Chapter 1 Overview of Horse Show Manager

Chapter 2 Installing Horse Show Manager

Chapter 3 Setting up your event and show data

Chapter 4 Managing multiple shows

Chapter 5 Protecting Your Data

Chapter 6 Upgrading from a Previous Version

Horse Show Manager (HSM) is designed to automate all horse show related activities. It supports the creation of a database of riders and horses which can be used as reference data to a range of user-defined shows. While the functionality of HSM is designed to support Hunter/Jumper shows, it is flexible and can be used to support many different show combinations.

HSM has recently been rewritten and expanded to produce HSM/2. This is a pure 32bit Windows program able to exploit the enhanced capabilities of Microsoft Windows 95,98, Me, NT, 2000, and XP.

HSM/2, while containing similar functionality, has removed most restrictions which were found in the original HSM. The main features of HSM/2 include:

• No limit on number of entries;
• No limit on the number of horses, riders, owners, and trainers;
• No limit on the number of shows per database and multiple databases;
• Network enabled - supports shared database with multiple users;
• Multiple membership of associations with five user-defined associations and membership expiry tracking;
• User-defined points scoring system enabling custom points calculations;
• No effective limit on types of miscellaneous show charges or costs;
• No effective limit on types of stall & stable or costs;
• User-defined summary accounting facilities;
• Show outcome reporting – similar to profit and loss report;
• Daily payment reports to assist with daily banking;
• Exports records for use with Ryegate scoreboard system;
• More than 30 reports designed to support show operations and facilitate USA E (and other) reporting requirements;
• All reports can be exported to files as text for use elsewhere;
• Upload registration of show on HSOnline web site (www.horsesportsonline.com);
• Upload results reporting to HSOnline web site; and
• Integrated backup and restore functions.

HSM/2 has been designed to support the ongoing management of equestrian shows.

HSM relies heavily on the use if Windows user interface controls. The advantage of using these is that these controls will behave in a similar manner across all Windows-based programs. This assists in user familiarisation with the software and reduces start up time.

HSM uses several control types extensively. The most commonly used are listed below. Each has a short description regarding its behaviour in HSM.

To install and use HSM, you need the following minimum equipment and software:

• A computer with an Intel Pentium (or compatible) Processor of 200MHz or better and a minimum of 64 Mb (megabytes) of RAM (random access memory);
• Hard disk space of:
  16 Mb for HSM and related database facilities
  5 Mb for HSM Converter (if used)
  Allow additional space for your show databases;
• CD ROM drive (if installing from CD ROM);
• VGA monitor, SVGA monitor or better; capable of displaying 256 colours is recommended; A screen resolution of 800 x 600 is also recommended as some screens and report previews may be difficult to read at lower resolutions;
• A printer supported by your operating system. This is for reports, labels and checks as you will need to print these;
• Windows:
  95, 98or Me– you may need to install additional Microsoft Data Access components (MDAC). The installation will warn of this requirement.
  NT 4.0 – Service Pack 5 or higher
  XP – Home or Professional versions.

New computers with XP installed should meet all these requirements.

HSM , like many Microsoft-compatible products, uses the Microsoft Software Installer (or MSI). This tool enables HorseSportsOnline to package the software for distribution either on a CD, or as a down-loaded file from their web site at http\\www.horsesportsonline.com. The installation procedure is the same whether the software was received on a CD, or down-loaded as a trail product for the purposes of this manual, it will be assumed that HSM is to be installed from a CD ROM.

If you are not a regular Windows user, it may be worthwhile to run through the on-line tutorial which comes with Windows. This will ensure that you can manage the basic Windows commands required to complete the installation.

When you wish to install HSM follow the steps below:

1. Shutdown all programs running on your computer – especially any virus protection software. Some virus protection software can interfere with the installation and other programs may be using files which need to be updated during the installation process.
2. Insert the Horse Show Manager CD ROM in your computer’s CD ROM drive.
3. Go to the Start menu, choose Settings, then Control Panel. Choose Add/Remove programs, the click the Install button.
4. Select Setup.EXE from the HSM directory on the CD ROM. The installation will now proceed.

The installation process should take a few minutes, depending on whether the Microsoft Software Installer (MSI) must be installed first. If the MSI must be installed, you may be asked to restart your system. If so, restart, the start this procedure again from step 1 above.

You will be prompted for the location to which the software is to be installed, and the name of a menu which is to allow HSM to be started from the Start menu. It is recommended that you follow the defaults provided as these comply with all Microsoft recommendations.

As soon as the installation process has completed, you should register your software. See next section. If this is a trail installation, then you have 14 days to complete the registration process.

When you first start your software, you will notice that the startup screen displays as a "14 day trial" installation. This is the default and allows potential buyers to download the software and try it before purchasing.

If the software is not registered within 14 days, the menus are deactivated and it can no longer be used. It can still be activated with a valid registration number.

Registration numbers can be obtained from HorseSportsOnline.com. Visit the web site at www.horsesportsonline.com.

Every time after the first start up, you will be given a count down of the number of days remaining before the trial period expires. (See below)

To enter your registration code,select Help/Register. You will then be prompted to input the Registration Key.

Enter the registration key. When you have entered it, select [OK] and the system will check that the key is valid and register the software.

Your start up screen will now indicate that the software is a licensed copy rather than a 14 day trial. If you should need to re-install the software, it will check that it has been installed earlier and re-use the registration key.

Each time you start the system, HSM/2 checks to ensure that it is registered. If it is not, than it assumes that it is a trial installation.

If you are unsure whether your software is registered, select Help/About. This will present you with the following screen. The example below is of a trail installation.

The [System Info] button is used to obtain Windows® technical information only when requested by a HorseSportsOnline technician during fault reporting.

HSM network requirements are the same as those for standard Windows network file sharing. To use a network to share a HSM database, first create (or move) the database to a shared directory, set the access permissions so that another user has read/write access, then using File/Open database.. to browse the network neighbourhood then select the database and open it. HSM is fully network aware and will allow multiple users to share a common database.

1. To uninstall HSM, go to the Start menu, choose Settings, then Control Panel. Choose Add/Remove programs, the click the [Change/Remove] button;
2. Select "Horse Show Manager" and click the [Change/Remove] button;
3. Follow the prompts.

The software components will now be removed. The uninstall will not remove show databases which you may have created using HSM. These should be deleted separately if necessary.

If you are upgrading from an earlier version of HSM, see "Chapter 6 Upgrading from a Previous Version" on page * for details regarding the use of the HSM Converter.

Click on the HSM shortcut or use the Start/programs/Horse Sports Online/Horse Show Manager option to start HSM.

You will see the "splash screen" then the HSM application will be ready to use for the first time.

Notice that the status bar indicates that there is "No Show Selected" and the window title simply shows the name of the application. There is no database currently selected. Unless you have used the HSM Converter (See Chapter 6 Upgrading from a Previous Version on page *), you will need to create a database to use for the first time.

HSM uses the Microsoft Access database engine to managing its databases. This does not mean that you require Microsoft Access to use HSM as HSM has inbuilt support for maintaining databases it creates and uses.

To create a new database, select File/New Database... from the main menu.

HSM will then prompt you for the location where the new database is to be stored, and you will also need to provide a name for the new database.

After you have chosen a directory and supplied a database name, click [Save] and HSM will dynamically create a new database containing only the common equestrian associations, four user-configurable associations and standard equestrian disciplines which control the points allocations and championship selection algorithms.

As soon as the database has been created, HSM will prompt to see if you wish to make this your current database. This is, of course, exactly what you should do. Click on [Yes].

You will notice now that HSM’s window title bar now displays the name of your database. This is always the case. You should make it a practice to always check this when you start HSM as it will remember and automatically load the last database used. This is fine as long as it is the database you want to use next time.

To change the database in use the File/Open Database... option.

To create a new event, there are two ways to do it. The formal way is to use the Lists/Events... menu option, however, most frequently used way is to use the automatic prompts in the Show/Add... option.

Select Show/Add... from the main menu bar.

HSM will present you with a blank Horse Show Setup screen with dates defaulting to the current day. In the Show name field, type in the name of the event you wish to create (we will use the "Horse Sports Spectacular" as our example) as shown below.

As soon as you press TAB or leave the Show Name field, HSM will check to see if the event you have named exists. If not, it will prompt you to see if you wish to create it now.

You should replay [Yes] to this prompt and HSM will present you with the Event screen where you can enter the details of you event. We have entered our example data in the display below.

The fields on the screen are:

• Event Name this is the name which will appear on all shows reports;
• Abbreviated Name used when space is insufficient to fit full name;
• Zone this is not presently used in HSM, but publish to the WWW;
• Association this controls the extra membership numbers (other than USA E) which print in USA E class result reports;
• Association Number this is not presently used in HSM, but publish to the WWW;
• Discipline this is not presently used in HSM, but publish to the WWW;
• Web site this is not presently used in HSM, but publish to the WWW;
• Email address this is not presently used in HSM, but publish to the WWW;
• Contact Number This is printed on show covers and is the official contact telephone number for the show;
• Address this is part of the address of the actual show (as distinct from the manager’s address – which is a separate item). This is shown on all show reports;
• City this is part of the address of the actual show (as distinct from the manager’s address – which is a separate item). This is shown on all show reports;
• State this is part of the address of the actual show (as distinct from the manager’s address – which is a separate item). This is shown on all show reports;
• Zip code this is part of the address of the actual show (as distinct from the manager’s address – which is a separate item). This is shown on all show reports;
• HSO Online ID this is the unique registration number of this event after it has been published to the HorseSportsOnline web site;

Of these fields, only show name, abbreviated name, zone, association, association number and discipline are required to create a new event. If the address details are incomplete, however, you will be unable to print correct show covers (Reports/print Cover Sheet).

When you have filled in the event details, select [Save] and your event has been created. If you have already defined your show participants, then you can skip to the next section "

Setting up a new show

At this point you need to identify the officials who will be taking part in the management of the show as HSM assumes you are operating from a database which already contains these participants. You should create the participant entries for the minimum officials involved in the show (official types of JUDGE, MANAGER and RESULTS) at this time. You can come back and edit the show later to change these, but for completeness, we will run through these steps at this point.

Select [Close] from the Horse Show setup screen.

Select Lists/Participants.. from the main menu bar. HSM will present you with the participant Data Entry screen as below.

Complete this screen for your show manager. The fields on this screen are:

• Firstname
  Either the first name of an individual, or the company name if the participant is a company;
• Lastname
  The last name of an individual;
• Social Security Number
  This is the equivalent IRS number if the participant is a company;
• Participant is a company
  When checked, ensures that processing of personal details is appropriate;
• Rider Classification
  This is used to represent the riders age classification. HSM has defaults suiting USA E reporting, however you can enter any two digits or letters in this field. Bear in mind these characters appear on order sheets and result reports;
• Associations
  The various associations, memberships and expire dates for the individual. HSM warns (by highlighting) if expire is unknown or has actually expired. USA E is required as a minmum;
• Remainder
  These are standard correspondence and contact details for participants.

We have borrowed a figure from British history for our manager.

When the information is complete, select [Save] to add the information to HSM’s database. Select [New] to create new record and create entries for your judges and the results coordinator. Repeat the procedure as many times as necessary. You will require at least three participants - a manager, a results coordinator and at least one judge.

When you have completed this , select [Close] and return to the Show Setup screen by selecting Show/Add... from the main menu bar.

This time, click on the drop down field for Show Name. You will find the event you created earlier there. Again we will use the "Horse Sports Spectacular".

As soon as you select this, HSM will fill in the address details and protect the Show Name field to indicate that you are working on a show named in association with that event.

Now you can complete the show set up. Skip to the next section "

Setting up a new show

The minimum required information to create a new show in HSM are the show dates.

Select the dates for the show, optionally you can indicate when the show is accepting entries and a show registration number.

Select [Add] to add event officials to your show. HSM will provide you with a list of available participants. If you have just set up the minimum (as in our case) then this will be a short list.

If you have used the HSM Converter, then you may have several hundred or more to choose from.

You can select either one at a time, or choose several officials at once, then assign official roles to them. Click on [Select] when you have chosen the participant you wish to use as an official on your show.

The participant will appear in the Event Officials grid, but without an Oficial Role. Click on the empty field under Official Role and enter the official role. HSM does not edit these, but recognizes the key words MANAGER,JUDGE and RESULTS as being required for show reporting.

The minimum set of officials is shown above. Select [Save] the [Close] when you are happy with your details. HSM will prompt you to see if you wish to make the show you just created the current show.

Select [Yes]. You have now created a simple show. There are many details yet to complete however, these are covered later. You can now print a sample show cover sheet by selecting Reports/Print Cover Sheet from the main menu bar.

You will see something like the following in the print preview display. This display clearly illustrates how the information regarding officials and shwo details is used in reporting.

Before setting up classes and divisions you will need to define which scoring systems you will use, and how the points for each different class and championship type will be allocated.

This is managed by the Scoring options. Select Lists/Scoring... from the main menu bar.

HSM will prompt you to nominate the associations you wish to use, the various disciplines and matching point spreads to use and whether you want to prevent any associations from being shown as an option when setting up classes and divisions.

Note that, in this screen – you cannot type anything new into the Association or Discipline name fields. As you type, the field tries to recognize the option from its pre-defined list of options. This is because you cannot add to/ or delete from these lists.

If you select the Association drop down, you will see the list of available associations which you can use to set up your classes and divisions. Of those display (see over) only USAE and ASPCA cannot be renamed to suit your requirements. The list contains the same "associations" as those supported by earlier release of HSM.

If you look at USA E (the most commonly used association), you will see that USA E is pre-configured with some well known disciplines.

If you choose any of these disciplines associated with USA E, you will see that the points spread is as you would expect for, say, USA E/EQUITATION.

These are the points and rules (i.e. equitation rules) used when allocating points based on class placing, and when determining championship results.

IF you choose to set up your own association, you must use one of the predefined associations. For example, you might choose the first of the available custom associations to use. When you first select this one, you will see that it only has GENERAL associated with it. GENERAL is a simple, maximum points wins algorithm for championships.

If you wish to include EQUITATION championships and classes under your local association rules, select [Add]. HSM will then give you a list of those disciplines it supports.

Double click on any of the disciplines on this list, and HSM will make it available as a discipline association with your local association.

Adding each discipline action will be confirmed by HSM.

Note that, although EQUITATION is now associated with our local association, there are no points definitions established. These will be essential if championship calculations are to be used.

For simplicity, we have set up the same points as USA E use. You can set any values you wish. This will give us an association & discipline set to use when defining classes and divisions. The name "LOCAL1" however is unsatisfactory for reporting and documentation purposes.

You can change the name, by selecting [ ... ]. HSM will the present the Customize Association screen.

You can then change the Short name and Full name to suit your local requirements.

Select [Save] the [Close] when you are happy with the Short name and Full name. The names will immediately take effect.

If you have participants who are members of the association, the names you save will immediately appear on the records. The membership numbers will remain unchanged.

When you set up classes in HSM, as expected, you need to indicate whether it has certain class attributes (e.g. such as Under saddle, Model etc). You also need to indicate which discipline rules and scoring the class will use during the show.

For example, if EQUITATION is selected as the discipline, HSM will prevent the same rider entering that class twice on different horses. HSM also uses the points defined for that association discipline when calculating championships so some care should be taken when selecting an association discipline.

To create a new class, select Show/Classes... .

HSM will respond with the Define Class screen as below.

The files on this screen are:

• Number
  The class number used to identify this class. Note that class numbers in HSM are only used to set the order on result reports, changing the class number does not affect the association of the class with either its division, schedule, entrants or results;
• Description
  The description of this class used throughout the reporting and scheduling systems;
• Fee
  The fee in dollars to be charged if this class is entered separately rather than as part of a division.
• Under Saddle Class
  When set indicates that the class is an under saddle class;
• Model Class
  When set indicates that the class is a model class;
• Regular Conf Model
  When set indicates that the class is the regular conformance model class;
• Nomination Fee Applies
  Available if the discipline is JUMPER, indicates that the jumper nomination fee defined in miscellaneous charges must be paid before a horse can enter this class;
• Scoring
  The association/discipline combination to be used when calculation championships and determining whether entries are valid for the class type;
• Prizes
  The list of prizes assigned to the nominated places within this class;
• Add Back
  Indicates that prizes are to be calculated according to the parameters set up in the Add back [Setup...] option is selected;

Enter the class number, description, prizes etc, then select [Save]. The class is now available for entries. More than likely you will need to setup sevarl classes with very similar – if not identical names, but dfferent class number.

HSM provides a facility to make this simple to do. When you have completed you first class, select [Save] then [ + ]. This will increment the class number and fill in an otherwise complete copy of the last class.

By repeatedly selecting [Save] the [ + ] you can rapidly create multiple similar classes. HSM will stop and warn you if this action would otherwise produce a duplicate class as duplicate class numbers in HSM are not possible.

Take care when using this option not to produce multiple model or under saddle classes. Check these before you select [Save].

If the prizes for a class are to be calculated based on the number of entries, then you can check the Add back option. This is designed to allow prizes to be based on percentage of the class entry fee together with (optionally) a nominated starting pot.

Select the [Setup...] option, HSM will present you with the calculate Add-back Prizes screen. This will allow you to set up the prizes based on the actual (or your expected) number of entries in the class.

Enter the percentages associated with each placing, a starting pot (if any), an amount to add per class entry and an estimated number of entries (if a new show). Repeating this process after class results are in will ensure that the actual number of entries is used to correctly calculate the prize money. Press the [Calculate] button to recalculate all prizes in the class. When you select [Save] the [Close] the prizes amounts are assigned to the corresponding class places.

Division in HSM are logical groups of classes combined to facilitate a championship calculation. Classes do not have to belong to a division in HSM, but if championship calculations are required than the classes must be assigned to a divison.

To create a division, select Show/Divisions... from the main menu bar.

HSM will present the Event Divisions screen.

This screen shows a list of the defined divisions in the upper list, and the classes associated with a selected division in the lower list.

To add a new division select the [New] option beside the Divisions list. HSM will present the Event Division screen as below.

The fields on this screen are:

• Division #
  The number which will be used in all reports and screens related this division;

• Description
  The description of this division used throughout the reporting and championship systems;
• Scoring
  As with classes, and for the same reasons, divisions have an association discipline assigned to them.
• Fee
  The fee in dollars to be charged if this division is entered. This fee is used rather than the sum of the class fees for classes in this division. This allows discounting of division entries;

• USA E Rated division
  The division is USA E rated and can be reported on in that context.

Enter the details for your division and select [Save] then [Close]. The division will be added to the HSM database and you will be returned to the Event Division Screen.

If you select a division in the upper list (1001 in our example), then press [Add] next to the lower list – the list of "Classes related to (the) selected division". You will now be presented with a list of all classes not already assigned to a division.

You can select just one, or hold Ctrl down and choose individual classes, or hold Shift down and choose a range of classes.

When you press [Select] the chosen classes will be incorporated in the division. The [Select All] button is a shortcut to allow you to quickly select all classes shown in the search.

Note that in our example all except class 1 are marked as "Division Only", that is, these classes can only be entered by entering the division. In this case Division 1001. The model class, class 1, can be entered without entering division 1001.

You can also perform class maintenance from this screen. Select class 6, which is the Under Saddle class, and press [Edit]. HSM will present the Define Class screen.

Press [Save] then [Close] and repeat the process to rename the Model Class and the division should now look something like the following:

Using this screen then, provide a quick way to manage classes within a division. Select [Close] when you have finished defining your divisions and classes.

You are now ready to take show entries.

You can set up stall and stable fees and miscellaneous charges to cover all aspects of the show operations. HSM places no limits on the number or types of fee to be applied during the show.

To set Fees and Charges after a show has been created, select Show/Edit... from the main menu bar, then click on the "Fees and Charges" tab. Your screen should look something like the following.

The fields on this screen are as follows:

• Show entry fee:
  This is a fixed entry nomination fee which can be applied across all entrants without the need to set up a miscellaneous charge for the same purpose. If left as zero, it is ignored in elsewhere during processing;
• Stable Charges
  These are grouped together for separate reporting during show operations. Each of these has the following fields:
  Description - used in all statements, reports and accounts
  Amount - the cost each in dollars and cents
  Quantity - the default quantity suggested during event registration.
  Typically zero indicates an optional charge and non-zero
  a mandatory charge. These can be changed at registration
  time.
• Miscellaneous Charges
  These are grouped together for separate reporting during show operations. Each of these has the following fields:
  Description - used in all statements, reports and accounts
  Amount - the cost each in dollars and cents
  Quantity - the default quantity suggested during event registration.
  Typically zero indicates an optional charge and non-zero
  a mandatory charge. These can be changed at registration
  time.

To create either a stable or miscellaneous charge item click on [Add] on the corresponding button and a new, blank entry is created under the appropriate heading. You can place the cursor in the entry and enter the necessary information as required.

In the example above, we have simply set up a couple of items in each. Notice that the [Save] and [Undo] buttons are now available. You will be prompted to either [Save] [undo] before you [Close] this screen. You should select [Save].

When charges of this type have been defined, they appear on the Charges tab of the Horse Show Entry screen as below (Show/Entrants ... from the main menu bar). Only the quantities can be changed at this point. This allows defaults to be changed according to individual show entry requirements.

HSM provides facilities to create and maintain basic show schedules. These allow the timetabling of classes across the rings available at the show venue.

HSM places no limit on the number of rings are the number of daily schedules you may create.

To create a new schedule, select Show/Schedule... from the main menu bar.

You will be presented with the Ring Scheduling screen as below. Using this screen you can create, maintain and print your schedules and print the relevant class order lists for the classes as they are required.

To create a new schedule, type the ring name into the Event ring field and press TAB. If the ring does not already exist, HSM will prompt you to see if you wish to create a new ring.

Simply enter the name of the ring into the small screen (as below) and select [Save]. The ring is now defined as part of this show and schedules can be associated with it as required.

You will now be able to create a schedule for the selected ring.

The fields and buttons on this screen are:

• Event ring
  The name this ring is known by and with which this schedule will be associated;
• Day and Time
  The date and time at which the schedule will begin;
• Duration per round
  The default time in minutes per round to use when adding a class to this schedule;
• Ring Schedule
  This is the actual schedule detail.
  There is a line in the schedule for each class scheduled on this day. The fields per line are:
  Start time - start time for the first round in this class;
  Entries - the number of entries in the class;
  Round - the allocated round time for each entry in this class;
  Extra - any extra time to be allocated at the end of this class;
  Description - the associated class description.
• [Add Class] - add class from list of as yet un-scheduled classes to end of schedule;
• [Remove Class] - remove selected class(es) from schedule;
• [Move Up] - move selected class "up" (earlier) in the schedule;
• [Move Down] - move selected class "down" (later) in the schedule;
• [Round Time] - modify the round time(s) on the selected class(es);
• [Extra Time] - modify the extra time(s) on the selected class(es);
• [Order List (O)] - print an Ordered (back number order) class order list;
• [Order List (R)] - print a Random class order list
• [Print] - print a copy of this schedule.

To schedule a class, select [Add Class]. You will be presented with a list of classes which are not already scheduled as below.

Select the class(es) you wish to schedule on this day (using the standard Windows multiple selection options) and click [Select].

The class(es) you chose will immediately appear (in default numerical order) in the schedule. Note that the Round time has been set to 3 as we set this before we added the classes. It applies as you add classes. We can move classes up and down the schedule by selecting them and using [Move Up] or [Move Down] as apprpriate, or can remove classes using [Remove Class].

We can change Round time for selected classes using [Round Time] option or can add/change extra time using the [Extra Time] button.

Notice that, since we have no show entries at this point, the schedule appears to start all classes at 0800. Immediately entries to any of these classes are accepted, the schedule times will automatically expand according to the number of entries in each class.

You should [Save] your schedule, then you can [Print] a hard copy for reference. You cannot [Print] before it is [Saved] as it will not yet be updated in the database.

HSM provides integrated facilities enabling you to publicise your show on HorseSportsOnline’s WWW site. A number of the fields on the Event creation screen are designed to maximise the benefits of doing this.

To upload the description of your show, select Activities/Publish to WWW/Upload Show Details... .

You will be prompted to confirm that you wish to proceed as the moment this operation completes, your show will be visible worldwide.

Select [Upload]. You will require a members account for HorseSportsOnline. HSM requires this so that it can ensure that you are authorised to Publicise this show and will ensure that you are the owner and only one who can change the show details thereafter.

Enter your user details and select [OK]. HSM will connect to HorseSportsOnline.com and send your show details to its web site.

When this has completed you will receive a confirmation message to that effect.

You should back up your show because the upload process enters a once-only registration number into your show details. HSM uses this number for all updates from now on. If you accidentally restore an earlier copy of this database containing the show without this number, the next time you upload you will create a duplicate. If this occurs, to correct the problem contact HorseSportsOnline through their web site.

If you are not sure whether a given show is registered, use Show/edit... and you will notice that the field HSO Online ID now has a value in it. This is the unique registration code of your show.

Once your show has be publicised on HorseSportsOnline’s WWW site, you can proceed to upload show results as they come to hand. Each time you upload, HSM updates the full set of results so if you correct errors from the previous day, they will be corrected on the WWW site.

To upload your show results, select Activities/Publish to WWW/Upload Show Results... .

You will be prompted to confirm that you wish to proceed as the moment this operation completes, your show will be visible worldwide.

Enter your user details and select [OK]. HSM will connect to HorseSportsOnline.com and send your show details to its web site.

Enter your user details and select [OK]. HSM will connect to HorseSportsOnline.com and send your show details to its web site.

When this has completed you will receive a confirmation message to that effect. The results of your show will now be immediately available for viewing world-wide. You can view them by visiting http://www.horsesportsonline.com using your web browser.

HSM manages its events and shows in databases. A single database can contain many events and each event can have many shows associated with it. Although technically there is no reason why you couldn’t run every show you are associated with from a single database, it may pose problems with the size of the database from the point of view of backups.

You would also find that, if you run shows in different states and counties, that the same pool of horses and participants differs from state to state. This would mean that you would be presented with a very large list of possible participants to choose from – many of whom would probably not be from that state. This would slow you down and may lead to problems where there are similar names.

We recommend that you plan your database usage carefully taking these points into account.

Each HSM database contains all the things necessary to create and operate an equestrian show. As the diagram illustrates, a database contains – at the highest level – Events, Horses, Possible Participants and 1099 records.

In turn, each Event has multiple Shows and each Horse has multiple (two) owners and so on. Each database can contain many of each of the above things.

To make it easier to run multiple circuits and shows, HSM shares some common information across all Events, Shows and 1099 Records within a given database. These common items are:

• Participant name, memberships and other information
• Horse name and other information
• Association details and scoring points

Note that HSM will not allow you to delete either a horse or participant if they are entered in any show in the database. This is to maintain the integrity of the database.

There is a subtle difference between an "Event" and a "Show" in HSM. An Event is best considered as a way of grouping a series of Shows. It is similar on concept to defining a recurring seasonal or annual event – hence the name "Event". Each Show must be associated with a single Event and the Show takes its name from that Event.

A Show can best be thought of as a particular occurrence of an event. Each Show is uniquely identified by the dates that a particular occurrence of the event is scheduled to occur.

The title on each of the HSM reports is constructed by combining the Event name, location details and the scheduled show dates.

Since HSM treats Shows as recurring events, it is to be expected that re-running a show would be straightforward. The following leads you through the steps required to re-run a show.

To add the new show, select Show/Add... from the menu.

This will bring you to the Horse Show Setup screen shown below. Up to this point everything is the same as if we were creating an entirely new event and show.

Instead of entering a new Show name, select the drop down entry for Show Name. This will allow you to select from the available Events in this database.

Note that if the Event you wish to re-run is not shown, then you may need to locate the database which contains the show you wish to re-run.

The drop down menu will show you the available Events (in our Demo this is the "Horse Sports Spectacular"). Choose the desired event from the list.

Note that, as soon as you choose the event, the show name is set, and the show location is filled in.

From this point forward you can select the dates for the show, select judges, and set charges as with any new show.

The new show will be able to utilise all of the existing Horse and Participant information in that database immediately. See "How do I create a new show using existing data?" on page * for your next step.

HSM allows you to maintain multiple events within a single database. Earlier in this reference, we created a new event as part of creating a new show. Events can also be created and maintained as a separate activity.

To create a new event, select List/Events ... .

You will be presented with the following event definition screen. From this screen you are able to [Find] existing events, create new ones, edit existing ones and delete unwanted events. The fields on this screen are defined in "Setting up a new event" on page *.

You can select from existing events using the [Find] option. This will show you all events contained in this database.

Select the Event you require and click on [Select].

The event maintenance screen will then show the details defined for the event you have chosen as follows:

You can change any of the fields as required. Note that all show occurrences based on this event will be affected immediately you [Save] the changes.

Each event can have multiple shows associated with it. Whenever you start HSM, it will automatically remember and open the last database you used for you. You will still need to select the particular show within that database in order to continue work.

To select a show use the Show/Set Current Show... menu option.

This will then present you with a list of available shows for all events in the database. The show names are constructed by combining the event name with the show occurrence dates so you can distinguish between individual shows and the various events with which they are associated.

In the example above the show has been run three times, we can select the show (usually the most recent) by choosing with the mouse and clicking in [Select].

Note that, after choosing a show, HSM always displays the currently active show on the status bar at the bottom of the main screen.

...

In the example above, the show is the "Horse Sports Spectacular" for 10^th to 13^th October 2002. When ever you set the current show, all changes related to show operations are applied to that show.

Occasionally, for backup and year-end reasons, you will need to create a new show database. One of the most common requirements is to be able to use data from a previous database. To make this possible, HSM provides the ability to "import" data between databases and, for some types of data, between shows in the same database.

To use this facility, you would first create a new database as shown below.

Select File/New Database... from the main menu. HSM will then prompt you for the location where the new database is to be stored, and a name for the new database.

IN the example above, we have chosen "DemoImport" as the name of the database. As soon as [Save] is clicked, HSM will create a new database contining default values for associations and disciplines for you to use. As soon as the new database has been created, HSM will prompt to see if you wish to make this the current database for all following actions.

You should replay [Yes] and HSM will open the empty database for you.

In order to import data, HSM needs to know the show with which the data is to be associated – even if the data will later be shared across all shows (horses and participants).

Use the Show/Add... option on the main menu to create a new show. This will present the following screen.

Enter the name of the event as the show name. In our case "New Show Database Created from Old". As soon as you move from the show name field, HSM will check to see if this is a known show.

If not, you will be prompted to create a new one. If you rep[lay [Yes] then the following screen will be presented.

Fill the screen in with the appropriate information.

When you select [Save], the new event is created and you will be able to create a show relating to that event. HSM will present the Horse Show Setup screen similar to that show below.

As a minimum, simply nominate the dates you wish the show to be run and select [Save]. HSM will now prompt to see if you wish to make the new show the current show.

If you reply [Yes], then you are now ready top proceed to the next step which is to load the database with data from another one. The event and show were required so that HSM could make the correct associations for the data as it is imported.

See the next section.

HSM provides facilities for copying data from other HSM databases into the current database so you can avoid having to re-enter large quantities of information when ever you have to create a new database

To use the import functions, select Activities/Import Data... from the main menu. This menu option will only be available if you have a database open and a current show selected.

You will be presented with the Importing Data screen as below.

The first step is to choose the other HSM database we wish to use as a source for the copy operation. Use the [Find] option for this purpose.

HSM will prompt you to select the directory and from the databases available in that directory. Note that HSM only used the file extension of MDB to do this. It cannot determine the difference between other Microsoft Access databases and its own. If you open a database which was not created by HSM, unpredictable errors may occur and you import – of course will fail.

As soon as you select a HSM database, it is opened and available for import. Notice that even though you have not selected a show name or show dates, you are able to select "Horses & Owners" and/or "Riders, Trainers & Officials" for importing. This is because they are common to all shows within that database.

If you wish to import "Classes & Division" and/or the "Chart of Accounts", you will need to choose from which show in that database. This is because these area ssociated with individual shows. They are not common across all shows in the database.

Using the drop down list, you can select from the available events in the database. Once you have chosen an event, you can then choose a particular show by date.

Now you will be able to select from any of the import options shown as all will be available for use.

If you select all options, the click on [Import], HSM will commence importing the information into your current database as below.

HSM highlights the stage and shows the progress during each import step so you will know how long the operation is likely to take. Note that a great deal of cross-checking an validation takes place during the import process, so it is not a fast operation.

One issue which must be covered is the risk of producing duplicates. HSM does not use either horse or participant names to identify them in the system. This is to allow valid duplicates to coexist in the database. Unfortunately this also means that HSM cannot prevent you creating duplicates when you import from another database – or even if you import twice from the same external database.

HSM is designed to protect its databases in the event of system failure. The technology in use is designed to only apply updates if everything involved in that update has completed correctly. This means that system failures and program bugs have a greatly reduced chance of interfering with the integrity of the HSM databases.

There are situations, when the best software in the world will not help. These include such traumatic events as loss of power during an update, hard disk or network failure or virus attack.

To guard against loss or damage from more serious loss of data we recommend that appropriate backups are taken at intervals before, during and after the show. For this reason HSM provides integrated facilities to manage backup and recovery operations.

There are two ways in which you can backup your data, by creating a backup in another area on the hard disk on the same computer on which you are running HSM, or to a floppy diskette. HSM is aware of the difference and behaves slightly differently depending on which option you choose.

In order to backup a database, HSM needs the database to be selected and opened already.

You can tell which database is in use and HSM always displays the current database on the title bar of the program.

Select File/backup Database... and, since HSM already knows which database to bac up, you will br prompted for a directory location to which the backup will be written.

It is at this point that you may elect to backup to floppy diskette by using the standard Windows "Save in:" option to select the floppy disk drive.

You will notice that HSM suggests a backup file name based on a combination of the database name plus the date (in Year-Month-Day format) and the time (in Hour.Minute format). HSM does this to assist you to determine when the various backup were taken. This is a great aid when recovering a damaged system as it shows the order in which backups were created.

We recommend that you use the suggested name - even though you can change this at this point during the backup process.

Once you have selected a destination directory, click [Save] and th ebackup process will begin.

During the backup, HSM will display a progress indicator to give you some idea how much time is remaining.

When the backup is completed you will receive a message confirming the fact. At this point you have successfully produced a complete backup of your current database.

Creating a back up on floppy diskette (or Zip or LS120 diskette) is a very similar process. To maximise the amount which can be stored on a diskette, HSM compresses the database using the "industry standard’ Zip format. This allows the storage of a large database to a single floppy diskette. In the event that the backup completely fills the diskette, the HSM will prompt for another floppy diskette to be inserted.

In order to backup a database, HSM needs the database to be selected and opened already.

You can tell which database is in use and HSM always displays the current database on the title bar of the program.

Select File/backup Database... and, since HSM already knows which database to bac up, you will br prompted for a directory location to which the backup will be written.

Select the desired floppy diskette (or other removable media). The HSM backup system assumes drive A: and B: to have removable media such as diskettes.

Select the removable drive to which you wish to backup your database, and choose the directory into which the backup file is to be stored.

As in the hard drive backup process (above), you will notice that HSM suggests a backup file name based on a combination of the database name plus the date (in Year-Month-Day format) and the time (in Hour.Minute format). HSM does this to assist you to determine when the various backup were taken. This is a great aid when recovering a damaged system as it shows the order in which backups were created.

With removable media (floppy diskettes), you will receive a prompt to insert the first diskette to use in your backup. You should always label the exterior of backup diskettes so that you can keep track of where backup files have been stored.

When you click on [OK}, the backup processing will commence.

During the backup, HSM will display a progress indicator to give you some idea how much time is remaining. If, during the backup process, the floppy diskette becomes full, HSM will prompt you to insert a second diskette.

HSM will prompt for extra diskettes until the backup processing has completed.

When the backup has completed, you will receive a confirmation as above.

As with a number of data copying processes, tehre are times when HSM will be unable to complete the backup. Typical of these is when you may have to cancel a backup if you run out of diskettes, or a media error occurs.

If you must cancel a backup, HSM will acknowledge the action with a message.

HSM will always warn you if a backup fails to complete successfully. If you receive the above message, you will need to correct the problem preventing the backup, and repeat the process as your backup file is not complete or usable.

The HSM backup function has a complementary function for restoring a backup database. You will see that the restore function does not require that the database you are restoring is selected in HSM.

You can tell which database is selected by the title bar of the HSM window.

To restore a database, select File/Restore Database ... .

HSM will prompt your to select the database backup file from which you wish to restore. Note that, if you have been backing up your data frequently, there may be several to choose from. Knowing which backup to use is an important part of managing your show database(s).

It is always a good idea to have your own system for tracking your backups.

Choose the backup to use, then click on [Open].

HSM will then prompt you for the location to which the database should be restored, and the name to use for the restored database. If you do not change the name, it will be the same as the name of the backup file. This may not be what you want.

In the example, we have elected to rename the restored database so that we can tell which is which. Click on [Save] to save the restored databse under its new name.

When the restore is completed, you will receive a confirmation message similar to that shown above. HSM will then prompt to see if you wish to switch to using the database you have just restored.

If you click on [Yes] the newly restored database will become the current database. You will always be able to determine the current database as this is displayed in the title bar of the HSM window.

The following outlines a suggested procedure for maintaining backups during the life of a given show. It is not the only way in which you can manage your show backups, but reflects good software practice. It is also a good idea to keep a record of which backup matches key point during your show. In this way you will know which backup to choose if the worst happens. The backups suggested are as follows:

• at the completion of show definition (event, dates, charges and judges);
• after show, classes & divisions and schedule are defined;
• at start of each show day (to allow for any work you may have done during the evening or after close of business previous day). This guarantees that you can always restart processing from the beginning of a day;
• every few hours (depending on how much data is being entered) or at lunch time during each show day;
• daily at end of each show day; and
• Final update after 1099 has been updated.

It is recommended that you keep all backups until show has formally closed and official results have all been forwarded. At that time you can delete all but the last in the series.

Note that all HSM reports have the date and time printed in the footer. This, together with the backup naming convention suggested by HSM (during backup), allows you to determine which hard copy reports came from which backup copy of the show database.

HSM has been significantly upgraded to make use of relational database technology to overcome a number of integrity problems experienced previously with earlier versions. In order to use the current release of HSM it is essential that new databases be created. To reduce the effort and difficulty in creating these new databases HSOnline has provided a utility able to convert the majority of the data held in the older files into the new databases. This utility is called the "HSM Converter".

The HSM Converter is a separate program which can optionally be installed. Installation does not interfere with HSM (or any previous version of HSM) and it can be uninstalled when it is no longer required. It is only intended to be used during a once-off conversion, all new show databases should be created using the HSM program itself. Support for the HSM Converter is therefore limited to correcting major errors only. There are no enhancements planned for this utility.

To install and use HSM, you need the following minimum equipment and software:

• A computer with an Intel Pentium (or compatible) Processor of 200MHz or better and a minimum of 64 Mb (megabytes) of RAM (random access memory);
• Hard disk space of:
  5 Mb for HSM Converter programs;
  Allow additional space for your converted show databases;
• CD ROM drive (if installing from CD ROM);
• VGA monitor, SVGA monitor or better; capable of displaying 256 colours is recommended;
• Windows:
  95, 98or Me– you may need to install additional Microsoft Data Access components (MDAC). The installation will warn of this requirement.
  NT 4.0 – Service Pack 5 or higher
  XP – Home or Professional versions.

New computers with XP installed should meet all these requirements.

The HSM Converter, like HSM, uses the Microsoft Software Installer (or MSI). This tool enables HorseSportsOnline to package the software for distribution either on a CD, or as a down-loaded file from their web site at http\\www.horsesportsonline.com. The installation procedure is the same whether the software was received on a CD, or down-loaded as a trail product for the purposes of this manual, it will be assumed that the HSM Converter is to be installed from a CD ROM.

If you are not a regular Windows user, it may be worthwhile to run through the on-line tutorial which comes with Windows. This will ensure that you can manage the basic Windows commands required to complete the installation.

When you wish to install the HSM Converter follow the steps below:

1. Shutdown all programs running on your computer – especially any virus protection software. Some virus protection software can interfere with the installation and other programs may be using files which need to be updated during the installation process.
2. Insert the Horse Show Manager CD ROM in your computer’s CD ROM drive.
3. Go to the Start menu, choose Settings, then Control Panel. Choose Add/Remove programs, the click the Install button.
4. Select Setup.EXE from the HSM Converter directory on the CD ROM. The installation will now proceed.

The installation process should take a few minutes, depending on whether the Microsoft Software Installer (MSI) must be installed first. If the MSI must be installed, you may be asked to restart your system. If so, restart, the start this procedure again from step 1 above.

You will be prompted for the location to which the software is to be installed, and the name of a menu which is to allow HSM Converter to be started from the Start menu. It is recommended that you follow the defaults provided as these comply with all Microsoft recommendations.

There are no registration requirements for the HSM Converter.

The HSM Converter can now be started from the Start Menu. Unlike HSM, no desktop shortcut is automatically created as it is not intended for long-term usage.

HSM now contains significantly more information than earlier releases. As a consequence, some data is created as default, and other data is omitted during conversion. The philosophy used was to try to get as full a conversion as possible so that the show database was as close a match as possible with the old.

In a number of areas, the earlier releases of HSM made various assumptions regarding numbering and relative positions of various data values (Eg Model Classes and Under Saddle classes within Divisions). Some of these assumptions have been found to lead to errors during conversion, consequently, after considerable effort to overcome these problem areas, the conversion process now avoids making any assumptions which could prove incorrect. A down side of this is that it can mean that additional work must be done to the data after conversion in order to produce a working show.

The following sections detail the data which is entered into the new database during conversion.

Shows are now structured differently in HSM, whereas in earlier releases, a show was a free standing definition (of details, judges, charges and dates), in HSM shows are comprised of two distinct parts:

1. Event definition
   Defining the show name, association relationship (name, number and event discipline group), and USA E zone details together with contact address and telephone and WWW & email details. This data is for up-loading when publishing to the WWW.
2. Show definition
   Defines the dates, judges, fees and charges for a particular scheduled occurrence of an event. This is designed to underpin recurring shows.

The conversion process captures data as follows:

Always check the results of the conversion for numerical accuracy.

These are converted during Show conversion. (See above).

There are two options available during the conversion of the Horse-related data from the previous release, these relate to whether or not the owner information is to be included during conversion. This information was not mandatory in previous releases and has proven to be of variable quality in trials of the HSM converter. If the option to include the horse owners is selected then the conversion will first attempt to locate the named person among existing participants and , if not found, will create a participant entry consisting of first name and surname only (other information is not available).

There may be problems in using this option as since any spelling differences will result in duplicate, incorrect entries in the new system. Selecting this option is an individual choice based on knowledge of the quantity and quality of the owner data in the files to convert.

The conversion process captures data as follows:

Possible problem areas exist where values other than those originally specified for the fields in the previous HSM program have been used.

All people and companies involved in the operations of a show are termed "participants". HSM maintains a general "list" consisting of all known participants who can take part in any event/show which is defined in the same database. Care should therefore be taken to maintain accurate participant information to make it easier to re-use the information in many shows.

The conversion process captures data as follows:

Names can be corrupted when multiple spaces exist in them. It is also the case that the converter cannot determine which participants are individuals and which are companies. This must be done manually after conversion.

Always check Social Security Numbers. SSN’s will be required for any participant who will be named as the Taxpayer. This participant will be listed in the 1099 reports.

Since Classes and Divisions reflect the structure of an individual show, they are stored as part of the show, rather than as general definitions common to all shows related to an event.

The conversion process captures data as follows:

Always numerical values such as check prize money and entry fees as these are prone to corruption during conversion. Use the Reports/Final Reports/Division Totals report as a quick way to detect conversion errors. Select all divisions, check "Unassigned classes" and process the report. Errors are characterised by unexpectedly high amounts in prizes and fees columns.

These are converted during Class & Division conversion. (See above).

Schedule files are created by examining the existing schedules and creating new "Ring" definitions and associating Schedules (containing classes etc.) with them.

Conversion proceeds as follows:

Always check schedules as some date conversion problems can occur due to data omitted in previous release of HSM.

The process of identifying show entry details is principally one of matching details already converted to the information in the entry. It is in this area that some incorrect identification of Participants (Riders, Owner, and Trainers) and Horses can occur. This is unfortunately unavoidable due to the manner in which the file system in the previous releases of HSM was implemented.

Conversion proceeds as follows:

Note that prepaid amounts and amounts paid at show are unreliable and should be disregarded.

Class entries are created and associated with existing Show entrants. No checking on the validity of the entry with respect to Equitation or other entry rules is done. Any errors in the entry to the old show is carried forward to the new show as is.

Conversion proceeds as follows:

Printing the Class Order reports is a useful way to check the correctness of this conversion.