Issue link: http://winesandvines.uberflip.com/i/528936
40 WINES&VINES July 2015 TECHNOLOGY Data setup Making the transition from your current data- management system to your new winery-spe- cific software is going to take time and thought. Interview each software provider and evaluate the flexibility of their ID system and how you will use that information in your workflow. For those just entering the wine industry, you will need to develop logical coding systems that are expandable to encompass a larger array of inputs and outputs than you might be currently using. Effort in this area can minimize the chance of needing to change your coding sys- tem later because you cannot make unique IDs for the particular data set you are creating. When designing an ID system for wine lots, tank IDs, barrels, etc., judgments are needed to determine whether the ID will be sortable for the data you want to enter. These software companies use the simplest, most accurate system for tracking IDs in the background, which is a unique numeric ID. When you want to retrieve data, it is not a good idea to use a numeric number only for a lot ID or tank ID. If an alphanumeric ID coding system is not used, then a natural language search must be used to give order to the data set to be re- trieved. The search must rely on the software to find and order your data. This is not gener- ally the best way to retrieve data, since this system does not force uniformity of data entry. For example, a series of records searching for Cabernet Sauvignon could include CS, CAB, CAB S and Cabernet, creating a difficult record set to order. An alphanumeric structured ID is better at returning and ordering your data. Encoding within the ID validates the important data in the unique ID code. This code then needs to be flexible enough for the winery to have enough lot numbers available to capture any- thing it could bring in during one year. For example, a small winery might choose to identify wine lots with a code of vintage, varietal/blend type and a sequence number such as 14SA01, which describes a wine that could be referencing 2014 as the vintage, Sau- vignon Blanc as the varietal and that it was the first iteration for that year. This ID is simple to understand and to determine what that item is. However, if in coming years you add a va- rietal such as Sangiovese, then is this code for Sauvignon Blanc or Sangiovese? Technically, mapping of letter assignments for this particu- lar code design can provide any vintage or non-vintage wine with up to 676 letter combi- nations for varietals and/or blends. But the design doesn't have the flexibility to identify enough different varietals that one can remem- ber what they are from looking at the code. By adding on one more letter, the variety of char- acter options allows for enough combinations that you can understand what the ID is coding for without having to look up the answer in a table. 14SAB001 is clearly Sauvignon Blanc not 14SAN001 for Sangiovese, and a sequence number of three digits can account for 1,000 iterations for each year. Software owners need to think about flexibility to clearly define the code segment as well as how it will be ordered in a report. Each of the software vendors has its own set up for the initial entry information. Many come with pre-configured reference sets such as varietal lists, AVA and other important in- formation. The winery needs to input fixed information such as barrel numbers, tank num- bers and all current bulk wine codes. Going live With the assurance that your coding system is robust enough to handle data input for me- dium- to long-term plans, the entry of all your fixed data sources (such as lot numbers, tanks etc.) can begin. It is then time to "go live." Some vendors have a practice set up where you can get familiar with the operations before committing to real-world data entry. Most will suggest that you begin at the start of a data period for TTB reporting or a physical inven- tory period. In that manner, you have a valida- tion point coinciding with a financial data point. This becomes the foundation of your info@vintegrate.com 800 • 487 • 3363 vintegrate.com Winery Software M ake • M anage • Sell