Guidelines to get a successful WMS implementation (Part 2)

Guidelines to get a successful WMS implementation (Part 2)

Last week I went over the organizational issues you have to consider in order to get rid of the emotional obstacles that could hinder a successful WMS implementation. This week I will talk about the planning aspects of WMS implementation and the process associated with a successful implementation.

Planning aspects of the WMS implementation

The implementation of any software should be treated as a project, and a Warehouse Management System is no exception. The Project management Institute (PMI) guide clearly defines planning as one of the most critical phases of any project. For a WMS implementation, we recommend to including following tasks in the planning phase:

Definition of the implementation team: Define who will be the project leader, the installation leader, the IT and administration representatives, and the person who will monitor performance after the deployment. Including an advisor from the supplier is also recommended,  since they have been through multiple implementations and can anticipate potential shortcomings.

Warehouse organization: The identification of racks and bins is crucial for the WMS implementation. It does not make much sense try to organize a warehouse management if the allocation of products is random. This involves three steps:

• Determine the layout that best suits your operation (L-Shape, cross aisle, etc.).
• You need to three-dimensionally identify the storage space in your warehouse. In “Warehouse layout design and rack arrangement” we cover ways to define a warehouse layout.

• Establish the best picking route to optimize operations.

Develop timeline for the implementation: Make sure you set realistic time frames aligned with the corporate goal. One thing the COVID pandemic taught us is that anything can happen, especially when implementing a complex software solution like a WMS. Be sure to add contingency time to deal with the unexpected.

Write the procedures for the new WMS: This document is very important as a guide for the warehouse and administration personnel.

Run the training program: As mentioned in the first part of this series, this involves written guides, training seminars and hands-on workshops. The goal is for the personnel to understand the advantages of the new system and become familiar with the new forms and processes.

Purchase necessary hardware and software upgrades: If the new solution involves additional equipment such as scanners, handheld devices or additional modules in your ERP system, make sure they are in place before implementation begins.

WMS Implementation aspects

When the planning phase is over it is time to start the actual implementation. The detailed activities associated with the actual execution of the project, vary widely depending on the company; but below we list those that, in our experience, are common to any company and that are critical to a successful WMS implementation.

Software Installation: There are several steps associated with the actual installation:

• Upload the software to your hardware (if it is a desktop WMS) or connect to the cloud and download the appropriate agents to your server (if it is a cloud solution).
• Migration of your basic database to the new system: employees, customer list, etc.
• Assign user IDs and privileges to employees.
• If your system allows integration with third parties such as ERP, CRM, EDI or any other system, make the connections.
• Test the overall solutions with fake data to make sure each module is working properly and communicating with each other. Normally, issues will arise that require adjustments, adaptations or even customizations. This activity is the one that takes the most time and we recommend that it be carried out by dedicated staff. Given the length and cost of this activity, management may sometimes decide to skip this phase and test with the live data and the system online. We strongly recommend NOT to do that. As I said before, issues will arise and, if you are alive, it could result in serious losses.
• When the test phase is complete, or at least in an acceptable completion state of completion, you can go live. To do this there are two things that must be done:
  • Have and updated inventory with the location of the products in the storage space.
  • Upload or import inventory data to the new system.

We suggest doing it on a non-working or off-peak date.

• Monitor performance and fine-tune the process: Once you are working in real time, we recommend that you allow time for the system to reach optimum performance, before concluding the installation phase
• . It is advisable to maintain a support contract with the supplier to promptly deal with eventual problems or inconsistencies.

I hope this article has been helpful to you. I will continue to post information related to warehouse management, distribution practices and trends, and the economy in general. If you are interested in this article or want to learn more about Laceup Solutions, please subscribe to stay updated on future articles.

There is a lot of relevant information on our channel. Check out this video on WMS implementation.