Project Delivery Methodology

This document aims to describe the overall implementation methodology recommended by Adonis to implement the Adonis Software.

Adonis applies an approach where we have a high focus on Workflow analysis at the start of the project, hands-on training and workshops with the customer project team and an extensive test program prior to Go Live.

Key parts of this process are:

• Scope and Planning – it is essential to have a detailed and clearly defined and agreed scope at the start of the project. The scope will form the basis for the planning of resources, workshop schedule and milestone deliverables.  

• Correct Project Resourcing  - ensuring we have the right team to carry out the Project based on scope throughout the lifespan of the project

• Detailed Work Flow Analysis and Configuration– capturing the requirements and providing solutions, working together in workshops and online

• Successful Data Migration – focus on QA of the data and import through predefined templates, import support and testing. There will also typically be a secondary import close to Go Live which may involve a data freeze period, to ensure we have captured all ongoing activities.

• Training – hands-on as part of the workshops, with active involvement from the Customer.

• Deployment and Transition Strategy (Shore and Vessel Deployment)  

• Testing and UAT – Initial testing of individual configuration and preparation of detailed UAT to match customer workflows

• Pilot (Test) run - taking into use the crewing system on a limited number of vessels

• Payroll Parallel run - a minimum of two payroll period parallel runs to ensure accuracy and avoid errors in payroll at Go Live

• Scheduled Roll Out – selecting the roll out plan tha works best for your operations 

• Transition to Operations – ensuring a smooth handover from Project to Operations and into Adonis Support

• Engagement - In addition it is essential for the Customer to manage expectations within their project team and towards the end users. We recommend a communication plan as a key part of managing this as well as including and directly involving onboard and end at the early stages of the process.

• Change Management – Change Management is key to ensuring delivery of project on time and within budget.

Scope and Planning

• Scope will be agreed at start of project

• A proposed timeline and implementation schedule will be provided based on final scope as agreed at start of project.

• Estimated timeline can be provided upon request prior to start of project.

• Timelines are based on the assumption that the majority of meetings and workshops will take place remotely due to continued travel constraints related to COVID-19. However this can be tailored to timings and requirements and Adonis recommends in general a combined approach with onsite visits as well as remote working.

Project Resourcing  

Below is an overview of the roles and responsibilities we would recommend to implement the Adonis solution.

Work Flow Analysis

Process for capturing and confirming our customer’s design and configuration parameters:

• To ensure we accurately capture the design and configuration parameters, Adonis utilizes a combination of written documentation and high intensity workshops involving Adonis and key Customer resources, where the work is executed directly in the Adonis Test system.

• Adonis will provide an overview of the main modules and related workflows within each module.

• Detailed workflows and processes will be provided by the customer, showing the current process in existing or legacy systems.

• As part of these workshops we will provide solutions and suggestions on how to manage the workflows within the Adonis software, through demonstrations of system capability and examples using customer workflows.

• Set up and configuration will be based on the selected solutions.

Data Migration

Adonis recognizes the importance of Data Migration and retaining the integrity of the data during the transfer process. Adonis will support with eth Data Migration through advise, providing templates and execution of import of core data. The data migration strategy is agreed at the start of the project and included in the implementation plan. For more information on possible DM strategies please view: https://adonishr.atlassian.net/l/c/THYVXU81

Training    

Training Approach and Deliverables  

• The Project Team will receive training through the principle of EDIP: Explanation, Demonstration, Imitation and Practice

• Adonis will provide system access to Test at the very start of the project so that the team can immediately start to familiarize themselves with the layout and functionality.

• We will proceed to demonstrate each different module and data group to the Customer project team. As part of workshops, we will start the configuration process of the system and execute each task together with the Customer users in a learning-by-doing approach. As part of the configuration process we will then work with the Customer team to run test scenarios and work through each identified workflow. We also expect the Customer users to practice in the Test system independently. To support this process, Adonis will provide tasks for completion by Customer at the end of each workshop.

• Once the configuration and Set Up process is completed, we will execute additional training session for the team and run a limited payroll run.

• The Customer team will be trained on both shoreside and onboard modules.

• Adonis will also provide the initial round of training for onboard administrators. This will be executed as part of the training prior to Go Live.

Standard training services and deliverables

• Adonis applies a train the trainer approach. Adonis will train the core project team members and administrators to a level where they feel comfortable with executing the tasks in the Adonis system.

• Further training for end users and distributed users within the customers network who are not part of the core project team will be the responsibility of the Customer.

• Adonis provides a range of standardized training documentation for the Adonis system. This will be made available to the Crewing and Payroll users.

• Any training material which is specific to Customer processes will be the responsibility of the Customer.

• In addition to the training that is provided throughout the duration of the project to the core project team, Adonis provides a range of online training modules for the onboard teams and end users. These include videos tasks and easy online content. These modules are specifically tailored towards end users with the aim to alleviate some of the pressure on the Crewing and Payroll Teams once the system is in production.

• Adonis applies both remote and onsite classroom training, depending on the requirements and availability of the customer.
  
  

Testing and UAT

• Throughout the project, testing will be done on individual configuration and for individual deliveries. To be able to execute any test it is important to have a minimum amount of data in the system.

• All testing requires active involvement by the Customer.

• UAT is to be completed by the Customer with assistance from Adonis as required. The testing is conducted to enable the customer to validate that the software meets the agreed-upon acceptance criteria.

• All UAT preparation and requirements must be prepared by the Customer based on their key processes.

Deployment and Transition Strategy (Shore and Vessel Deployment)  

• A detailed roll out plan including onboard installations, will be prepared in collaboration with Customer as part of the planning stage. Please note that once the hardware is onboard the installation of Adonis can be executed remotely.

• The core part of a successful transition is to install and run the Adonis system in parallel with existing systems prior to Go Live.

• We recommend an onboard pilot on a limited number of vessels. Preferably with different operations to ensure we have covered scope.

• This will include onboard, crewing/manning agents as well as end users (crew not onboard)

• We will then run a parallel payroll run where we allow for ample time to adjust as part of the process.

• To avoid double entry period it is possible to prepare an export to your current payroll system from Adonis.

• Prior to and during this period, training will be provided and additional support will be available through the project.

• We recommend to run a crewing Pilot if possible for a limited number of vessels. Please be aware that this will require a limited period of double entry for the organization, which is why configuration should be thoroughly tested in the Test system in advance of any Pilot start up. This is to ensure we avoid a lengthy pilot period or lengthy gap between Pilot and Go Live.

• For Go Live we highly recommend that the full organization goes live together to avoid duplication and additional work for shoreside and onboard staff.

• In addition to above, we find that engagement is essential to manage expectations within the project team and towards the end users. A communication plan towards the whole organization is a key part of managing this. As is including and directly involving onboard and end users in the project team and the preparation of a roll out plan from the very start of the process.

Transition to Operations  

• Adonis aims to carry out a good end to the project, and draw lessons from the project’s outcome by ensuring a structured and formal termination of the project and a good handover to the line organization

• The phase is initiated when the formal Go Live has taken place and the Steering Committee has decided that closure activities can begin, based on a recommendation from the Project Managers.

• A good ending is characterized by an orderly and agreed check  between the project- and line organization, of all deliverables as agreed and according to expectations.

• Considering all project goals have been achieved, the ownership is transferred to the line organization, which means the responsibility for continuous operation, maintenance and possible further development of the products.

• The following activities are a key part of the project end phase and handover to Support

• Arrange and execute project handover meetings internally within Adonis and internally within Customer organization

• Arrange and execute introduction meetings to Adonis support organization for Customer project and Ops teams

• Agree and complete arrears list and hand over to the line organization

• Support implementation of the project deliverables to the line organization

• Update and close the project accounts

• Complete and archive any project documentation

• Update the Project Charter

• Evaluate the project and prepare a final report

• Adonis further applies a transition period of 14-30 days, depending on the project scope to ensure a seamless handover and knowledge transfer between project resources and support resources.

Key project activities and responsibility Matrix

Change Management  

Any changes to the Scope agreed at the start of the project will require Change Management and the issuing of a Change Request.

It must be acknowledged by all parties atht changes to the scope may cause delays and have additional cost implications.

All changes must be approved by both Project Managers – Adonis and Customer. Some Change Requests may require the approval of a Steering Committee or Project Board.

Change Management should follow the below principles:

• Scope: Change requests must be evaluated to determine how they will affect the project scope.

• Schedule: Change requests must be assessed to determine how they will alter the project schedule.

• Costs: Change requests must be evaluated to determine how they will affect project costs. Labor is typically the largest expense on a project, so overages on completing project tasks can quickly drive changes to the project costs.

• Quality: Change requests must be evaluated to determine how they will affect the quality of the completed project. Changes to the project schedule, in particular, can affect quality as the workforce may generate defects in work that is rushed.

• Human resources: Change requests must be evaluated to determine if additional or specialized labor is required. When the project schedule changes, the project manager may lose key resources to other assignments.

• Communications: Approved change requests must be communicated to the appropriate stakeholders at the appropriate time.

• Risk: Change requests must be evaluated to determine what risks they pose. Even minor changes can have a domino effect on the project and introduce logistical, financial or security risks.

• Procurement: Changes to the project may affect procurement efforts for materials and contract labor.

• Stakeholders: Changes to the project can affect who is a stakeholder, in addition to the stakeholders' synergy, excitement and support of the project.

Assumptions and Constraints 

• All identified project resources on both sides shall be readily available on the project throughout the implementation of all activities to achieve target ‘go live’ dates.  

• Customer accepts that the Adonis team will perform their duties through a combination of onsite and off-site activity.  

• All work will, to a reasonable extent, be conducted within standard Business Hours. 

• Project timeframes are based on having timely access on reasonable notice to key staff, information and expertise within Customer organization. 

• Reasonable office space and facilities exist to enable Adonis project teams to work together on-site. 

• Full cooperation will be provided by the suppliers of the systems with which Adonis will create interfaces according to the needs.  

• Resource backup are identified to support the project in case the identified key project resources are not available to ensure project continuity and achievement of set timelines. 

•  Customer resources will make themselves available for Adonis workshops. The required workshops, as well as the identification of Customer stakeholders and attendees, will be done during planning. Should Customer be unable to attend and provide the information required (which results in a delay in the delivery of deliverables), then Adonis will raise a change notice with updated timescales and cost. 

• Customer will answer any Adonis related queries in a timely fashion as to not hinder development. 

• All information and data in existing sources will be made available for the project and evaluated as part of the data migration. 

• Customer has appropriately skilled individuals with knowledge of current and desired Customer business processes or existing systems to attend workshops 

Project management tools used

• Adonis uses JIRA for managing all parts of our projects including planning, progress and work package

• Temporary access can be provided to the customer. Reports will be issued on a regular basis from the tool.

• In addition we use JIRA for managing incidents/issues and additional requests

• The Project team will communicate through and keep track of incidents in JIRA.

• Customer can respond and communicate directly in issues by email. No integration on customer end required.

• Teams/SharePoint is used for document sharing, chat and meetings

• Adonis will set up full access to a dedicated area on Teams for communication via chat, file sharing and arranging meetings. Access requires that Teams is in use by customer organization.