From Legacy to Leading-Edge: Navigating a Warehouse Software Upgrade

By Saumil Soni, Senior Software Engineer, Lucas Systems

Upgrading warehouse picking software is a complex and high-stakes endeavor which requires meticulous planning, thorough testing and effective communication, and collaboration with all stakeholders. These projects aim to modernize solutions that have reached the end of their lifecycle while ensuring minimal disruption to operations. This guide outlines best practices and key considerations to ensure a smooth upgrade while minimizing disruptions to warehouse operations.

Understanding the Existing Solution

Before diving into a major software upgrade, it’s crucial to invest time and resources in thoroughly understanding the customer’s current system. While it’s easy to assume that the customer knows every detail of their existing solution, this is often not the case, especially if the system has been in place for years, undergone multiple modifications, or had staff turnover.

Start by reviewing any available documentation, but don’t rely on it blindly. Older systems often have out-of-date or incomplete documentation that may not fully capture the actual implementation. Engage stakeholders from different departments, including sales, to gather historical insights.

Additionally, map out all system interfaces, including third-party WMS/WCS integrations, as these are critical for seamless communication between systems. If any of these third-party systems lack robust testing environments, flag this as a risk early and discuss potential workarounds with the customer.

Planning and Execution

Effective planning is key to a smooth implementation and helps minimize the risk of delays.

• Start with thorough research into the existing solution and hold internal review sessions both before and after customer meetings.
• Structure design discussions around predefined questions and topics to ensure all critical areas are covered.
• Engage directly with warehouse supervisors, IT teams, and end users (including pickers) to understand how the system is used in daily operations.

Document all findings in formal documents like a Functional Design Document (FSD) and Interface Design Document (ISD). These should outline not only the system’s functionalities, but also how external systems (WMS, WCS, ERP) interact with it. Circulate drafts internally for review before sharing with the customer.

It’s okay to include open questions and discussion points in these documents—customers can help fill in any gaps. Once all functionalities and interfaces are clearly defined, ensure all stakeholders formally approve the documents to lock in project scope and minimize the risk of scope creep.

While some missed requirements may still emerge during implementation, a well-documented and agreed-upon design significantly reduces surprises and keeps the project on track.

Establishing a Reliable Test System

A well-configured test system in both the customer’s environment and the internal development environment is critical for identifying issues before an upgrade goes live. It should closely mirror the production environment, including software versions, database configurations, and server specifications. Even minor differences can cause unexpected behavior, so aligning test and production environments as closely as possible is essential.

All interfaces, including third-party WMS/WCS integrations, must be tested rigorously in this environment. However, some external systems may not fully support testing in a test environment, limiting the extent of pre-go-live testing. If such limitations exist, document them as risks and ensure the customer is aware. One potential workaround is to conduct user acceptance testing (UAT) on the customer’s new production environment using live data but outside of normal operational hours in a controlled manner.

Finally, ensure the test system remains available for the customer to conduct their own validation. Encourage supervisors and end users to interact with it early, as this not only helps with issue identification but also aids in user adoption when the upgrade goes live.

Performance Evaluation: Ensuring a Seamless Upgrade

Performance evaluation is a critical aspect of any system upgrade. The goal is to ensure the new system performs at least as well as, if not better than the existing one. This requires setting clear performance benchmarks, thorough testing, and ongoing monitoring.

1.) Establishing a Performance Baseline

Before upgrading, gather key metrics from the current system, including:

• Units/Lines per Hour: Picker productivity rates.
• System Response Times: Assignment creation, data imports, and voice command responsiveness.
• Server Utilization: CPU, memory, and network load under typical conditions.

These benchmarks serve as the standard for comparing the upgraded system.

2.) Environmental & System Factors

Performance can also be influenced by several key factors:

• Hardware Differences: Ensure the server meets the recommended specs for the upgraded system. Consider the server’s physical location—on-premise, off-site, or cloud—as it can impact response times and overall performance.
• Software Version Changes: Updates to supporting software (databases, operating systems, frameworks) can introduce subtle performance differences. These should be appropriately validated during testing.
• Multi-Site Configurations: For customers with multiple sites, the choice between a single shared server for all sites or dedicated servers for each location directly affects performance and hardware requirements. Confirm the desired architecture early to avoid misaligned recommendations.

3.) Managing User Perception

Performance isn’t just technical—it’s also about user experience. Slight changes, such as length of phrases, voice prompt timing, can feel slower to users even if overall performance is comparable. To manage this:

• Compare pre- and post-upgrade speech logs, if available.
• Communicate changes to phrases and commands early to set expectations.
• Gather user feedback during testing to address usability concerns. It is especially important to include actual warehouse pickers for this feedback.

4.) Continuous Monitoring

Performance testing doesn’t end at go-live. Establish:

• Real-time Monitoring: Track system health and response times.
• User Feedback Channels: Encourage reporting of any slowdowns.
• Post-Go-Live Review: Compare actual performance to pre-upgrade benchmarks to confirm success.

By focusing on both quantitative performance metrics and user experience, the upgrade process can deliver a system that’s both technically sound and well-received by users.

Managing Customer Expectations

Customers often assume an upgrade will deliver an identical system with added features. While on surface this is not an unfair ask, the older the legacy software, the harder it becomes to meet this expectation due to outdated or incomplete documentation. To ensure all functional requirements are properly captured, it’s critical to:

• Actively involve the customer in design and review sessions.
• Emphasize the customer’s responsibility in verifying system functionalities.

This is why creating a Functional Design Document (FSD), thoroughly reviewed and approved by the customer, is essential for setting clear expectations and preventing scope creep.

User Experience and Familiarity

Change resistance is a common challenge. Keeping familiar elements intact can ease transitions:

• Maintain old verbiage whenever possible, as users are accustomed to specific terminology.
• Adapt documentation to the customer’s nomenclature to improve clarity.
• Ensure that supervisors can access familiar dashboard views and reports post-upgrade.
• Provide training and documentation tailored to daily warehouse operations.

Final Considerations

• A well-defined and tested rollback plan ensures minimal disruption in case of unforeseen circumstances.

• Push for more customer engagement, a highly engaged customer who asks questions and seeks clarification is far more valuable than one with minimal involvement.
• Use visual aids like flowcharts in functional specifications to improve understanding.
• Maintain transparent communication with customers regarding risks and potential limitations.
• Document lessons learned for future upgrade projects.

By following these best practices, warehouse picking software upgrades can be executed with minimal risk and maximum efficiency, ensuring both operational continuity and long-term success.

Saumil Soni is a Senior Software Engineer at Lucas Systems, specializing in intelligent voice-controlled mobile work optimization solutions for warehouses and distribution centers. Proficient in C# (.NET Framework), MSSQL, and Docker, he designs and implements customer-specific solutions, enhances existing systems, and ensures reliable deployments. Saumil also contributes to core libraries and reusable framework components, streamlining development.

With a strong Agile background, he leads teams, mentors junior developers, and collaborates with clients to deliver high-quality solutions. Passionate about innovation and efficiency, he excels at breaking down complex challenges to optimize workflows and drive software advancements.