Case Study with Virgin Wines

BoxLogic supported Virgin Wines on the specification and selection of a new Warehouse Management System (WMS) to drive efficiencies and capacity within their eFulfilment operation
Virgin Wines Client Logo

Virgin Wines PLC was founded in 2000 and today is one of the UK’s largest direct to consumer wine retailers, selling more than 100 million bottles of wine and winning multiple independent awards.

The company fulfils customer orders from it’s two warehouse facilities in Preston and Bolton. Virgin Wines’ unique buying model puts their customers at the heart of everything they do. Every year, they collect over 100,000 customer wine reviews and the buying team uses this feedback to create a range of over 700 wines. The range now includes an extensive range of craft beers and craft spirits.

The Challenge

The incumbent WMS (Warehouse Management System) at Virgin Wines was more than 15 years old and no longer supported the operational requirements and growth ambitions. The company experienced rapid growth in volumes since early 2020, and it became critical to replace the existing WMS and have both sites running on a single, robust WMS.

Virgin Wines understood that they needed to move towards a scalable, functionally rich solution which could help the business improve productivities, capture KPIs and act as a key enabler of the ongoing growth.

The company needed support to review the WMS requirements, map ‘To Be’ processes and enable WMS Vendor selection through a comprehensive tender process. The aim of the project was to recommend a vendor solution that minimised project risk, reduced operational disruption, facilitated ease of transition, user acceptance, change management and whilst considering the commercial implications as well as strategic direction of the business.

Our Approach

System Requirements Gathering and Process Mapping
BoxLogic worked with the Virgin Wines team to validate and gather all the WMS specific requirements, make refinements to reflect best practice, and agree the ‘To-Be’ process flows. The team had already completed the RFI (Request for Information Process), so BoxLogic could move straight to the RFP once the requirements and process maps had been agreed.
Request for Pricing (RFP)
A detailed RFP document was compiled to inform the vendors of the user requirements. This was released to a shortlist of vendors agreed between the client and BoxLogic. This supported the vendors to produce detailed and fully costed proposals. BoxLogic supported the tender process by resolving technical questions between both parties.
WMS Vendor Selection
The vendor proposals were evaluated and refined to a ensure fair comparison. BoxLogic supported a comprehensive evaluation process including; reference site visits, interviews with referees and multiple presentations between the vendors and Virgin Wines. This informed a shortlisting of the two preferred vendors to further refine proposals and progress commercial discussions.
Vendor Negotiations
BoxLogic supported the Virgin Wines project team throughout the evaluation and negotiations process until an agreement was reached and contract was awarded to the preferred WMS Vendor.

The Results

  • A new WMS partner to implement the ‘To Be’ process maps in line with eCom best practice and Tier 1 / 2 functionality
  • Negotiations and contracting support helped the team select a preferred WMS vendor
  • The team is now moving into Implementation, go live expected in early-2022 after the 2021 Christmas peak

What Does Our Client  Say?

BoxLogic offered invaluable input and advice throughout the entire process.
They were great to communicate with and really formed part of our project team.
Virgin Wines Client Logo
Jessica Anderson
Head of Strategic Change and Governance