Stages of the choice and implementation of the WMS system

The growing popularity of warehouse management systems is caused by the fact that professional and adaptable WMS, depending on classification and a complete set, provide optimization of all warehouse processes in a flyby mode (acceptance, placement, storage, a complete set of loads and many other things) and also control of work of personnel, technicians, the warehouse equipment. An opportunity to control transactions, to plan them in the automated mode and to exercise operational management on a centralized basis – the serious advantage allowing to reduce costs and to increase quality of work that defines company competitiveness.

Competently to prepare implementation of a WMS system, it is necessary to carry out careful work planning of the automated warehouse and to make a choice for benefit of the supplier of the solution who is most answering to specific features of business.

Preparation of system implementation of management of a warehouse (WMS) can be separated into five key phases: creation of logistic model of a warehouse, determination of requirements to a system, making decision on purchase of a system, selection of suppliers, carrying out tender.

Logistic model of a warehouse

The first step when choosing the automated control system for a warehouse is development of logistic model of a warehouse. Within this procedure it is necessary to define optimal processes and the document flow required under them, to distribute labor resources and resura of the loading equipment, to calculate warehouse productivities for each process area, to predict commodity volumes on a warehouse. The second stage consists in the theoretical description of interaction of a warehouse with external services. Process of creation of model of a warehouse quite difficult and if in the company there are no experienced logisticians, without consultants happens not to manage. Development of detailed recommendations about work of a warehouse and the resolved issue of need of implementation of WMS should become result of this stage.

Determination of requirements to a system

Proceeding from the model of a warehouse created at the first stage it is already possible to define the main requirements to a warehouse system. Namely: how WMS will describe goods and packaging as it will distribute process areas of a warehouse as it will work with documents and reports and also what will be the system interface and opportunities for integration with other software of the company. The final document of this stage - SRD (Systems Requirement Document) – the document containing the detailed description of necessary parameters of a management system for a specific warehouse.

Buy or not?

At the third stage the company should be defined whether it has resources for independent development of the system of management of a warehouse, or she needs to buy already finished software product. In general, the first option meets quite seldom when also the company created other accounting systems independently. Most often the companies address suppliers of WMS solutions.

Choice of suppliers

Suppliers (or vendors) WMS systems can offer as service on development of systems to order, and to sell already ready-made solutions requiring small additional tuning. When choosing the supplier it is necessary to be guided by such criteria: as far as its product conforms to requirements of the developed warehouse model, the functionality as far as a system will be simple for personnel what ROI and effect of implementation she assumes is how broad and also the supplier and what level of service he offers is how stable. Use of consultants allows to resolve issues of vendor interaction effectively.

Thinking of functionality of a system and its future reference it is necessary not to forget about its flexibility. If your business changes whether the WMS system will continue to support your warehouse transactions? How easy will be this transition? Whether, for example, the problem of use of RFID technologies will be successfully implemented if it is required further?

Tender

Then it is necessary to make the tender invitation on the basis of SRD developed on the basis of logistic model. The tender invitation is sent to the suppliers selected within the previous stage. The companies within the tender need to be estimated by the following parameters: reputation, prestige of a product, experience of implementations, an implementation technique, localization of a system (for foreign suppliers), conditions of service, terms and implementation cost, a possibility of additional tunings of a product, the total cost of licenses and implementation.

Today's market dictates severe conditions, and effective work requires a command of high qualification that means obligatory presence at supplier company of the solution of the worked system of broadcast of knowledge, the working system of problem definition and the internal reporting.

Not the first year, the question that professionalism of the supplier of WMS should be complemented with professionalism of a team of the customer is also more and more actively brought up. With confidence it is possible to tell that practically each supplier with serious experience had precedents when with change of a command the project was frozen, or absolutely stopped for replacement of the solution by more usual to the new operational guide of the customer. And it means that only joint work allows to minimize project risks. It is important that the customer accurately understood an ultimate goal and priorities of the project. For some performance improvement of personnel, is important for others – reduction of quantity of the made mistakes to the set value. Even in the list of the same purposes different priorities can be set that will globally define different approach to implementation of functionality.

During automation of a warehouse one of the major components - methodology of maintaining the project is often underestimated. In fact, it is the organization of activity of all participants of process at different stages of the project defined at the level of an implementation methodology of WMS supplier company of the solution. As a result of such underestimation, there can be most different difficulties: from inefficient communications before failure to meet time constraints of all project or its separate stages. Taking into account that in the conditions of the Russian reality terms are also so quite often transferred by customers because of unavailability of an object, the failure to meet time constraints potentiality from the supplier can lead to tightening of the project to such an extent that at implementation other functionality will be required already absolutely. It is known that at the developing enterprise of requirement change in time, and only the adherence to deadlines can act as one of guarantors of compliance of the implemented solution to a current status of a warehouse complex.

The structure of works can strongly vary depending on specifics of the project and the used equipment. However, if to speak about the most widespread scheme of project implementation of automation of a warehouse, then it consists of the following items:

1. Determination of the purposes and priorities of the project

Most often, collaboration in this stage takes literally 1-2 days. But it is preceded by a lot of work on the party of the customer which result are the main requirements to the automation system and project deliverables. At the same stage already there has to be information on key users and structure of a project team with accurate cast. It is necessary to study a project team of the supplier and special attention to pay it to hierarchy. The fact that in it there has to be a project manager to address on any question – it is known. It is also desirable that the curator of the project, for example, one of top managers of the company was a part of a project team.

The typical circuit of a project team of the contractor looks approximately so:

The technologist of the project undertakes functions of monitoring on compliance of an assigned task to the end result and takes part in key stages of the project. Employees of the customer approve the changes of functionality which are directly affecting technology of cargo handling with it and the technologist if it is provided by the project, executes process design. The technical coordinator supervises the processes connected with integration into IT infrastructure, setup of the equipment and modification of functionality.

The consultant undertakes tasks of a software setup and training of representatives of a warehouse from the customer.

It is quite possible that with the assistant to the technologist, the junior consultant, developers and hardware specialists customer representatives even will not interact directly, but to be convinced available at least the developer and hardware specialist it is just necessary.

Also it is important to remember that there are no comprehensive solutions. If the contractor convinces you that WMS – a system can do everything, and without development - ask to direct and apply to the agreement or technical specifications a complete description of WMS - a system with a matrix of settings. It is quite logical that if so complete solution, then all standard functionality is well documented, and the customer will easily find in it opportunities which are necessary for it.

2. Collection of data on work of a warehouse complex

One of the simplest stages calculated approximately for 3-5 days. If the "boxed" solution is purchased, then data collection is necessary for scoping of completions. At adaptable WMS, the stage is required for implementation of Concept Technologies of cargo handling of "as is" or "as is". Surely ask the supplier of the solution to provide at least general information on specifics of processes which he received as a result of such data collection. Any stage should have accurate result, otherwise it is uncontrollable work which can develop into violation of terms of the project. Also we will note that data collection cannot be executed only by representatives of system provider of management of a warehouse. The customer's employees also should show an initiative and provide necessary information on specifics of the work. Interviewing of key users is for this purpose carried out.

3. Formation of technical specifications (design of settings, concept of settings, etc.).

Practically each supplier has WMS – systems the format of what can hereinafter be referred to as the technical specifications (TS) or design of settings is used. From the used standards and the detail level of the document, stage duration depends (from 1 day to several months). By and large, for the customer at this stage the main task – to receive the structured document with the due level of study of transactions, and corresponding to the current agreement and initial arrangements with the supplier. At the same time, special attention needs to be paid to the level of study of terms of reference as the cost of works also depends on it. In particular, some suppliers are ready to write free of charge terms of reference, and others will ask more than one million rubles.

Besides, some suppliers instead of terms of reference can send the functional description of a system, and others will spend half a year for the multilevel description of processes with the highest extent of detailing and several hundred pages of the accompanying text. Of course, it is always possible to select "golden mean" in the form of the formalized processes implemented in a notation of the operational level clear to the parties accompanied with the text description from which it is possible to understand unambiguously functions of a system within each described transaction.

Also it is necessary to remember requirements to the equipment and the software. It is possible speak about "minimum requirements" and "free software" infinitely, but really it is possible to predict these parameters only on condition of understanding of complete amount of data about the functionality involved in the project.

4. The WMS setup - systems

The WMS setup – systems is made on the basis of approved by terms of reference, and most often executed in the remote mode if terms of the contract do not mean other. Stage duration – from several days to several months. If the supplier of the solution has accurate classification of projects by complexity, as a rule, the planned setup stage duration approximately for 80% corresponds to the fact.

It is necessary to pay attention to a payment type of works. If it is about the fixed price, then the supplier undertakes all questions on implementation of functionality, including involvement of additional specialists – if only to be in time to the set term.

As a rule, at similar works several specialists are involved. For example, for setup of rules of merchandising or data loading on topology consultants, are used for implementation of reports – reporting specialist, for integration into the equipment – hardware specialists, and for completions in a system – developers.

As soon as setup of one of processes comes to an end, it takes technical tests and is given to the consultant of the project for composition check of compliance of a logical part. Thus, the project can be distributed on four or more employees working in the parallel mode. Synchronization of activity of participants of a stage – a task of the project manager who works with the customer.

5. A stage of an acceptance of a prototype of WMS – a system (testing)

Warehouse management system – the difficult software product incorporating a large number of components and subsystems. Nevertheless, at end-to-end passing of processes it is always possible to understand as far as there corresponds the received product to the available technical specifications.

Already written technical specifications (if it contains the step-by-step activity description), but in certain cases when the chart of merchandising is quite difficult can act as "test script", it is better to make the separate document approved by the parties. In fact, at this stage all visible problems which the parties faced should be revealed and closed. Besides, in addition to problems, at the same stage some parts influencing expansion of the budget and terms of the project usually become clear. Especially it concerns the specialized functionality developed under specific objectives of the customer and taking into account special specifics of activity of the company.

From there is a simple output: it is necessary to select the supplier with already available experience in required or similar area. The main objective of this stage – to be convinced of operability of a product at the level of end-to-end passing of processes. Reveal the hidden defects it will not turn out as WMS - a system can work even several months without manifestation of visible problems. It is necessary to have a stage of trial operation for the solution of such task and a free guarantee from the supplier of the WMS solution.

6. Training of service staff of WMS - a system (the administrator of WMS)

As the warehouse management system is among critical for business, presence of one or several specialists in its service and the solution of operational issues – need. At some customers such functions are undertaken by the different staff of IT - division, others have selected specialists, but need of training from it does not disappear.

Number of the employees participating in training or trainings, the accurate program with the schedule on days and also testing (certification) of specialists with issue of the confirmatory certificate – important nuances which need to be specified and studied at the earliest stages. It is also necessary to understand that not always the training course is included into the original offer. If this is so, then separate money is taken for trainings.

From the supplier of WMS, the specialized resource having due experience and qualification usually is involved in training of technicians of the customer. It is optimal to carry out learning process at office of the supplier, in specially equipped premises, by the equipped projector, the test equipment (radio terminals, access points, printers of labels, etc.) and also the installed system allowing to show specific situations.

To understand gravity of supplier company, at a stage of the first negotiations it is possible to specify who exactly provides training and what confirmed experience (how many the trained specialists, successfully underwent certification) on its account what distributing material is issued to students, and is how exactly held testing (certification).

7. Preparation of a warehouse

Preparation of a warehouse for start of WMS – a responsible and multistep stage. In its framework check of functioning of the equipment, installation of the tested system at the customer's capacities is executed, and the complex test for operability of a hardware and software system is made. If the configured WMS - a system was tested not in a real warehouse, then within the same stage marking of places and zones of a warehouse is made. Duration of a stage averages five working days.

Amount of works on this stage can differ. At some suppliers setup of the equipment is made by the engineer on departure, at others will be relied on consultations and maintenance of this process. The choice depends on the customer and his current demands. At deficit of a resource, it is possible to request complete setup of the equipment by forces of the supplier of the solution. In the presence of a resource, it is better to request consultations and maintenance as after training participation in preparation of a warehouse will be good practice, and setup of the equipment under supervision of the professional specialist will allow the employee of the contractor "get the hand" and get initial experience.

8. Key user training of a warehouse

It makes sense to make key user training directly in a warehouse where all preparatory work is already completed, marking is made and also functioning of infrastructure is provided. At once be prepared for the fact that training should be made with a separation from production, and requires complete employee involvement in process. Existence of instructions, cards hints and other distributing materials – serious advantage. Employees should not receive material only in an oral type. You should not forget also that after obtaining necessary knowledge by the key user, he should provide their transfer to other employees and check quality of work on the section.

Even if during training there are all warehouse personnel, responsible persons for correct transfer of experience should be all the same defined. Training – process not one-time, and here participation of the supplier – a temporary measure which has the beginning and the end. Further regulation of this process – the important task directly related to safety of business. Unfortunately, personnel departments sometimes do not pay due attention to this fact that leads to deterioration in work of personnel at staff rotation and also to distortion of the initial data obtained from the staff of WMS supplier company.

Further stages of trial operation and also warranty and technical support of functioning of WMS – a system will follow.

Let's not stop on how to select the supplier of WMS for project implementation. Similar information can be found in the Internet on many information resources today. Let's note only that, as it is necessary to approach the matter most responsibly. It is connected with an extensive range of the companies working at the Russian WMS the market. According to experts, at this segment there are more than 50 Russian and foreign organizations. Unfortunately, not each supplier of WMS solutions is ready to offer a full range of services, in other words today – the "turnkey" project and also extensive project experience and proper qualification.

Besides, in spite of the fact that many potential users consider all by WMS – systems identical on functionality and appointment, it is necessary to understand that warehouse management systems have the classification. At least, they can be separated into the solutions of basic level, the so-called "boxed" systems with the set feature set and adapted, allowing to adapt to business processes of the specific customer both at the time of implementation, and in the long term at the expense of a possibility of expansion and additional tuning of their functionality. The choice for benefit of this or that company integrator which will be engaged in automation of a warehouse also should depend on it. In case it is going to implement professional adaptable solution, the option will be logical if the company with experience with such class WMS - systems is engaged in the project.

Summarizing all aforesaid, there is a wish to note once again that in modern conditions the project of automation of a warehouse based on WMS – systems for each company is unique. Without the complex approach considering all subtleties of business of each separate organization, implementation of modern high-tech solutions, most likely, will not bring the expected results. In order that risks were justified, and automation of a warehouse using WMS took place effectively, is necessary not only "software" and promises "make everything that the customer", but also project experience and sufficient will tell qualifications of the specialists performing implementation.