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WHAT'S UP IN THE VINEYARD AND CELLAR
The use of computer software in the wine cellar
by Charl Theron, guest lecturer in Oenology
The use of computer software in the wine cellar has been widespread for some time. The vinification of wines from grapes, the treatment of the wine and the eventual packaging thereof constitute a production process that lends itself par excellence to monitoring with computer programmes. Yields, stock management, keeping of official records, reporting and traceability from the market are some of the aspects that may be successfully addressed by applied computer programmes. Many cellars do not have the necessary expertise to evaluate equipment before purchase and are consequently dependent on the integrity of suppliers.
Before reaching a decision about the purchase of specific computer software, the following questions should be answered:
- The size, extent and activities of the cellar are important. Apart from the tonnage processed, it is also important whether the cellar processes its own grapes only or also grapes that are bought in. Is there a single cellar or different crush facilities that have to be served by the same network? Is the packaging of products handled by the cellar or contracted out? Cellars that also have spirits in their product portfolio will have significantly different requirements as regards the handling of the spirit.
- The compatibility of new equipment with existing systems in the cellar or other divisions of the business is also important. Liaise with the financial and sales divisions to ensure that mutual benefits may be obtained from the network instead of developing an isolated system for the cellar.
- Clearly define that which has to be measured. The quality of processed data depends entirely on the data that is fed into the system. Software is able to process, not create, data. A profit analysis of all the different actions in the logistics chain will most probably be essential for a wholesaler, but not for a boutique cellar.
- The budget that is available for purchases is a key factor, but in this regard cellars shoud avoid a few pitfalls. It may be shortsighted, for example, to buy on the cheap, without taking into account future needs or other requirements in the network. The quotations from software suppliers also differ in format and are not easy to compare. A comprehensive analysis i.r.o. cost, services and benefits is therefore required. Licencing fees, technical support, service fees and hardware replacement should also be included in the analysis and the cost and benefits of the various suppliers be projected over a period of at least 5 years.
- The functionality of the equipment also requires detailed investigation. Once again the various actions of the cellar in question will play a decisive role in the required functionalities. The viticulturist, winemaker or packaging manager will obviously each have a different focus on data required and once again care should be taken that the general needs are addressed. It is also important when the origin or treatments of specific products must be traced. Authorities throughout the world require more and more information about the use of spraying substances in the vineyard or vinification products in the cellar. Data that have been processed should not only have historical value, but should also be used for planning such as purchases and expansions. Care should be taken that the reports of processed data are in a consumer friendly format.
- Make sure about client service and support offered by various suppliers. Fellow cellars are a source of information and even if their experience is different, it may shed light on certain issues.
Once all the questions have been followed up and a specific choice(s) made, the system in question must be operated using experimental data. The price of computer software is such that purchases cannot be finalised based only on presentations and product data, without any personal operating evaluation.
Reference
Crowe, Alison. 2007. Product Review: Cellar Management Software. The pros and cons of the most popular cellar management software products. Wine Business Monthly, July 2007: 86 - 95.
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