28 November 2021

Why is Project Management so important for the implementation of WMS?

28 November 2021

The success of the project largely depends on the technology provider’s experience in planning and execution.

After realizing that your warehouse needs technology to better manage processes and resources, you have decided to implement the WMS system. Now, you are in the supplier evaluation phase, identifying the features of each model, and checking if the software is integrated with your company’s ERP and the automatic systems used. But is it enough to only analyze the operational part of the system to ensure the expected results? The answer is no. Without a good implementation project, there is no guarantee that the software will be used correctly. Therefore, when evaluating suppliers, a fundamental aspect to consider is their expertise in Project Management.

Acquiring and using new technology might seem simple, but when it comes to WMS, it is a complex process. This is because when a company deploys the software, usually a requirement is that the system is installed while the operation is ongoing. As they say, it’s like “changing the tires while the car is moving.” Therefore, the software provider must pay special attention, in addition to having experience and a good team, so that the implementation occurs in well-defined phases, where each step will be completed only if everything is going well. For this to happen, it is important to conduct a good survey of the company (its area of activity, its logistics processes, its organizational culture, and available infrastructures), as well as offer employee training and apply tests before going live.

And there’s more: it’s not just about doing a good implementation project, but also about offering good support, meaning the relationship between your company and the WMS provider must be as good as possible, after all, it will be years of partnership. According to a survey conducted by the Fraunhofer Institute, over 80% of WMS providers state that the average usage period for their WMS is ten years or more. This means that, when choosing the supplier that will best meet your business needs, you also need to check how communication between the two companies will be after the WMS implementation.

To help you better understand and be ready to make the right choice, we will detail some points that need to be observed below.

Project Management Methodology

The implementation of WMS requires a series of investments, both in infrastructure and in acquiring the license for use and the remuneration of the development and implementation team. It also takes time to start functioning. How to ensure compliance with the previously defined deadline and budget? The key is to have a good project management methodology. If you already have the expense forecast and ensure that they will not exceed what was planned, as well as the estimated time for implementation, everything is simpler.

So, when you contact a WMS provider, find out more about how their projects are conducted, if there are experienced professionals in Project Management on the team, as well as experts in Logistics. The implementation of WMS depends not only on IT knowledge but also on a holistic understanding of your company and its needs, hence the importance of an interdisciplinary team. The WMS provider will plan the implementation, monitor the entire process, set goals, support warehouse employees, map performance, and identify improvement points, suggesting necessary adjustments.

Having a good Project Management methodology is, therefore, the fundamental basis for the successful implementation of WMS. It is important to remember that the software introduces a new way of working in the warehouse, which aims to increase performance and optimize resource management. Therefore, employees need to be familiar with the system and the tools used with the WMS, such as the radio frequency collector (RFID). And, for this, it is essential that the software provider makes a team available to be present at the DC, train operators, and answer all questions. In this sense, a recommendation is to ensure that your warehouse has on-site support, before, during, and in the first days after distribution.

Planning

If the company supplying the WMS has a good Project Management methodology, it is very likely that the planning will be well executed, paving the way for the expected results. It is during the preparation phase that you will provide all the data about your operation and hold important meetings with the IT company. Therefore, you cannot miss the opportunity to convey the information in full, explaining all the specifics of your operation and the goals you want to achieve with the WMS.

To develop the software according to your company’s specifications, the provider must have accurate data on its operation, such as warehouse items, storage standards, process flow, among others, so that the system can make decisions effectively and assertively. So an important tip is not to leave any detail aside, even if it may seem like you are being too demanding. In fact, the more data is shared, the better the planning and execution of the project will be.

It is also during planning that your company and the WMS provider sign the SLA (Service Level Agreement). This document will give you guarantees that everything previously agreed upon will be respected. It contains measurable and clear information on all contracted services, such as: service level objectives, commitment terms, contract terms, and technical support. It is through the SLA that you ensure that the relationship with the WMS provider is transparent and productive, generating the trust necessary for the partnership to establish.

With good planning and efficient project management, the chances of success are great. Discover the most important steps in a WMS distribution plan:

Briefing: the moment when the client shares information about their business, exposes their needs and expectations;
Preparation of a general delivery schedule;
Project planning, with the definition of phases and respective deadlines;
System development;
Infrastructure preparation;
Team training;
Tests to verify performance and security;
Go live: start of operation with the new software.
Post-implementation: what to consider?
Now that you know what to expect from the company in terms of planning and execution of the WMS distribution project, it is time to talk about support. Certainly, what is expected when purchasing new technology is to use it for a long period of time, after all, it is a high investment. In this sense, the company providing the system needs not only to guarantee its periodic update and openness to further adjustments to be made (if necessary) but also to have a good communication channel to offer continuous support.

Given the complexity of intralogistics management, it is common for problems to occur. However, what cannot happen is a delay in responding to support requests. If there are delays in response or correction of any failure, your company can suffer losses, as the operation cannot stop. Therefore, it is extremely important that the WMS provider offers a high level of support, which means being agile and decisive in meeting requests. The faster the service, the lower the chances of the operation being compromised. Additionally, it is also worth evaluating the communication channels offered by the IT company (email, phone, Web Service, Forum, etc.), analyzing if they meet your needs.

In short…

During the evaluation phase of WMS providers, do not forget to include among the requirements the company’s experience in Project Management, that is, it is important to consider:

1 – Design and what is provided in the SLA;
2 – If the system provider’s team has specialists in both Project Management and Logistics;
3 – The project management methodology adopted by the IT company;
4 – The phases of project implementation, evaluating if they include alignment meetings, infrastructure and warehouse preparation, team training, tests, as well as face-to-face support before, during, and in the days following the system implementation;
5 – Type of support offered: communication channels, deadline for responding to requests, and support team.

And don’t forget: the technology you are acquiring must be ready to serve your business today and in the future. Always choose the WMS provider aligned with innovations and aiming to grow your business!


Why is Project Management so important for the implementation of WMS? Deagor WMS per ecommerce può aiutarti!


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