Find out how to successfully commission warehouse management systems. Our step-by-step guide from proLogistik ensures the go-live.
The introduction of a warehouse management system (WMS) begins with a structured process in five key phases: Preparation, system configuration, integration, employee training and the go-live. Precise data migration and intensive pilot tests, for example for incoming goods and order picking, are crucial. Equally important is consistent change management to involve the warehouse team right from the start.
Our experience at proLogistik shows that implementation is crucial to the success of the software. With over 500 successfully implemented projects in the last 30 years, we have developed a clear roadmap to minimize risks such as business interruptions.
Phase 1: Preparation and specifications
Before the first line of code is configured, the objective must be clearly defined. In this phase, the project manager and warehouse manager define the exact requirements.
- Process analysis: What is the current flow of goods? Where are there bottlenecks?
- Specifications: All required functions of the WMS are documented here, such as batch tracking and best-before date checks.
- Hardware check: Are the scanner, printer and WLAN coverage sufficient for the new system?
Tip: Involve experienced warehouse employees at an early stage. They know the hidden processes that are often not documented.
Phase 2: System configuration and integration
The WMS is rarely an island. It must communicate seamlessly with your ERP system or online store to ensure a smooth process.
Important interfaces
Clean integration prevents data chaos and ensures efficiency. Typical data streams include:
- Master data: Article numbers, weights, dimensions. For example, an item with the number 12345 can weigh 2 kg and measure 30x20x10 cm.
- Transaction data: Customer orders, orders placed with the supplier. For example: A customer orders 50 units of a product, which triggers a corresponding order from the supplier.
- Feedback: Stock changes to the ERP after shipping. For example, the stock level is automatically updated after shipping.
Our systems at proLogistik are designed to integrate flexibly into existing IT landscapes. This helps to avoid data silos from the outset and increase efficiency.
Phase 3: Training and change management
A new WMS changes everyday working life considerably. Employee acceptance is crucial for success. Instead of long theoretical sessions, practical training directly in the warehouse is more effective. For example, 80% of participants in a pilot project increased their productivity by 25% after taking part in practical training.
| Type of training | Target group | Contents |
|---|---|---|
| Key user training | Shift supervisors, IT admins | In-depth system understanding, troubleshooting, configuration. The aim is for 95% of IT problems to be solved internally. |
| End user training | Warehouse worker, order picker | Operating the MDE devices (scanners), dealing with error messages. An example: In one week, 500 scans were carried out without errors. |
| Process simulation | All participants | Run through complete jobs in a test environment. This helps to reduce errors by up to 30%. |
Phase 4: Pilot tests and dress rehearsal
Tests are essential before the system goes live. In the pilot phase, the system is tested under real conditions, but without taking any risks.
- Mass tests: Can the system handle the simultaneous data traffic of 50 scanners?
- Scenario tests: How does the system react in the event of cancelations, rush orders or inventory discrepancies?
- Inventory: A key date inventory before the go-live is often necessary to start with correct stocks.
Checklist for the go-live day
- [ ] Has all legacy data been migrated successfully?
- [ ] Is the hardware (scanner, printer) fully charged and connected?
- [ ] Is a contingency plan, such as a rollback strategy, in place?
- [ ] Is the support team (internal or external) available on site?
FAQ, Frequently asked questions about WMS implementation
How long does a WMS implementation take?
The duration varies depending on the complexity and size of the warehouse. Standard projects are often completed in 3 to 6 months. More complex projects that require individual adaptations and automation technology can take 9 to 12 months. An example from our practice: a medium-sized warehouse with moderate automation took 7 months.
Do I need new hardware in parallel with the WMS?
In many cases, yes. Modern WMS solutions require mobile data capture. Old handhelds are often incompatible or too slow. At proLogistik, we offer both the software and the appropriate industrial hardware to ensure seamless integration.
What happens if the system fails on the first day?
A well-planned go-live always includes a “hypercare phase”. Our experts are available on site or on standby for the first few days to solve problems immediately. There is also always a contingency plan to continue manual processes. An example: for one of our customers, the rapid response on the first day resulted in minimal downtime and smooth operation.
Is a WMS also worthwhile for small warehouses?
Yes, as soon as inventories become confusing or search times increase, a WMS can be quickly amortized through efficiency gains. Our scalable solutions adapt to the growth of your company. One small company was able to reduce processing time by 30% by introducing a WMS.
The introduction of a warehouse management system is a challenging project that requires careful planning and comprehensive testing. Structured preparation, targeted training and the active involvement of employees make the go-live the starting point for more efficient processes and fewer errors. An experienced partner like proLogistik can make the transition a smooth one. Contact us today to optimize your warehouse processes.