Congratulations on choosing vintrace, you've made a great decision and we're happy to be working with you. This guide details what you should expect between now and your implementation date.
Welcome email and kick off call
You will have received a welcome email detailing the next steps and links to our Google sheet data templates. Please contact us us if you have not received this email.
The first step is to click on Book your kick off call in the email.
If you haven't already please ensure you schedule a Project Kick-Off Call with our onboarding team. On this call we'll talk through our data migration process and work to schedule your training and go-live date.
Have a sample of some of the bulk wine and inventory data you'll want to import into vintrace so we can work through this on the call.
Below is an overview of how this welcome email will appear.
Start Gathering all your Data
By purchasing vintrace you have access to our managed data migration service. With this service you can provide data to us in our Google Sheet format and we will upload it into your brand new vintrace database. You will have received the links to these templates . If you haven't received these yet, please contact us.
Please review these videos with instructions on completing the templates.
Winemaking Template Instructional Video
Example – completing the bulk wine details tab
Bottling and Inventory Template instructional video
Set a cut-off Date
As there will be a lead time between us importing the data and your go-live date it's important you set a clear cut off date. You need to draw a line in the sand and have all your inventory and stock levels up to date as of the cut off date and before sending us your bulk stock and inventory levels.
Important: From this point forward it will be your job to keep accurate records either in your old system or manually for the work performed so this information can be 'caught up' in vintrace once the data is loaded and training complete.
You will be required to enter these work-orders into vintrace in order to bring the database in line with the winery in the real-world. For this reason it is important that the stock levels provide to us are accurate and also relatively close to your go live date. We recommend one week before go-live as this gives us time to check and import the data provided.
Make a start on the Templates, contact us for help
For the most part, the templates are straight forward but the bulk wine composition can be a little tricky. This section is mandatory for all bulk wines that you want to import.
You will notice three composition options. It's important that you only choose one of these for each individual wine but you can mix and match the option across all of your wines.
For the first composition option, you need to fill in the Composition %, Grower, Vineyard, Block and Vintage sections. There are drop down lists for the Grower and Vineyard.
For the second composition option, you need to fill in the Composition %, Vintage, Sub AVA/Region and Variety sections. There are drop down lists for the Sub AVA/Region and Variety.
For the third composition option, you need to fill in the percentages for each Vintage, Sub AVA/Region and Variety and the name for each Vintage, Sub AVA/Region and Variety. There are drop down lists for the Sub AVA/Region and Variety.
For each option, the percentages must add up to 100%.
If you have trouble understanding this section please contact us.
Before you start completing the templates please contact us to discuss any questions you may have. It's great if you can raise these on the kick off call.
A note about data conversion from other systems
All data migration is done using our templates. If you are currently using a different system we do not offer any direct conversions from these systems to our templates, however some systems have reports that make it easy to get this information. Contact us to discuss the system you have and if we've had experience in converting exports from those in the past.
Go-Live and Training
In order to maximize the benefit of your training sessions it is important you keep your schedules clear of all other work so as to ensure you get the most out of the time we spend with you either onsite or online.
Every implementation is different and we can work with you to plan the sessions ahead to suit your needs. It's important to ensure the relevant stakeholders are available for the sessions and free of as many distractions as possible.
Post Training follow up
During training we may identify tasks that remain outstanding, this can included data that was missed during the migration process or the catching up Work Orders yet to be completed. Depending on the nature of the task it can be something we are responsible for, or you may be required to complete. We will identify this as part of a follow up email or call.