Your guide to switching to Voyager. Change management plan

Transcription

1 Your guide to switching to Voyager Change management plan

2 Welcome to GNS GNS is the world s leading supplier of navigational information. We supply more than 20% of all British Admiralty products and services used onboard vessels worldwide and support our customers with comprehensive service and support day and night. This document sets out the change management process for switching to Voyager. You can contact a member of your GNS service and support team, 24/7 by phoning or ing on the numbers below: GERMANY de.customerservices@gnsworldwide.com tel: +49 (0) GREECE gr.customerservices@gnsworldwide.com tel: SINGAPORE sg.customerservices@gnsworldwide.com tel: UK uk.customerservices@gnsworldwide.com tel: +44 (0) Contents Welcome to GNS 2 How to get help with your Voyager installation A smooth transition 4 Step by step plan to help manage the switch Risk assessment 6 Potential risks and mitigation Instructions for crews 8 Simple guide for your crews Your questions answered 9 Commonly asked questions and answers Glossary of terms 10 Your Voyager checklist 11 Use this list to help to make sure you have everything covered A full switch takes as little as 7 days and is completed in 6 steps from start to finish. GNS manages the onboarding of hundreds of customers to Voyager every month. 2 3

3 A smooth transition Our goal is provide your vessels with a smooth and effortless transition to Voyager. We have developed a structured approach which has been honed and refined over many years and thousands of vessel installations. Six simple steps ensure vessels are ready to use Voyager as quickly and easily as possible. Step 1: Confirming your requirements The first step is to confirm your requirements including which Voyager services you require for each vessel. These requirements are set out in our Agreement with you. Step 2: Pre-installation We will ask you to provide the current list of paper charts and publications and digital publications held on board each vessel. This list will be used to check any records we have and ensure that that each vessel receives the correct updates for their holdings. Where possible we ask that you provide inventories in excel of CSV file rather than PDF. AVCS and Primar ENCs are detailed in each vessel s permit file so there is no need to supply this information. We will also ask you to check and confirm that all PCs and Windows Operating Systems in use across the fleet meet the Voyager system requirements. This helps to minimise any potential installation issues on board. The recommended system requirements for Voyager are as follows: Internet connection Computer Processor Computer Memory Hard drive Screen Resolution Printer (for paper NTMS, blocks and tracings) 3G, GPRS, Broadband, Wifi or Iridium Openport 2 GHz Dual Core 4 GB 20 GB 1366x768 pixels or higher Colour inkjet We strongly recommend that you advise crews that they will be switching to Voyager and when that change will take place and what to expect. Step 3: Subscription activation As soon as we have your inventories and confirmation that PCs meet Voyager s system requirements, GNS will despatch the Voyager software to the vessel and send the activation key by . Voyager software is sent using DHL and tracked to ensure receipt. A single licence key unlocks all the Voyager services you have requested for each vessel. From this point onwards we will begin sending updates to the vessel on a weekly basis so that when Voyager arrives with the vessel and is installed onboard the vessel will be able to up to date it to the current week. Step 4: Installation The Voyager software application is supplied on both DVD and USB stick for easy installation. Installation is usually very straight-forward and takes less than an hour from start to finish. We recommend you install Voyager on both a main and back up PC in case of hardware failure. As with most software applications, crews will need to have admin rights in order to install Voyager on board. If this is not the case then you will need to get your IT department involved to either provide admin rights to the crew or to oversee the installation. If using method to get updates you will need to address. If you are using the web method to get updates then the appropriate ports will need to be opened in the firewall. Step 5: Voyager Sync Once Voyager is installed, we ask vessels to synchronise it with our GNS system to ensure both systems are completely aligned. It also tells us when vessels are ready to start using Voyager. Step 6: Switch complete Once Voyager is set up, its just a matter of the crew getting started by using Voyager to get updates, plan routes, place orders for paper and digital products and other task. The Voyager How to guide provides step-by-step instructions for how to use Voyager to help crews get started. There are also a series of How to videos included on both the Voyager USB and a separate DVD in the Voyager media pack. At any time crews can also contact the GNS customer service team to ask questions and get help on how to use Voyager. You may want to include a period of parallel running if vessels have an old navigation software solution on board. Switching to Voyager key steps Confirm requirements Once you have decided on Voyager, an agreement is made between the customer and GNS specifying the Voyager services to be supplied and to which vessels Pre-installation You supply GNS with the full navigation inventories for each vessel making the switch and confirm PCs on board meet Voyager s recommended requirements. Subscription activation Vessels inventories are loaded into GNS s system, Voyager software is despatched by DHL and Voyager permits are sent to the vessel by . Voyager installed onboard Vessels install Voyager on up to two on board PCs. GNS team is on hand to support the crew with any questions or issues they may have. Vessels sync Voyager with GNS s system Users synchronise Voyager with GNS system by clicking the Voyager Sync button on the home screen, download first updates and plan first routes and order first products. Switch complete You terminate your old navigation software and updating agreements and old services are switched off. 4 5

4 Risk assessment We have extensive experience of helping shipping companies switch to Voyager. Our risk register is based on thousands of installations over a number of years to help to ensure a trouble free switch for your vessels. Intrinsic risk score Final risk score No. Project stage Risk Sev Prob Risk Mitigation Se Pr Risk 1 Pre-installation Vessel inventories not provided to GNS for preloading Close liaison with customer to ensure understanding of the importance of inventories in the process Pre- installation Voyager software late delivered to vessel DHL tracked consignment sent ahead of time to meet the vessel Potential delivery to vessel if calling at GNS hub port or download via VSAT if available. 3 Installation/set up Installation fails due to PC configuration Audit of onboard PCs before roll out Voyager works with low spec PCs on Windows XP onwards Installation/set up Users fail to install Voyager software Communication with crew pre-despatch of Voyager software to advise of the change and the associated benefits by both customer and GNS Monitoring and reporting to customer of installation progress across the fleet Follow up from GNS customer service and where appropriate, the customer, to ensure vessels install in a timely way to enable old solution to be switched off 5 Use/ Maintenence Users fail to Sync Voyager with GNS systems Clear onboarding instructions for crew to take them through set up and initial important tasks including Voyager Sync and first download of updates Use/ Maintenance Users do not embrace new solution and are not ready when old software switched off Provision of very clear and simple guide to how to use Voyager to support navigation tasks Ongoing monitoring of each vessel s usage of Voyager for updating, ordering and other tools Proactive encouragement by GNS Customer Service to use Voyager to undertake key tasks Vessel visits by GNS personnel should crews continue to struggle to get started

5 Instructions for crews Your questions answered The Voyager installation guide provides guidance for crews on how to install and get started with Voyager. For ease this is also summarised below. Receive Voyager software and activation permit on board Crew receive an providing their Voyager activation key and advising that their Voyager software has been despatched. If vessel is set up to receive updates they will now start to receive these. These should be saved until their Voyager software arrives via DHL. Will my update supply be interrupted when I switch to Voyager? We will despatch your new Voyager software to the vessel as soon as your requirements are confirmed and we have received details of the vessels holdings. We will also send the Voyager permit key by at the same time. To avoid any interruption of supply, GNS recommends a short period of parallel running with your old navigation management software before terminating your agreement/switching if off. Most navigation providers understand and will accommodate this requirement when you switch. Is there a user guide to help crews to get started? Yes. Voyager comes with a simple how to guide that takes crews through how to use Voyager for weekly and other common tasks step-by-step with pictures to illustrate the process. This guide is also available on our web site at Install Voyager on bridge PC using the Voyager installation guide Install updates to bring Voyager up to date On receiving the Voyager software on board, crews install it on the main back of bridge and back up PCs by following the installation instructions and using the activation key they have received by . Crews bring Voyager up to date by following the instructions on page 5 of the Voyager How to Guide. Will GNS install Voyager for us on board? GNS will visit vessels to help with onboarding where required, however, this shouldn t be necessary. Voyager has been designed to install and set up quickly and easily on any PC meeting the specified recommended requirements. All the crew will require are admin rights to the onboard PC to permit them to install software. What options are there for training? Voyager has been designed to be very intuitive so crews need less support from traditional help desk services and most can be fully self sufficient in no time. To help them get started GNS provides a How to Guide which provides step-by-step instructions on how to use Voyager to support navigation on board. We also provide free copies of Voyager for maritime colleges and crew training facilities and can run train-the-trainer sessions should these be required. Do the first Voyager Sync Get started using Voyager for navigation tasks using the Voyager How to guide Crew Syncs Voyager with the GNS system by following the instructions on page 14 of the Voyager How to Guide. Sending a Sync update ensures that GNS s systems are correctly synchronised with Voyager onboard and the vessel receives the correct updates each week. How does Voyager know which products the vessel requires updates for? As part of the pre-installation process, GNS asks you to supply the latest navigational product inventory for each vessel switching to Voyager. This inventory is loaded into the GNS system so that the right updates can be delivered to the vessel. What is the Voyager Sync? Sending a Sync update ensures that GNS s systems are correctly synchronised with Voyager onboard and the correct updates are sent to each vessel each week. When a vessel has completed all necessary updates and documentation, it should send update GNS by sending the Sync update. To do this, all you have to do click on Send a Sync update on the Voyager home screen and follow the instructions on screen. Crew is now ready to plan their first routes and get access to their first products using Voyager following the step by What is Voyager Instant Permit? step instructions for each task in the How to Guide. Voyager Instant Permit is the name for the Voyager service that sends ENC orders directly from Voyager to the UKHO s ENC permit system. This enables you to get very fast access (usually within 10 minutes) to ENC permits whenever you need them. This service is available to all Voyager users. If you would like to activate Voyager Instant Permit please contact GNS. 8 9

6 Glossary of terms Your Voyager installation checklist This guide uses a number of acronyms, many of which will be very familiar to you but for absolute clarity explanations are provided below. Use this simple check list to help ensure a smooth transition to Voyager for your fleet. Term AVCS ADP AIO ENC ECDIS enps GNS PRIMAR Voyager Voyager Instant Permit Voyager Open Permit Definition Admiralty Vector Chart Service (official ENC Service) the ENC service from the UKHO. Admiralty digital publications - digital versions of the paper Admiralty List of Lights, Radio Signals, Tide Tables and Tidal Stream Atlases. Admiralty Information Overlay - a proprietary data layer produced only by the UKHO to provide global Temporary and Preliminary Notices to Mariners as an overlay on ENCs as well as the UKHO s own quality checks of ENCs produced by national Hydrographic Offices worldwide. Electronic Navigational Chart - digital chart produced on the authority of national hydrographic office for primary navigation in ECDIS. Electronic Chart Display and Information System - type approved hardware and software solution for the display and use of ENCs for navigation/voyage execution. Electronic Navigational Publications - digital versions of Admiralty Sailing Directions and other non trading specific publications in the Admiralty series such as Ocean Passages of the World, the Nautical Almanac and the Mariners Handbook. Global Navigation Solutions Limited - the world s leading provider of navigational solutions A provider of global electronic navigational charts (ENCs) and an alternative to AVCS. Back of bridge software solution provided by GNS. Used by mariners to manage paper and digital charts and publications, plan and optimise routes, update NtMs, and manage compliance across the fleet. The name for the Voyager service that sends ENC orders directly from Voyager to the UKHO s ENC permit system. This enables you to get very fast access (usually within 10 minutes) to ENC permits whenever you need them. The GNS Pay as you Sail service which enables ENCs to be opened and viewed an unlimited amount and only charges you for the ENCs vessels actually sail through. PRE-INSTALLATION INSTALLATION POST INSTALLATION PCs on board confirmed as meeting Voyager recommended requirements Vessel inventories provided to GNS in CSV or Excel format Vessels have admin rights for nominated Voyager PC onboard or Company IT department is able to manage the installation remotely Crew notified of imminent Voyager software implementation including instructions for crews and GNS support and telephone contacts. Note: GNS will also send this information to each vessel by at the same time Voyager licence key is sent. Company IT department instructed to to the white list to enable updates, digital product permits and other operations critical information to be ed to vessels on a weekly basis. Crews are aware of and telephone contact information for GNS 24/7 support. Crews have successfully received Voyager licence key by and Voyager media pack (software DVD) via DHL. Office team have received confirmation from GNS that vessels have successfully installed Voyager and are able to get updates, place orders and plan routes

7 Designed by mariners for mariners