Implementation of the PINQUARK WMS system, which allowed for the full adaptation of processes to the needs of the Global Empowerment Mission organisation
Organisation/company: Global Empowerment Mission
Industry / type of business: non-profit organisation
Main challenge: configuration of the WMS system according to the organisation's specific needs, which involved the necessity of creating information flow diagrams and processes that are not supported by standard WMS systems
Solution: implementation of the PINQUARK WMS system, which enabled full customisation of processes to meet the needs of the Global Empowerment Mission organisation
Benefits: the ability to monitor stock levels in detail, even with high volumes of goods moving between several locations; reduced risk of errors; digitisation of documents; and improved warehouse efficiency
About Global Empowerment Mission
Global Empowerment Mission is a 501(c)(3) non-profit organisation founded in 2011 as a first-response organisation for global disasters. GEM tackles contemporary crises through an innovative, adaptable and scalable approach. To date, the organisation has supported missions in all 50 US states and over 46 countries worldwide, providing aid to millions of people. Thanks to strategically located warehouses and the support of its volunteers, the foundation dispatches aid within two days of a disaster. It coordinates efforts with local leaders and rapidly distributes essential supplies. Whatever survivors may need (e.g. food, blankets, hygiene products or fire-fighting equipment), GEM ensures the delivery of the necessary items in the quickest and most cost-effective way possible.
Each of the warehouses belonging to Global Empowerment Mission contains between several hundred and several thousand pallets of aid for victims of all kinds of disasters, comprising a wide range of products – from food and drink, through to clothing, blankets and sleeping bags, right through to hygiene products and specially prepared aid packages. These are known as ‘GEM Boxes’, which contain essential items to help people survive for a few days. These kits are sent to the areas of the world hardest hit by disasters.
The volume of goods dispatched from Global Empowerment Mission’s warehouses depends on current needs. The highest volume of activity is recorded when a disaster strikes, such as the earthquake in Turkey that took place in February 2023. There are departments that are constantly operating „at full capacity”. One of these is the Ukrainian department, which delivers aid to regions close to the front line that no one else can reach.
Currently, over 70 people work for Global Empowerment Mission worldwide, of whom around one-third are using, or will be using in the near future, the PINQUARK WMS system.
Implementation of the PINQUARK WMS system from the perspective of Global Empowerment Mission
An interview with Grzegorz Świątek, Director of Operations Europe at Global Empowerment Mission.
Why did you decide to implement the PINQUARK WMS system?
We considered proposals from various companies. The PINQUARK WMS won us over with both its attractive price and its ability to configure and tailor processes to our specific needs in a relatively straightforward manner. Our foundation operates a warehouse without carrying out the typical commercial activities characteristic of the retail sector. Furthermore, we are bound by procedures set by our main US branch, where the law governing foundations differs from ours. Consequently, some of the processes and information we needed to obtain via the WMS were quite specific. With this in mind, rather than having to adapt to the software, we were able to adapt the software to our needs.
Which features or functions of the PINQUARK WMS were key for you and influenced your decision to implement this system?
It was important to be able to tailor it to our needs, which involved designing information flows and processes that were more extensive than those of a typical WMS system. We are a rapidly growing organisation, so our needs are also growing. That is why the ability to implement modifications and upgrades relatively easily, as well as to create entirely new processes in the future, was a major advantage. Even during the implementation phase, we greatly appreciated the expertise and support of the specialists, who have extensive experience in WMS systems, as well as in warehouse operations and logistics. Their assistance was invaluable in the detailed development of the process logic.
What objectives did you aim to achieve by implementing the PINQUARK WMS system?
The ability to monitor stock levels in detail, given the high volume of goods moving across several locations, was crucial for us. Previously, we had been using tools where errors were common and data entry was very time-consuming. Furthermore, it was difficult to extract certain data essential to a warehouse operator’s work from these tools, so a large part of the work was carried out outside the computer environment. As our warehouse was set up very quickly in response to the urgent need arising from the outbreak of war in Ukraine and the necessity for immediate aid, we could not afford to waste time filling in the same documents or creating further columns in spreadsheets. It was essential to implement a system that would do this for us and be as resistant to human error as possible. Furthermore, we needed a tool that would organise the data in a clear and structured way according to key parameters, so that management would have constant access to and the ability to monitor stock levels.
What were the biggest challenges during the implementation?
The biggest challenge was designing all the processes properly. Certain issues only become apparent when the system is actually in use, and it is difficult to predict them in advance. Sometimes our ideas seemed sound in theory, but proved cumbersome in practice. This is a natural part of developing IT systems. All the more so because, to speed up implementation, once the core processes had been established, we decided to continue working live, with the system already in place at the Polish branch. In addition, due to certain unconventional features I mentioned earlier, programming them correctly presented an additional challenge, which we nevertheless managed to overcome successfully. Throughout the process, we were able to rely on the support of experts and quick communication with our implementation specialist, particularly at the most critical moments.
In which areas of your collaboration with Meritus Systemy Informatyczne are you most satisfied?
A definite plus here was the communication with the implementation specialist and their willingness to investigate the errors we identified and resolve them quickly. They were also responsive to our changing needs over time and the need to quickly modify certain tasks and processes.
How was the system received by the warehouse staff? How long did their training take?
Training on individual features takes just a few moments. Learning all the processes takes a few days, and staff usually start working independently after about a week. It all depends on whether the person has worked with this type of solution before and is familiar with the logic behind typical processes in WMS systems.
In how many warehouses are PINQUARK WMS systems currently in use?
We are currently operating it fully at three locations. One is in Poland, in Tarczyn near Warsaw. One is in Miami, where our head office is based. And one is in Chico, California. In addition, we are preparing to roll it out at our Ukrainian warehouse in Kyiv, from which we operate throughout the country, including in areas very close to the front line. We are also likely to roll it out in Guatemala within the year.
What have you gained thanks to the implementation of the PINQUARK WMS system?
We can monitor stock levels at any time and from any device, safe in the knowledge that they are accurate and reflect the actual situation. In our industry, a quick response time is crucial, which is why keeping data organised is so important. This has sped up our goods-in and goods-out system several times over. We can also track what comes out of production in greater detail. We have also significantly reduced the number of errors we make.
What benefits have you experienced from using the application wizard, one of the key modules of the PINQUARK WMS?
We were able to tailor the processes to our needs and the way we operate, rather than having to overhaul the entire structure to suit the WMS system. We also plan to train ourselves in using the wizard and SQL so that, in future, we can make modifications to our current processes ourselves, as well as create new ones.
The key benefits of implementing the PINQUARK WMS at a glance
- A several-fold acceleration of the processes involved in receiving and dispatching goods
- Reducing the risk of making a mistake
- The ability to set up a warehouse in a matter of minutes
- Improving warehouse efficiency
- A swift response, meeting the needs of those in need
- Standardisation of processes across several sites
- The ability to monitor stock levels in detail when there is a high volume of goods movement across several locations
- Document digitisation
- The ability to create entirely new processes at any time
