How To Manage Your Data Winery Perspective

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How To Manage Your DataWinery Perspective
WAWGG Conference Feb 4, 2009

• Jordan Ferrier
• Hogue Cellars

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Wineries are in the middle
Vineyards 3-5 year planning cycle
Plant grapes, deliver annually
Wineries 1-3 year planning cycle
Marketing / Distribution Whats for lunch?
Receive wine, turn when out
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Winery Makes the RIGHT Wine

• Hit volume targets
• Not enough - out of stock / capacity not used
• Too much distributor backed up / high costs
• Meet quality expectations
• Proper profile and consistency
• Production goals and origins (labeling)
• Lack of flaws vs. complexity
• Balancing capital and operating costs

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PART I A Plan

• HOW MANY CASES OF WHAT WINE?
• Evaluate sales plan before harvest
• May have to do this YOURSELF
• Your conversion factor (tons-to-cases)
• Hangtime factors (dehydration / water)
• Plans for lees loss/recovery
• Plans for press wines
• Filtration evaporation losses

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Production plan for YUMMY!
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Look At Capacity Realistically
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PART II Manage The Grapes

• History is better than theory
• Early crop estimates require experience
• Many yields to consider
• Contract maximum
• Expected yield what you think will arrive
• Target yield in contract or annual target
• CROP ESTIMATES

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Crop Estimation

• Can use historical data
• Visual estimate
• Cluster counts
• LAG PHASE cluster weights
• Can be very accurate
• Harvest whole vines clusters/vine, /vine
• Need vines/acre, stand, GPS acres
• PREDICT GROWTH FACTOR
• Historical data helps predictions

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TIMING IS IMPORTANT
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Good Sample Data Management

• Sample Schedule
• allows winemaking and laboratory to plan
• Sample Log
• Tracks maturity progress
• Compare w/ previous years
• Communicate results to growers
• Use to SCHEDULE HARVEST!!!

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Example 2007 Sample Data

• No blank lines
• Consistent block codes
• Able to break out many ways

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Harvest Scheduling

• Communication

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PART III Make The Wine

• Weigh tags
• Winetracking software
• Grape Payments
• Execute the plan

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Winetracking

• Regulatory Compliance Lifesaver
• Inventory maintenance
• Volume in tanks and barrels
• Composition moves with wines
• Analysis (SO2, pH, TA, EtOH, etc)
• Additions (yeast, nutrients, etc)
• Operations (pressing, racking, filtering, etc)
• Costing (grapes, overhead, bottling, etc

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Theres a lot missing

• All systems lack a qualitative component
• Ferments arent special and tracked
• Quality parameters are missing
• No treatment activity
• Type, rate, and duration
• Oak, punchdown/pumpover, MOx, etc
• Cant split lots to multiple products
• Needs to be visual, simple, and persistent

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DATA WORK AROUNDS

• Long Range Planning Spreadsheet(s)
• Capacity Calculation Spreadsheet(s)
• Harvest Scheduling Spreadsheet
• Red Wine Inventory Spreadsheet
• White Wine Inventory Spreadsheet
• Red Ferments Spreadsheet
• Tank Tracking Database
• Winemakers Tasting Database

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Tracking Red Ferments

• All red ferments tracked externally
• Used to calculate nutrients, water, etc
• Links to other worksheets by lot name
• YAN, Brix, and Phenolics spreadsheets
• Pressing characteristics (yield)

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Phenolics Tracking
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Pivot Table from Data Table

• Consistent lot names!
• No breaks in data
• Pivot table also references 2 other tables
• Converts dates for XL to use easily

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XL Tools

• Build a PIVOT TABLE trial and error
• Select desired data table
• Select how you want to slice it LAYOUT
• Row subtotals and sorting
• Re-format data output
• Reorganize Pivot w/ format report
• XL Lookups
• Use INDEX, MATCH, VLOOKUP
• Make sure datas set up right, catch errors
• Filters and data entry aids

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Good Data ManagementORGANIZES INFORMATION

• For easy sorting and filtering
• Easy aggregation of results
• means, min, max,
• Easy referencing and recombination
• Easy communication, export, sharing