Meadery Odoo Implementation Plan

Version: Draft 1.0

Scope: Inventory, Manufacturing, Sales, Reporting, Role-Based Access, Foundation for future POS and Integrations

1. Implementation Phases & Timeline

1. Discovery & ROI Analysis (1 week)

   • Stakeholder workshops: Confirm goals, risks, main pain points, review as-is vs. to-be

   • Map processes using client’s language (“Main Warehouse”, “Event Stock”, “Rep Stock”)

   • Define initial KPIs: batch health, stock levels, bottling days

2. Kick-Off & Solution Blueprint (1 week)

   • Align stakeholders on Odoo’s approach: minimal custom, iterative go-live

   • Present Odoo standard flows for Inventory, Manufacturing (MRP), and Sales

   • Define roles: SPoC (owner/admin), key users (Ops, Brewer, Admin, future Sales Reps)

3. Implementation & Validation (Agile Cycles) (4-6 weeks)

   • Weekly sprints: configure, import sample data, train users, demo real-life flows

   • Core modules: Inventory, Manufacturing, Sales, Users & Security, Reporting

   • Optional/future: Accounting integration (QuickBooks), POS, Forecasting

4. Data Import & Pre-Go-Live (1 week)

   • Import cleaned master data: products, BoMs, stock, users

   • User acceptance testing (UAT): run real batches, validate flows

5. Go-Live & Hypercare (1 week)

   • Final validation, user access, backup plan, quick bug fixes

   • On-site/remote hypercare: support first production runs, quick tweaks

6. Second Deployment & Continuous Improvement

   • Phase 2: Barcodes, Mobile, POS, deeper analytics

2. Business Requirements Mapping & Odoo Module Design

A. Inventory & Product Management

Odoo Modules: Inventory, Product, UoM, Lot/Serial

Key Specs:

• Locations:

  • Main Warehouse

  • Kirkland Storage

  • Rep Stock (one per rep, e.g. “Gloria Stock”)

  • Event Stock (with subzones, e.g. for specific events)

  • Damage/Discounted, Committed Stock/Kegs

• Multi-Location: Use Odoo’s multi-location config under Inventory > Settings

• Batch/Lot Tracking: Enable for all raw materials and finished goods

• Units of Measure:

  • 375ml, 750ml bottles, cases (12 or 6 bottles), 30ml sample vials, kegs (1/6bbl, 1/2bbl), sample packs

  • Configure UoM categories and mapping

• Special Stock Handling:

  • Cold storage flag for future freezer (Yeast, Fruit)

  • Damage/Discount and Event subzones (Locations > Child Locations)

• Access Control:

  • Only Owner/Admin, Ops, and Brewer manage inventory movements

  • Future: sales reps can check out their stock

B. Manufacturing / Production

Odoo Modules: Manufacturing (MRP), BoM, Work Orders, Quality, Studio

Key Specs:

• Production Flow:

  • Brewing → Fermentation (multiple feeding stages) → Tank Split → Bottling/Kegging

  • Configure work centers: Remy Tank, Small Tanks, Bottling

  • BoMs for each product (ingredients: honey, yeast, fruit, etc., packaging: bottles, corks, labels, kegs)

  • Batch/Lot traceability for compliance: Record every batch with lot codes (Odoo’s Lot/Serial tracking)

• Production Tracking:

  • Custom stages: Brewing, Feed 1/2/3, Gravity Checks, Tank Transfer, Fruit Add, Chilling, Sediment Removal, Bottling

  • Gravity readings: Use Odoo Studio to add fields for gravity/notes per batch

  • Compliance: Attach digital docs (COAs, permits) to each batch record

  • Yield/loss/waste: Enable scrap tracking in MRP

• Quality Checks:

  • Add step for test results at each stage (use Odoo Quality module or Studio fields)

• Approval Workflow:

  • Only Owner/Admin or Ops can approve production orders

C. Sales, Events, and Reporting

Odoo Modules: Sales, Events (future), Reporting, Dashboard

Key Specs:

• Sales:

  • Sales Orders for wholesale, event sales

  • Track packaging formats (cases, kegs, sample packs) via product variants or UoMs

• Event Stock:

  • Track outgoing event stock as internal transfers; subzones for each event

• KPIs/Dashboards:

  • Stock levels by location, batch health (on-track/off-track), planned bottling days

  • Custom dashboard: Use Odoo’s dashboard app or pivot views

• Compliance Reports:

  • Gallons made/sold per batch for federal/state reporting (use custom or Studio-generated reports)

• Access Control:

  • 4 core users at launch; expand to sales reps for inventory check-out as phase 2

D. Procurement & Reordering

Odoo Modules: Purchase

Key Specs:

• Key Vendors: e.g., Flying Bee Honey

• Reordering Rules:

  • Trigger when 2 months’ supply left (manual at first, automated in phase 2)

  • Lead time of 1 month for critical ingredients

• Forecasting:

  • Keep it simple now; enable advanced demand forecasting later as volume grows

E. Project Management

Odoo Modules: Projects, Tasks

Key Specs:

• Track internal projects: art builds, maintenance, upgrades

• Kanban and task assignment for project visibility

F. Accounting, POS & Integrations (Future Phases)

• QuickBooks, Gusto:

  • No integration at launch; manual sync if needed

  • Prepare chart of accounts for future migration if required

• POS:

  • Use Odoo POS for future tasting room, events, or online store

  • Record event summary sales as invoices for now; migrate POS when ready

• Tax:

  • Continue manual; set up US sales tax rules in Odoo for reporting

3. Design Specifications

Data Migration:

• Use Odoo’s standard import templates for:

  • Products and UoMs

  • BoMs

  • Opening inventory (by location, by lot if available)

  • Vendors, initial users

• Clean data before import; only migrate essentials (no history unless required for compliance)

Configuration:

• Enable Developer Mode for advanced settings

• Activate multi-location, batch/lot tracking, UoM management, and appropriate access rights

• Studio: Add gravity fields, batch notes, and compliance attachment fields as needed

• Document all configuration in a shared Odoo knowledge base or wiki

Testing & Training:

• Test all end-to-end flows: receiving → production → batch tracking → inventory moves → sales → reporting

• Train key users (“train the trainer”), hands-on sessions with real scenarios

• Prepare user guides for key flows (inventory intake, production order, bottling, compliance reports)

Go-Live Checklist:

• Validate opening balances and batch records

• Confirm user access and security

• Backup database and set rollback plan

• Hypercare: monitor first batches, provide daily support

4. Governance, Change Management & Risk Mitigation

• Weekly status meetings with SPoC and project team

• Change requests reviewed against standard-first principle

• Risks: data import delays, resistance to change, reporting for compliance

• Escalation: Project Leader → Steering Committee (if required)

• Post-Go-Live: 2-week hypercare, monthly check-ins

5. Continuous Improvement & Future Phases

• Evaluate barcoding/mobile, POS, forecasting once basics are stable

• Review digital opportunities with management quarterly

• Consider Odoo upgrades every 12-18 months; maintain test environment for safe updates

Appendix – Odoo Module Mapping Summary