The transition from something simple and easy to use like QuickBooks to a new robust ERP platform can sometimes be a painful process without the right solution. Yes, some of the horror stories about projects dragging on for 2 years are true. Most of these stories however come from scenarios where a generic manufacturing ERP system was stretched to fit certain needs it wasn’t originally designed for. Similar to craft breweries, some businesses have very specific processes that need industry specific solutions.
With most generic ERP systems, you’re going to have to explain to the consultant how your brewery operates from a business perspective, because that’s how they mold the system to your business — and you get billed for it on an hourly basis. Talk about spendy. It’s also a big reason for some of those ERP software horror stories.
The alternative is to look at specific software solutions designed for your industry that incorporate best practices and have a successful track record. OrchestratedBEER is brewery software built on an ERP platform, however, the difference is that it’s pre-configured for the craft beer industry. We’ve already setup the system to handle 90% of standard brewing processes and we conduct flat fee implementations so you’re not getting billed hourly. Most installations of our OnDemand cloud version can take place in as little as 5 weeks. We’ve developed a 5-step turn-key implementation plan for transitioning breweries from systems like QuickBooks, custom databases and spreadsheets, to OrchestratedBEER brewery software. We walk you through all the steps to make sure you utilize the full power and potential of brewery software. Here’s how it works:
The Kick-off Meeting
This is like getting the keys to your new ride. We’ll meet via Go-to-Meeting to set you up in our online project management tool called BaseCamp. This tool provides a structured and transparent task-driven project path that allows both parties to see the transition progress from start to finish.
You’ll also meet your project manager. The project manager is responsible for coordinating all project deliverables and tasks needed to complete the implementation process. Our team of consultants ensures that your cloud brewery software environment is configured and implemented using brewery operations best practices.
Finally, at the end of the meeting you’ll get those keys we were talking about. We’ll provide you with login credentials for your cloud environment and a sample database during the project kickoff meeting so you can complete the online training requirements while we work on setting up your system.
Week 1. Initial Configuration
This is where we setup the foundation for your system’s database and future steps of the project. We provide a template for you to enter your banking info, payment terms, etc. Then we enter all that data into your new database. We also setup a standardized chart of accounts and a few other settings.
Week 2. Data Migration
We’ll provide another templated spreadsheet which you’ll provide us with all your “Master Data”, which means all your Customers, Vendors, Items, Price lists, and Item Groups. Then we’ll take the data you’ve provided and import it into the system.
Week 3. Core Configuration
During this step we’ll configure your database with your brewery’s core configuration data – like recipes, warehouses, storage tanks and production processes – using brewery operations best practices.
Week 4. Go-Live Preparation and Testing
Now you get to login in and test the fully configured brewery software database by running through a series of day-to-day processes. We’ll have you test the following:
- Purchase order to outgoing payment
- Production order to packaged beer production
- Sales order to incoming payment
This step will also help prepare the brewery’s users for the transition to their new OrchestratedBEER brewery software environment.
Week 5. Go-live Transition
Almost Done. During this step we’ll configure your brewery’s database with the opening balances provided by your Brewery in a template as of the cut-over date previously agreed upon. We’ll also help you transition onto the new OrchestratedBEER brewery software cloud environment by assisting in inputting transactional records as of the cut-over date to the current date.
All done! Now that wasn’t so bad was it? Now, for the next 30 days you’ll have direct stabilization support from us. We’ll assist your brewery by walking through various system processes to ensure accuracy and stabilization of your new solution. These various processes include;
- Incoming payments / depositing
- Outgoing payments / check printing
- Bank reconciliations
- Physical inventory reconciliations
- Profit &loss reporting
- Balance sheet reporting
At the end of the stabilization period we will have assisted your brewery with all of the system processes that your Brewery will be performing in OrchestratedBEER on a daily basis.
That’s it! You’re well on your way to becoming a well-oiled brewing machine! Wanna learn more? Check out our brewery demonstrations page for a list of helpful downloads