Case Studies
Case Study: Silver Oak’s Move to vintrace - Part One
Silver Oak’s in-depth evaluation of winery management software led them to adopt vintrace to streamline operations, enhance efficiency, and maximize growth potential.
November 12, 2024
When David Duncan stepped into a leadership role at Silver Oak Winery, he inherited not just a business, but a legacy; rooted in family values, high standards, and commitment to crafting exceptional Cabernet Sauvignon. Over the years, Silver Oak has expanded across multiple locations and labels, adding complexity to its operations and underscoring the need for advanced technological solutions. Taking over a world-renowned winery often means balancing the preservation of tradition with the implementation of modern practices. For the new generation, this involved adopting the techniques and philosophies established by their predecessors, while exploring avenues to support Silver Oak’s continued growth and quality in an evolving and competitive market.
We're making wines we're going to be selling in 2028, 2029. So it makes us not very reactionary. Patience, sticking to our plan, doing what we do—that’s a big part of our success.
Silver Oak’s CIO, John O’Connell, VP of Winegrowing, Nate Weis, and CEO, David Duncan have been key players in this modernization effort, with long tenures underscoring their commitment to the winery and its innovative growth trajectory.
The Challenge of Outdated Systems
As Silver Oak grew, their reliance on an outdated system became evident. Previously using Winemaker’s Database (WMDB), the team at Silver Oak began experiencing inefficiencies. Two major issues they encountered were:
1. Data Inconsistencies Across Locations: Growing to support multiple locations meant increased complexity in data management and accuracy. They often found different figures for the same metric, like grape tonnage, depending on where the data was stored or who accessed it. The lack of centralized, real-time information led to confusion and additional work to reconcile discrepancies, impeding efficient decision-making.
We would have different numbers for something that shouldn’t be. There should be no wiggle room. How much did this lot of grapes weigh? We would, depending on where you looked, find three or four different numbers. It was obvious we couldn’t keep functioning with scattered files and inconsistent data.
2. Reliance on Manual Processes and Spreadsheets: Their previous software platform was only used for essential compliance tasks, while more detailed production information lived in various spreadsheets or individual computers. The scattered data created additional inefficiencies in processing crucial information.
When I joined Silver Oak, I saw the complexity right away—multiple locations, multiple systems, and data stored in all kinds of places. It was obvious that, as we grew, we couldn’t keep functioning like a 'mom-and-pop' with scattered files and inconsistent data. We needed a system like vintrace to bring it all together.
The Evaluation Process: Choosing vintrace
Silver Oak’s in-depth evaluation of winery management software led them to explore vintrace as a means to streamline operations, enhance efficiency, and maximize growth potential.
We formed a cross-departmental task force to evaluate our options. This collaborative approach ensured that all perspectives were considered, leading to a solution that truly met our diverse needs.
After assessing various options, Silver Oak’s task force—comprised of winemakers, enologists, and other stakeholders—focused on several critical factors before selecting vintrace:
User-Friendliness and Adoption: The team sought a system that was intuitive and easy to use, ensuring seamless adoption across departments. vintrace’s modern, flexible interface and ease of use met this requirement, setting the team up for a short learning curve and smooth transition.
Integration Capabilities: A key consideration was the software’s ability to integrate with essential systems in Silver Oak’s tech stack, like AgCode, to connect operations and reduce manual data entry. vintrace’s integration capabilities across a wide variety of tools were a significant factor in their decision.
Support and Training: The buying committee valued a vendor that offered a responsive support team and comprehensive training. vintrace’s commitment to regular training sessions and ongoing assistance aligned with Silver Oak’s desire to learn fast and continually improve operations.
Scalability: Continued growth meant it was essential for Silver Oak to have a system that could scale with their operations and adapt to future needs. vintrace’s enterprise functionality provided the agility and adaptability for long-term growth and success.
We set up weekly calls with the vintrace team, and having that dedicated time for questions made rollout so much smoother. By the end, the calls were only 10 minutes. Everything was running that well.
Additionally, the solution’s association with Winemaker’s Database was a huge advantage for Silver Oak, providing a foundation that aligned with their previous system. The vintrace team’s deep understanding of winemaking and the industry's unique challenges was crucial, making the transition smoother and simplifying adoption across departments.
Excitement for The First vintrace-Powered Harvest at Silver Oak
With the first harvest using vintrace on the horizon, the Silver Oak team was enthusiastic yet cautious. John said “We’re excited to get our first harvest under our belt with vintrace. It’s a change, but we know it will simplify processes and give us real-time insights we didn’t have before.”
The team was eager to experience firsthand how their new wine production software could simplify workflows and reduce manual tasks. With training scheduled, the team at Silver Oak felt prepared to tackle their first vintrace-powered harvest.
Going into this harvest with vintrace, the team is looking forward to working smarter, not harder. The system is giving us back time we can reinvest in quality.
This is Only the Beginning. What’s Next?
The adoption of vintrace symbolizes the company’s commitment to continuous improvement and output quality. As they prepare for their first vintrace-powered harvest, they look forward to leveraging the system’s full potential, from dry goods tracking to vineyard data integration, with the ultimate goal of making their best wine yet. The journey of innovation and tradition continues at Silver Oak, and their story with vintrace is just the beginning of this new chapter.
It’s scary to make a change, but knowing that vintrace is committed to our long-term success made a difference.
Stay tuned for Part 2 of the Silver Oak story, covering the Silver Oak team's responses, reactions, and revelations during their first vintrace-powered harvest.