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Logistics Distribution & Warehousing 2006: Computer-Managed Inventory

The route to supply-chain excellence often begins with a well-vetted warehouse management system.

Logistics Distribution Warehousing 2006
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Project Scope
Focus on what you need delivered at "go-live" and allow other things to come later. Think of it as leaving the top tier of the cake unfinished.

When users get their hands on the system and start to acclimate to how it really works, they will eliminate some of the prior requirements and introduce some new and better ways of doing things. This is especially true if you are handling product in a new way in a new building on a new system. That last 5-15 percent of functionality (most of which users think they need prior to go-live) has a tendency to over-complicate the project scope and generate code that can be obsolete within the first year.

Here is where you rely on the strength of the engineering and project leads to formulate a progressive solution as you tie the operation and WMS together. Allow the last bit of coding to be developed and executed after go-live. It will save you time and money and make your overall coding efforts more effective.

Customer-to-Vendor Communication
In a WMS relationship, it is important to create a conduit into the upper echelon of the vendor organization. Let them understand the importance of your project, match them up with someone on your side who is of similar stature, and arrange for periodic reviews. If allowed, the vendor will have a tendency to drop you off with a project manager and restrict your interaction with senior management.

Formalize a regular upper-management meeting every quarter. Strive to make these meetings substantive and avoid getting wrapped up in billing conversations. The periodic "across the table" reinforcement of expectations with decision makers on both sides leaves little room for push-back at critical junctures in the project when longer hours and extra resources may be required. These meetings and regular checkpoints can help set a tone for which circumstances might compel you to seek credits on billing for things not explicitly captured in the contract.

The Project Team
• Project lead and project engineer: Get the most intelligent, capable project leader and project engineer you can get your hands on. They will lay the foundation upon which your WMS solution will rest. The wrong people in these positions can literally cost you your company. Vendors can provide some good resources, but this is not necessarily their core competency or ultimate responsibility.

The engineer and the project lead must be smart, operations savvy, and have experience with some start-up/go-live pain. Scrutinize that aspect of their qualifications. Quantify how they have fared on prior projects against the following criteria: on time, on budget, and WMS performance in relation to client expectations. Did some of the design elements they introduced become part of the standard product? Did they play a role in avoiding wasted code, CRP surprises, modification rewrites, and - most importantly - go-live "grid-lock" scenarios?

• Rounding out the project team: Whether you use a company to help you implement the WMS (an advisable strategy) or do it yourself, be careful of people "cutting their teeth" on such a project.

WMS looks simple. Vendors can sometimes be motivated to give you the lowest-level person that they can make billable. Your job is to weed out those people. You can accept someone who is a little less experienced as long as you are also given a superstar and can negotiate a lower blended billing rate.

Your company will want to put some bodies on the project team as well. But use caution - there are subtle differences between staffing a WMS project and managing the business enterprise. The business community tends to believe that you can run your supply-chain project with the same personnel that run day-to-day operations. This misconception has brought many WMS and other system launches to their knees.

When putting together cross-functional teams, the project manager needs to be alert for other managers or the WMS vendor dumping the wrong people onto the team. Execute some form of a jury screening process. Individuals with a prejudice against change or a new system will undermine the project's ability to succeed. Avoid "last assignment"-type people with one year left before retirement unless they have the proper motivations and incentives. A good mixture of young, aggressive team members and some senior managers will normally provide the right balance of experience, urgency, curiosity, and optimism.

Work diligently to craft a closely knit fixed-cost solution for your organization. Licensing, professional service hours, project manager hours, training, and coding hours can come at you in a variety of creative ways; it is the essence of how software vendors make their margin. Attempt to understand and quantify all the hours and effort that will deliver 95 percent of the project, and then roll this up into a fixed-cost proposal. The 5 percent of the project left out of the fixed bid relates to the post go-live stabilization period.

Luckily, the modern-day WMS implementation rarely results in a meltdown. The points covered above are intended to lend themselves to a higher quality launch with minimal negative impact to your business. The customer, WMS vendor, and any third-party consultants are equal partners in the outcome. Like any good business venture, smart people, solid products, and strong leadership give you the best chance for success.

Dennis Gerard is director of operations services at TNT Logistics North America. He can be reached at (904) 928-1571. Joe Vernon is logistics project manager at ConAgra Foods. He can be reached at (402) 932-1464.

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