Revitalising how SoPost provides access to stock with a WMS
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In 2024, I led the development and deployment of a Warehouse Management System (WMS) to address operational inefficiencies and enhance collaboration between our internal teams and facilitation partners.
This system was designed to streamline inventory management, improve reporting, and provide timely insights across our operations.
FigJam from an early exploration meeting
The true end-to-end fulfilment process (confidential)
Gathering requirements
The project began with a deeeep! dive into existing processes, which relied on spreadsheets, a basic dashboard, and email threads.
I facilitated workshops across most departments, focusing on the Finance and Fulfilment teams. Through them, I engaged with our external facilitation partners to understand their pain points, requirements, and aspirations for the WMS.
Key challenges identified:
Lack of real-time inventory visibility.
Manual tracking processes lead to delays.
Inefficient communication from internal to external teams and vice-versa.
Limited transparency regarding order tracking, status and problem-solving.
Phase 1 features implemented
Enhanced user views: Users see only the information relevant to their role.
Efficient search and sorting: Users can quickly find order files or campaigns and sort views.
Automated Notifications: An email notification system alerts distribution centres when new order files are available for download.
Seamless File Downloads: Users can quickly download the necessary files without error.
Intuitive campaign and file management: In the order file view, users can see all campaigns included in a single order file, while the campaign view displays all relevant order files. Users can mark campaigns and files as dispatched or unfulfilled, with a modal prompting for a date when needed to ensure accurate logging.
Testing and deployment
To ensure that the WMS system successfully met the needs of internal and external teams I worked closely with our Engineering Team to engage in functional testing and led UAT sessions to gather feedback and make iterative improvements to the system.
Conclusion and communication
I delivered training sessions internally to equip our teams with the knowledge needed to support our fulfilment partners and over time, I’ve received positive feedback on the ease of onboarding, the intuitive interface, and the reduction in data export failures. As a result, reliance on our Engineering Team has decreased, evidenced by a drop in helpdesk tickets.
This project not only streamlined our warehousing operations but also highlighted the value of tailored system design in solving cross-functional challenges.
Since its delivery, we’ve added grouping to our main menu, implemented bulk order statuses and the ability to add or remove users and fulfilment partners.
“Jade's infectious enthusiasm and technical expertise make her the perfect bridge between Design and Engineering, consistently turning complex challenges into smooth collaborations.”
Dan Billson - Software Engineer, Paddle