Case Studies
"No News is Good News" – Modern Harvest Success at Silver Oak – Part Two
Silver Oak’s first harvest using vintrace Wine Cloud streamlined data entry, enhanced real-time team collaboration, and simplified compliance. “The lack of feedback is a good sign. When people are unhappy, they let you know.”
December 6, 2024
Harvesting Time and Efficiency Like Never Before
Switching from their former system, Winemaker’s Database (WMDB), to vintrace provided time savings Silver Oak hadn’t anticipated. The ease of access to vintrace meant winemaking teams no longer needed to funnel data through a few gatekeepers. Instead, as Enologist Josh Toepfer explained, “The cellar team could walk around with iPads and enter information directly.”
This simple yet transformative change drastically improved efficiency:
Data entry and review times were reduced by about 50%. This translates to countless hours saved throughout harvest.
In the past, getting information into the system was a 15-step process. With vintrace, it’s simplified to just a few clicks.
Harvest data entry was 75% faster. Real-time updates allowed for seamless logging throughout the day, eliminating backlogs of work orders.
Instead of 20 work orders sitting for me the next morning, I just hit complete as each job is done, and it’s out of my hair.
This newfound efficiency saved time and reduced the mental toll of managing multiple workflows under tight deadlines.
From Chaos to Clarity with vintrace Wine Cloud
The benefits of vintrace went beyond speed. Key harvest victories included:
On-the-Spot Data Entry: Data was entered and accessible on cellar computers, smartphones, and tablets, ensuring the whole team had real-time insights.
Having a console there that is easily accessible to be able to input information into and therefore then be able to attach to the wine and have my winemaker not have to ask me every five minutes, ‘what's going on,’...was certainly the most striking thing about it.
Reduction in Data Gatekeeping: vintrace empowered every team member to input and access data directly, creating a more collaborative environment.
The old integration required uploading and downloading multiple times. This year, with vintrace, the data was already there, ready to use.
Cross-Functional Training Success: With vintrace training across facilities, staff quickly adapted, fostering a unified approach to data handling and minimizing delays.
Collaboration Amplified and Compliance Without Complaints
Silver Oak didn’t just us vintrace to streamline tasks; it also fostered stronger collaboration. Weekly check-ins allowed teams across multiple facilities to share insights on vintrace’s features and best practices, building a collective knowledge base that benefitted everyone.
“Having everyone on the same page about how we go about doing things builds unity and improves collaboration.”
Compliance, a traditional bottleneck during harvest, became simpler and faster given the teams ability to collaborate cross-functionally, too:
Compliance reporting improved by 100%. vintrace automated the entire process, from generating submission reports to one-click submission.
“Now, I just click to submit to the TTB, and it’s done—there’s no need for anyone to recheck the data.”
Error rates in compliance tasks dropped. With automated tools eliminating manual steps, mistakes that required reconciliation or reentry were virtually eliminated.
Stocked for Success in Tank and Inventory Management
vintrace’s powerful visualization tools also transformed tank and inventory management. “I love having access to the vessels page and the visual capabilities of the tank board—all the analysis is attached to it,” Josh shared.
The result?
Josh said he had a “95% happiness rating for tank and resource utilization.”
(Disclaimer: Sure... ‘happiness rating’ is an outrageous stat, but we’d be remiss to pass up the opportunity to include it… The other 5%? We’re working on it. Frankly… A 100% rating would freak us out.).
Real-time updates for inventory turnover and stock tracking have delivered significant improvements, especially in managing dry goods inventory. Enologist Josh Toepfer highlighted the system’s intuitive interface, noting, “I really like the interface for inventory—it’s visually clear and easy to manage.” These advancements have streamlined inventory processes, ensuring more accurate tracking and efficient operations across all facilities.
The Real Results? Silence Speaks Volumes
“The lack of feedback is a good sign. When people are unhappy, they let you know.” Nate Weis, VP of Winegrowing, Silver Oak
This quiet satisfaction became the clearest sign of vintrace’s success. The streamlined, intuitive system created a smoother harvest where every team member could focus on winemaking instead of wrestling with technology.
Reducing the mental toll during harvest is a game changer. It allows us to focus on what matters — making great wine.
Looking Ahead: Building on Success
Silver Oak’s plans are already in motion to explore deeper integrations and further refine processes. Their goal for their ongoing growth and modernization is clear: continue building on these efficiencies and develop a roadmap for an even more effective harvest experience.
With vintrace, Silver Oak isn’t just modernizing their workflows—they’re redefining what a successful harvest looks like.
Any winery can realize the same improvements during harvest and beyond. You, too, can modernize your operations and revel in the sound of silence…
Queue Simon and Garfunkel and reach out to the vintrace team to get started.