10 Reasons Why It's Worth Performing a Proper Pre-Implementation Analysis Before Implementing a WMS System

Implementing a warehouse system, such as Weaver WMS, is a key step in automating and optimizing a company's logistics processes. However, before the implementation process itself begins, it is extremely important to to conduct a thorough pre-implementation analysis. Why? Because a well-prepared analysis allows you to identify actual needs of the company, understand current processes and avoid many potential problems. In this article, we will present 10 most important reasons why you should take the time for a thorough analysis before starting to implement a WMS.

Implementing a WMS can be compared to building a house. Imagine that you decide to build without a prior design - without thinking about what rooms are needed, what materials will be used, or where the installations will go. Sounds like a recipe for chaos, right? The same goes for implementing a warehouse system without a a decent pre-implementation analysis.

A pre-implementation analysis is just such a “blueprint” for a WMS. Thanks to it, you can plan in detail how the system will function in your company, what processes it will support and what goals you you want to achieve. Without it, you run the risk that the system won't meet expectations, and the implementation will become a costly and time-consuming undertaking. That's why it's worth taking care of a solid foundation on which the whole project will be based project - and this foundation is the pre-implementation analysis.

There are processes in every company that over time become a daily routine - so much that we stop noticing them. Examples include the practice of of putting invoices into packages or the use of specific codes that once had their justification, but today may be obsolete or unnecessary. To employees, these actions are “normal” and seem obvious, which is why they often don't pay attention to them when implementing new systems.

A pre-implementation analysis is just such a “blueprint” for a WMS. Thanks to it, you can plan in detail how the system will function in your company, what processes it will support and what goals you you want to achieve. Without it, you run the risk that the system won't meet expectations, and the implementation will become a costly and time-consuming undertaking. That's why it's worth taking care of a solid foundation on which the whole project will be based project - and this foundation is the pre-implementation analysis.

Sometimes a company operates according to certain patterns for many years, and certain processes are performed automatically, without deep reflection. Only by conducting a thorough pre-implementation analysis can one gain a fresh perspective on what is really going on inside the company. Such an analysis can reveal problems that previously went unnoticed, as well as point out areas that need to be improved or completely changed.

Through pre-implementation analysis, managers and employees can see how their day-to-day activities affect the entire organization. They may find that certain processes are unnecessarily complicated, while others can be greatly simplified or automated. It's like discovering new perspectives and opportunities that may have previously been obscured by routine. As a result, the implementation of a WMS becomes not only a technological improvement, but also a step toward modern and efficient business management.

A pre-implementation analysis is not only a tool to better plan your WMS implementation, but also a valuable document that can become a key element in your relationships with external companies. Having an accurate picture of your needs and processes makes it much easier to communicate with technology providers, business partners or other companies you work with.

In addition, a well-prepared analysis can be used in the bidding process. When you have clearly defined requirements and expectations, you gain an advantage - the offers you receive are better aligned with the actual needs of your business. This, in turn, allows you to negotiate more efficiently and effectively, focusing on those aspects that are crucial to you, while saving time and resources.

Implementing a new system, such as a WMS, is a complex process that comes with many expectations. However, without a thorough pre-implementation analysis, there is a risk that the reality will not meet all hopes. Failure to fully understand one's needs and the specifics of one's processes can lead to situations where the system does not work as expected, resulting in frustration and disappointment among both employees and management.

Conducting a thorough pre-implementation analysis allows you to identify potential problems and areas of risk even before implementation begins. This allows you to properly prepare for challenges, adjust expectations and develop realistic goals. This, in turn, minimizes the risk of surprises during system implementation, making the process run more smoothly and the end results in line with the original assumptions.

A thorough pre-implementation analysis is not only a planning tool, but also a document that can become a formal attachment to the implementation contract. This ensures that both parties - both the system provider and the implementing company - have clear and understandable expectations and commitments.

Such an annex acts as a reference in case of any ambiguities or disputes that may arise during project implementation. Precisely described requirements and process specifications make the implementation proceed as agreed, and any changes or modifications can be made in a controlled and agreed manner. This significantly reduces the risk of misunderstandings and ensures that the end result of the implementation will be fully as intended.

Conducting a pre-implementation analysis is an excellent opportunity to perform an automated audit of the network and server infrastructure. Such an audit allows you to identify any weaknesses in your existing infrastructure that may affect the effectiveness of your new WMS implementation.

During the analysis, you can check whether your current servers, networks and other IT components are efficient and secure enough to support the new system. Some upgrades or changes may need to be made to ensure the stability and speed of the WMS. Detecting these needs early allows you to plan the appropriate actions even before the deployment begins, preventing later problems and minimizing the risk of downtime.

An effective pre-implementation analysis is based on interviews with key people in the company who have a direct impact on day-to-day operations and management of warehouse and financial processes. Analysts prepare a detailed list of people they need to interview to get a complete picture of the organization's operations and understand its needs.

The most frequently consulted individuals are:

• Project Manager – a person responsible for coordinating the entire implementation process, ensuring that the project is on schedule and on budget.
• Warehouse Manager – a person managing warehouse operations, who provides information on current processes, challenges, and needs related to inventory management.
• Chief Accountant – a person responsible for financial matters, whose knowledge is key to integrating the WMS system with existing accounting processes.
• Invoicers – employees involved in issuing and handling invoices, whose tasks may be directly related to warehouse processes.
• Warehousemen – people working directly in the warehouse, who are familiar with daily operations and can provide valuable information on real challenges and needs.
• ERP / FK System Manager – a person responsible for supervising the ERP or financial and accounting system, who provides integration of the new system with existing solutions.

Conversations with these key people allow analysts to gather complete and accurate information, which is essential to effectively tailor the WMS to the company's specific needs.

Process mapping is a key stage of pre-implementation analysis, in which analysts carefully map out and document the company's current processes. The goal of this step is to understand how the company operates on a day-to-day basis and identify where the new WMS system can provide the greatest benefits.

Analysts analyze each process in detail – from receiving goods into the warehouse, through inventory management, to shipping and invoicing. Then, based on the collected data, they develop a plan on how to weave the WMS system into these processes to automate, streamline and optimize daily operations. Thanks to process mapping, it is possible not only to better adapt the system to the needs of the company, but also to detect and eliminate inefficiencies that could negatively affect the operation of the new system.

This approach ensures that WMS implementation will not be merely a technological change, but an integral element improving the overall functioning of the company.

The cost of a mistake made during the WMS implementation stage increases exponentially as the project progresses. The 1 / 10 / 100 / 1000 rule perfectly illustrates how important it is to conduct a thorough pre-implementation analysis. This means that detecting and correcting a mistake at each subsequent stage is increasingly expensive:

• 1 – The cost of detecting an error at the analysis stage is minimal. It can be easily corrected by making appropriate changes to the implementation plan.
• 10 – If the error is discovered only during the implementation phase, the cost of fixing it can be ten times higher, as it requires additional resources and time.
• 100 – If the error is noticed only after the system has been launched, the cost of fixing it can increase hundredfold, taking into account downtime and customer dissatisfaction.
• 1000 – If the error is discovered only after the system has been used for a long time, it can lead to significant financial and reputational losses, or even the need for a complete system transformation, which involves huge costs.

That's why it's so important to conduct a thorough pre-implementation analysis. It reduces the risk of costly mistakes and ensures that the implementation goes smoothly and as intended, without unnecessary complications.