Crystal Clear Processes for Ayano

The objective: to create order in the warehouse… and the processes

Ayano was primarily looking for a solution for its WMS. "We have 15,000 m² of warehouse space and countless items in stock. Logistics wasn’t running as it should," begins Erwin Meeuwesen, CEO of Ayano. "We had implemented an ERP system in 2020, but despite many nice 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 heavily again."

Building Trust

"We were searching for a new implementation partner to help us create order. That’s when Rezolv appeared on our radar. After a first demo, it turned out that it would be more cost-effective and operationally interesting for us to switch completely to Odoo. It was up to Rezolv to win our trust with a case. Not just any case: one involving glass, with processes we know inside and out. A tough challenge, but they managed to convince us. We understood what we saw, and all the steps were logical."

The Collaboration: from Quickscan to Sprints

Everything started with a quickscan to map out 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 needed to support us from quotation to invoice and be linked to our production and inventory. We had already gone through a less successful implementation, so we knew which pitfalls we wanted to avoid. It quickly became clear: Rezolv delivers what it promises. Continuity and an engaged product owner who wants to understand and help us are very important in such a project,” Erwin said.

Structured to Work

Erwin: "For the workshops, we determined seven concrete topics, including purchasing, logistics, sales, and warehousing. We approached these systematically, always involving myself, the CFO, an operational responsible, and several people from the department in question. For each topic, we noted what we considered important on post-its. From all those notes came a backlog of requests."

"The focused and structured nature of the workshops appealed to us. At the end of each day, we received a summary. This way, we immediately knew if Rezolv had understood us. We also appreciated that they actively thought along about our processes and ensured that we overlooked nothing."

Accelerating the Sprint

Ayano determined, in consultation with Rezolv, which requests were priority and which issues would be addressed in the next phase. In bi-weekly sprints, Ayano received several solutions to test each time. Two weeks after delivery, any feedback had to be processed.

The entire scrum team is present during feedback discussions for efficient follow-up. The goal is to go live with the new system after five sprints, aiming for delivery in March 2024.

The Results: a Strong Backbone for Further Growth

"Has anything changed at Ayano with the new ERP? No. And that’s the intention. Rezolv ensures that the system aligns perfectly with our company: they understand our way of working, provide tips for improvements based on industry standards, and supply best practices that fit our processes. We are still fully training and implementing, so concrete results are not yet available. However, we have set specific operational and financial improvement goals. We are still doing a lot on paper, with all the delays and risks that entails. Digitization will reduce error rates. It will also allow people more space for other tasks that drive our growth further."

A Step Up

"More generally, we will work faster and more uniformly. Our current system is slow and cumbersome, causing employees to maintain separate spreadsheets. There is also no link to our warehouse or production, resulting in extra data entry work. Now, we're shifting into a significantly higher gear. We have a solid foundation to realize our European dream. Also, because we can seamlessly roll out this system to potential foreign branches."

A Warm Welcome

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

Is it a recommendation, then? "I absolutely recommend Rezolv. It is a flexible company that is accessible, understands our processes, and moves quickly. They tackle everything we discuss. They keep their promises, and that is a rarity in IT."