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Description

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 the right team is in place 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.

• 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 rollout plan that 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. We also strongly recommend that onboard resources are included in the wider project team and directly involved throughout the project.

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

Scope and Planning

• The scope will be agreed upon during the Sales phase and at the start of the project

• A final timeline and implementation schedule should be based on the final scope as agreed at the start of the project.

• Timelines are based on the assumption that both meetings and workshops can take place remotely. 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. The scope of the project can make some roles and responsibilities redundant.

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.

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

• Adonis will provide an overview of the main modules and present the functionality supporting key workflows within each module.

• As part of the workshops, Adonis will

  • present solutions on how to manage the workflows within the Adonis tool

  • provide suggestions on improvements to the current workflow, taking advantage of the functionality in the Adonis tool.

  • This will be done through demonstrations of system capability and examples using customer workflows and improved workflows.

• Set up and configuration will be based on the outcome of these workshops and 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 the Data Migration through advice, providing templates, and execution of import of core data.

• The data migration strategy is agreed upon 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 Overview

• 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.

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

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

EDIP Principal

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

• Adonis suggests providing 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 the workshops, we will start the configuration process of the system and execute each task together with the 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 users to practice using the Test system independently. To support this process, Adonis will provide homework at the end of each workshop.

• Once the configuration and Setup process is completed, we will execute additional training sessions for the team and support the Customer in a limited payroll run.

Training Documentation

• 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 video tasks and easy online content. These modules are specifically tailored toward end users with the aim to alleviate some of the pressure on the Crewing and Payroll Teams once the system is in production.

Testing and UAT

• All testing requires active involvement by the Customer.

• Throughout the project, testing must be done on individual configuration and for individual deliveries by the Customer.

• To be able to execute any test, it is important to have sufficient data in the system.

• 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 rollout plan, including onboard installations, will be prepared in collaboration with the 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 the full 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 a 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 throughout the project.

Pilot

• We recommend running 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.

Go Live

• Any Go Live should be managed by the Customer to ensure the right operational considerations are taken. It can be done as a staggered rollout or as a “big bang” go live.

• Considerations to be made are:

  • Sufficient testing and UAT

  • The training of shoreside and onboard staff.

  • Possible implications of double data entry: duplication and additional work for the shoreside and onboard staff.

  • High and Low Season

  • Support by Super Users and availability of the Project Team

• In addition to the above, we find that engagement is essential to managing expectations within the project team and the end users. A communication plan for 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 rollout 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 the 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 upon at the start of the project will require Change Management and the issuing of a Change Request.

It must be acknowledged by all parties that 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 Project Board or other Stakeholders.

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 to the project throughout the life of the project and according to schedule.  

• The 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 Adonis Standard Business Hours. 

• Project timeframes are based on having timely access to key resources, information, and expertise within the Customer organization. 

• Reasonable office space and facilities exist to enable Adonis and Customer 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.  

• Backup resources 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 agreed upon during the scope and planning stage. Should a delay in delivery arise due to a lack of Customer attendance or provision of the required information, Adonis will raise a change notice with updated timescales and costs. 

• Customers will answer any Adonis-related queries in a timely fashion so 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. 

• The 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 upon compensation 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.

• Customers can respond and communicate directly to issues by email. No integration on the customer end is required.

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

• Adonis will set up full access to a dedicated area on Teams for the Project Team.