Crystal-clear processes for Ayano

The objective: create order in the warehouse ... and the processes

Ayano was primarily looking for a solution for his WMS. "We have 15,000 m² of warehouse space and countless items in stock. Logistically, not everything was running as it should," begins Erwin Meeuwesen, CEO of Ayano. "We had implemented an ERP system in 2020, but despite many fine promises, it did not meet our needs. We decided to look for a solution in the form of a WMS that we could link to our existing system. At the same time, we were not eager to invest a lot again."

Building trust

"We started looking for a new implementation partner who would help us create order. That's how Rezolv appeared on our radar. After an initial demo, it appeared that it would be more interesting for us on a budgetary and operational level to switch completely to Odoo. It was up to Rezolv to win our trust with a case. Not just any case: one over glass, with processes we know through and through. A tough challenge, but they managed to convince us. We understood what we were seeing and all the steps made sense."

The collaboration: from quick scan to sprints

Everything started with a quick scan to identify the current situation and pain points. This was followed by an analytical phase with workshops to align all needs.

"During one of the first sessions, I was asked what we wanted. For me, the system had to be simple, flexible, fast, reliable and secure. It had to support us from quotation to invoice and be linked to our production and stock. We had already had a less successful implementation, so we knew which pitfalls we wanted to avoid. One thing quickly became clear: Rezolv does what it promises. Continuity and an enthusiastic product owner who wants to understand and help us are very important in such a project," says Erwin.

Getting started in a structured way

Erwin: "For the workshops, we determined seven concrete topics, including purchasing, logistics, sales and warehousing. We went through these in a structured manner, each time with myself, the CFO, an operations manager and a number of people from the department in question. For each subject, we wrote down on post-its what we thought was important. From all those notes a backlog of wishes followed."

"We liked the focused and structured nature of the workshops. At the end of the day, we received a summary each time. That way we knew immediately if Rezolv had understood us. We also appreciated that they actively thought about our processes and made sure we didn't overlook anything."

Putting on the sprint

Ayano, in consultation with Rezolv, determined which requirements were priorities and which issues would be addressed in the next phase. In bi-weekly sprints, Ayano was given a number of solutions to test each time. Two weeks after delivery, any feedback had to be processed.

The entire scrum team is present during feedback calls for efficient follow-up. The goal is to get the new system live after five sprints, for a March 2024 delivery.

The results: a strong backbone for further growth

"Whether anything has changed at Ayano with the new ERP? No. And that's the intention. Rezolv ensures that the system fits our company to the maximum: they understand our way of working, provide tips for improvements based on the industry standard and provide the best practices that fit our processes. We are still in the process of training and implementation, so there are no concrete results yet. We did set certain operational and financial improvement goals. We still work a lot on paper, with all the delays and risks that entails. Digitization will reduce the error rate. It will also ensure that people have more space for other tasks that will make us grow further."

Up a gear

"More generally, we will work faster and more uniformly. Our current system is slow and cumbersome, so employees keep separate spreadsheets. There is also no link to our warehouse or production, resulting in extra input work. Now we are shifting up a gear. We have a solid foundation to realize our European dream. Also because we can effortlessly roll out this system to any foreign branches."

A warm welcome

Ayano employees are introduced to their new ERP during training sessions. Key users receive training by Rezolv, after which they themselves train their colleagues, with support. Erwin: "I am closely involved in all sprint deliveries because an ERP is the backbone of our company. It remained anxiously waiting to see how our people would react. But already after the first training I heard enthusiastic reactions. The smooth operation of the system made everyone look forward to more. I already notice that people are blossoming and growing in their jobs."

Highly recommended, then? "I absolutely recommend Rezolv. It's a flexible company that is accessible, understands our processes and moves quickly. They get to work on everything we discuss. They keep their promises, and that's a rarity in IT."