StockTrim

Discovery & scoping (1–3 weeks)

Stakeholder interviews to capture business objectives, KPIs, and current pain points.

Define functional requirements (e.g., min/max stock levels, reorder points, safety stock, lead times, demand forecasting, SKU classification).

Assess data readiness: source systems (ERP, WMS, POS, e-commerce), data quality, and data mapping needs.

Success criteria and project milestones.

Solution design & configuration (2–8 weeks)

Data model mapping: SKUs, warehouses, suppliers, units of measure, batch/lot attributes if applicable.

Business rules setup: reorder points, economic order quantity (EOQ), min/max levels, service levels, safety stock calculations

Forecasting and demand planning setup: time horizons, seasonality, promotions, promotions uplift, external factors.

Integration architecture: how StockTrim will connect to ERP/PLM/WMS, API endpoints, batch vs real-time data transfer.

Role-based access controls and security settings.

Reporting/dashboards configured for intended users.

Data cleansing & migration (2–6+ weeks, often parallel)

Cleanse historical data for baseline forecasts (e.g., fix mislabels, unify units, align calendars).

Seed historical data into the system (stock levels, lead times, demand history) to enable accurate forecasting.

Validate data quality with business users.

Integration & testing (2–6 weeks)

API or middleware integrations with source systems.

End-to-end testing: data flow, calculations, recommendation generation, approvals, and alerts.

UAT (User Acceptance Testing) with actual users to confirm it meets requirements.

E. Training & change management (1–3 weeks)

End-user training (buyers, planners, warehouse staff, managers).

Admin and super-user training for configuration changes and maintenance.

Creation of user guides and runbooks.

Go-live & early stabilization (0–4 weeks)

Cutover planning, parallel run if needed, final data sync.

Post-go-live support window to address issues and tune parameters.

Optimization & continuous improvement (ongoing)

Review forecast accuracy, stockouts, and excess stock metrics.

Adjust safety stock/lead time assumptions; refine models with new data.

Periodic configuration adjustments for seasonality, promotions, and changes in supplier performance.

SKU-level customization: different reorder rules per category, hazardous materials, or high-value items.

Demand forecasting: baseline models (naive, moving average) vs advanced models (ARIMA, Prophet, machine learning) and exogenous factors (pricing, promotions, macro trends).

Inventory policies: dynamic safety stock, service level targets, multi-location constraints, capex constraints if included.

Allocation & replenishment logic: store-by-store vs distribution-center replenishment, allocation during stockouts.

Lead-time management: supplier lead-time variation, contingency planning for delays.

WMS/ERP integrations: real-time vs batched data, bi-directional updates (stock levels, reservations, transfers).

Data governance: SKU hierarchies, attribute-based planning (category, class, supplier, region).

UI/UX and workflows: approval chains, exception handling, mobile access, alerting and escalation paths.

Compliance & auditing: traceability, lot/serial number handling, return/reverse logistics integration.

Custom reports and dashboards: tailored KPIs, SLA dashboards, exception reports, audit logs.

Deployment options: cloud vs on-premises (less common nowadays), multi-tenant vs single-tenant.

Change impact: how changes propagate to downstream systems and processes.

Licensing or subscription: annual or multi-year licensing; per-user or per-SKU pricing, or flat-rate per warehouse/site. Expect tier differences for basic vs advanced features (forecasting, optimization engines, AI modules).

Implementation/services:

• Discovery, design, data cleansing, and migration services.

• Integration work (ERP/WMS connectors, API development).

• Data migration tooling and mapping work.

• Training sessions and materials.

• Project management and change management.

Data migration and cleanup charges: one-time or as part of onboarding.

Custom development: any bespoke models, adapters, or custom workflows.

Hardware or hosting: if on-premises or dedicated hosting; cloud hosting typically included in SaaS with variable costs.

Maintenance & support:

• Routine software maintenance, updates, and security patches.

• Tiered support plans (e.g., Standard, Premium, Enterprise) with response times (e.g., 2–4 hours for critical issues).

• Access to customer success manager, ongoing optimization reviews.

Add-ons or modules:

• Advanced forecasting, AI-driven demand planning, supplier collaboration portals, or integration packs.

Training and enablement: ongoing learning, certification programs, refresher sessions.

Data storage and retention fees: for historical data, backups, compliance requirements.

Onboarding and role-based curricula

• Buyers, planners, warehouse staff, and managers typically receive tailored training tracks.

• Admins/IT training for configuration, connectors, user provisioning, and governance.

Training formats

• Live instructor-led sessions (remote or on-site) covering core workflows, dashboards, and decision-support.

• Self-paced e-learning modules with quizzes and certifications.

• Hands-on sandboxes or test environments to practice, without impacting live data.

• Quick-start guides, video tutorials, and context-sensitive in-app help.

Content coverage

• System navigation and UI basics.

• Stock policy setup (reorder points, safety stock, EOQ, service levels).

• Demand forecasting models and scenario testing.

• Replenishment and allocation rules, multi-warehouse behavior.

• Data quality, data import/export, and normalization.

• Reporting, dashboards, and KPI interpretation.

• Exception handling, alerts, and escalations.

Enablement and adoption

• Train-the-trainer programs to build internal power users.

• Change management support (communication plans, rollout checklists).

• Ongoing coaching sessions and quarterly optimization workshops.

Documentation and support

• User guides, admin manuals, runbooks, and release notes.

• Knowledge base access and community forums (if provided).

• Access to a customer success manager or dedicated enablement specialist (tiered by plan).

Access control

• Role-based access control (RBAC) with granular permissions by user, function, and data domain.

• Multi-factor authentication (MFA) options for all users or admins.

• SSO integration (SAML/OIDC) for enterprise identity management.

Data protection

• Encryption at rest and in transit (TLS for data in transit; AES-256 or equivalent for at-rest data).

• Database and file-level encryption where applicable.

• Secrets management for API keys and credentials.

Data governance

• Audit logs capturing user actions, data changes, and configuration adjustments.

• Data retention policies and automated archival/deletion routines.

• Data masking or access controls for highly sensitive data (e.g., supplier financials, pricing).

Compliance and standards

• Alignment with common standards (e.g., SOC 2 / ISO 27001 where applicable).

• Regular security assessments, patch management, and vulnerability scanning.

Incident response and continuity

• Incident response plan with defined RTO/RPO.

• Regular backups and disaster recovery testing.

• Business continuity planning, including failover for cloud deployments.

Data residency and sovereignty

• Options for data localization or regional data centers if required.

Update cadence

• Cloud/SaaS deployments typically follow a quarterly or bi-monthly release cadence with major/minor updates.

• On-premises deployments (if offered) may have longer cycles and separate upgrade windows.

Change management

• Release notes detailing new features, enhancements, bug fixes, and any breaking changes.

• Compatibility guidance for custom integrations, APIs, and workflows.

• Scheduled maintenance windows communicated in advance; optional early access programs for beta features.

Deployment approach

• For cloud: streamlined, zero-downtime or low-downtime deployments with rollback options.

• For on-premises: formal upgrade paths, prerequisites, and test environments; client may coordinate with vendor for staged deployments.

Testing and validation

• Sandboxed testing or QA environments to test new releases before production.

• Optional formal UAT with key business users for critical models or workflow changes.

Training and enablement around updates

• Update briefings or short training modules for new features.

• Updated runbooks and dashboards to reflect changes.

Support implications

• Ensure current support plan covers update-related assistance.

• Verify compatibility of third-party integrations and custom scripts with new releases.

Data ownership

• Clarify that your organization retains ownership of all data you provide or generate within StockTrim.

• Confirm that the vendor has no rights to use your data beyond providing the service (except aggregated, de-identified analytics if explicitly permitted by you).

Data usage right

• Ensure there is a clear license to use your data solely for the purposes of delivering the service (no secondary uses without consent).

Data portability

• Availability of data export in standard, machine-readable formats (e.g., CSV, JSON, XML) and mapping of schema (SKUs, warehouses, vendors, transactions, forecasts, etc.).

• Frequency and modes of export (on-demand, scheduled, API access for real-time data pull).

• Full data migration assistance at end of contract, including data transformation and transfer to your target system.

Data retention and deletion

• Retention periods for your data after contract termination.

• Procedures for secure deletion or archiving, with certificates of data destruction if applicable.

Data localization and sovereignty

• Options for data residency in specific jurisdictions, if required by law or policy.

Anonymization and reporting

• If the vendor provides benchmarking or analytics, ensure there is a policy governing what data can be aggregated and shared.

Capacity-based scaling

• How pricing and resources scale with SKU count, locations, users, or data volume.

• Thresholds for automatic vs. manual scaling (auto-provisioning vs. pre-commitment for capacity).

Contract flexibility

• Options to add or remove users, locations, warehouses, or modules mid-term without heavy penalties.

• Proration rules for mid-cycle changes (pricing adjustments proportional to remaining term).

Data and feature gating

• How enabling/disabling modules affects pricing and features during scale changes.

Performance commitments

• Any service levels tied to scaling (e.g., response times, forecast latency) as you grow.

Renewal structure

• Auto-renewal terms, notice periods for non-renewal, and how price increases are determined (e.g., CPI, agreed uplift).

Pricing and fees at renewal

• Any standard or anticipated changes in licensing, maintenance, or add-on costs at renewal.

Term lengths

• Common options (1-year, 3-year, multi-year) and any pricing incentives for longer commitments.

Early termination

• Penalties, refunds, or credits for terminating before end of term.

• Fees for data export, transitioning services, or wind-down assistance.

Suspension and termination

• Conditions under which the vendor can suspend or terminate the service (non-payment, abuse, security concerns) and cure periods.

Data return at end of term

• Timelines and formats for data export upon termination.

• Obligations to provide secure data deletion after transfer, if applicable.

Escalation and dispute resolution

• Process for handling contract disputes, governing law, and jurisdiction.

Service credits

• Availability of service credits for SLA violations and how credits are applied.

Compliance and audit rights

• Right to audit contractual compliance or access to performance reports, if relevant.

SOC 2 Type II (Security and Availability)

ISO 27001 (Information Security Management)

ISO 27701 (Privacy Information Management)

GDPR readiness and data processing addendum (DPA) for EU data subjects

HIPAA (if handling protected health information) and related BAAs for healthcare contexts

PCI DSS (for payment-related data, if applicable)

CSA STAR, SOC 3, or similar for cloud security posture

Local data protection regulations relevant to your region (e.g., LGPD, CCPA/CPRA)