administrator click on the Save button.

You can’t change permission to site-admins because they should always be allowed to access add-on pages.

Also, you can’t change your own permission.

                                                                                        Image: Permission Manager

Expense Categories Manager 


After selecting the Expense Categories Manager section, a table with expense categories is displayed.

                                                                                        Image: Expense Categories Manager

Horreum Project Budget Manager allows adding a new expense category. 

In order to add a new category, you should click on the New category button.

The Add new category modal box is shown.

Enter the category name in the field and click on the Save button, to finish with adding a new category.

                                                        

                                                                                             Image: Adding New Category

To edit category name, change the value in the specific category input field for that category, and then click on the Edit button for that category rate to save changes.

                                                        

                                                                                             Image: Editing Category

To delete the specific category, click on Delete button for that category. This brings up a dialog to confirm category deletion.  

                                                        

                                                                                             Image: Category Deleting Dialog

Click the Delete button to confirm the deletion, or Cancel link to abort.

Make sure you really want to delete the specified category before proceeding.

Step 4 - View the report


Once your project members have logged some hours on their tasks,

you will be able to start monitoring the cost of your tasks and expenses in the Project Budget Manager Report.

In your Jira project sidebar, every project will have a new icon that opens the Horreum Project Budget Manager Report page.

Go to your project and find HORREUM PBM - Report in the left side menu.

Project budget, costs total and remaining budget are displayed in the report,

as well as cost of expenses, individually and summed, and task costs, also individually and summed.

There is a progress bar which color indicates if you are on/off budget or on track.

If the progress bar is green: you are on budget, if it is red: you are off budget, while blue means that you’re on track.


                                                                                               Image: Budget Project Report


  • Budget

Represents a planned budget.


  • Budget consumption/costs total

Represents the budget that has been executed so far.


  • Remaining

Represents the total budget remaining.


Download report

There is a possibility to generate the project budget report in the .xlsx and .pdf format. 

You can download the project budget report by clicking the button () in the upper right corner above the report.

The report in .xlsx file format will be downloaded.

                                                                                         Image: Project Budget Report exported in .xlsx


If you click on Export to .pdf button () located in the most upper right corner of the report page,

a new tab will open in your browser with the .pdf version of the report. You can download the report in .pdf directly from that tab.


                                                                             Image: Project Budget Report exported in .pdf


Step 5 - Log other expenses


When Horreum Project Budget Manager is installed

in your Jira project sidebar every project will have a new icon that opens the Horreum Project Budget Manager Expenses page.

Go to your project and find the HOREUM PBM Expenses in the left side menu.

Here, every project administrator can log his/her expenses. Each administrator can see his/her own expenses as well as the expenses of other administrators.

Expenses are summed and displayed in the report. Also, it is possible to generate a report for a specific user.

                                                                                             Image: Budget Project Expenses

Adding an expense


To add a new expense, click on the New expense button in the upper left corner above the table with expenses.

Section for adding new expense will appear. Fill in the DateAmount, Category, Incurred by and Name and Description fields and click on Save button to add the expense.

If you don’t want to add a new expense, you can click on Hide button to hide the section for adding new expense.

                                                    

                                                                                             Image: Adding New Expense

Editing an expense

When inline editing is not enabled, in order to edit existing expense click on Edit button () for that expense. This will bring up the expense edition dialog.


                                                    

                                                                                           Image: Expense Editing Dialog


Fill in the DateAmount, Category, Incurred by and Name and Description fields and click on Update button to save changes or Cancel button to abort.

When inline editing is enabled, to edit existing expense click on the field you want to edit for that expense.

The field you clicked on will become an input field, and buttons for saving and discarding changes will appear.

You can click on Save changes button () to save changes, or Discard changes button () to abort.

                                                                                                      Image: Inline Expense Editing

Deleting an expense


In order to delete a specific expense, click on Delete button () for that expense.  

This brings up a dialog to confirm expense deletion.  


                                                        

                                                                                              Image: Expense Deleting Dialog


Click the Delete button to confirm the deletion, or Cancel link to abort.  

Deletion is permanent, thus make sure you really want to delete an expense before proceeding.


Generating report for specific user


In order to generate the report for a specific user, you should select the specific user in Generate report for user field.

You can generate report in .xlsx and .pdf file format.

                                                       

                                                                                              Image: Generate report for user


The report in .xlsx file format will be downloaded by clicking the button ().

                                                                                         Image: User Report exported in .xlsx

If you click on Export to .pdf button (), a new tab will open in your browser with the .pdf version of the report.

You can download the report in .pdf directly from that tab.

                                                                                         Image: User Report exported in .pdf

                                                       

Attaching files to an expense


You can attach a file to an expense in order to keep related document at hand (invoice, quotation, etc.).

To attach a file to an expense, click on the Choose File button for that expense.

This will bring up a dialog where you can pick a file.

After choosing a file, click on Upload button () to upload a file. The Upload button is disabled until the file is chosen. 

Files of any type can be attached to an expense.

                                                        

                                                                                    Image: Uploading Expense File

Viewing file attached to an expense


To view the file attached to a specific expense, click on View button () for that expense.

If the specific expense doesn’t have an attached file, View button for that expense is disabled.

PDF files will be shown in a modal box, image files will be opened in a new tab, other file types will be downloaded.


                                                                                             Image: Expense File Preview