01257 279811
West Gaines Seed Testimonial

West Gaines Seed Testimonial

West Gaines Seed, Inc & Americot 

Interviewing: Chiree Fields –  Chief Operating Officer & Jason Goelzer Chief Information Officer

West Gaines Seed & Americot.

Interviewer: Amy Doherty – Marketing Manager @ Primetics Seed Solutions

West Gaines Seed

“At West Gaines Seed, our commitment to our customers goes far beyond simply being a seed provider. Locally owned, and headquartered in Seminole, TX, with 10 locations in Texas, Arizona and Louisiana, we’re a leader for all your small grains and sorghum-sudangrass planting seed requirements, as well as offering full-service cotton seed production and processing.

Superior service, knowledgeable staff and more than 25 years in the seed business assures you that we will do everything we can to provide you the best experience when it comes to purchasing your planting seed.”

Americot

“Americot, Inc. is a leading cotton seed company focused on offering quality varieties with high yield potential and excellent fiber quality with technologies growers demand. At Americot, our priorities are simple: excellent performance, quality products, and exceptional people.

As an independent company, Americot is dedicated to working together with cotton growers throughout the Cotton Belt to provide elite performing varieties within the marketplace.”

How Generation Seed Management Software from Primetics Seed Solutions has helped us in a changing business landscape and enabled future expansion.

The business needed a software solution and partner to help us to adapt to a changing environment and to remove the reliance on using spreadsheets, allowing us to create robust business processes and information flow so that we would be able to operate more effectively.

“Prior to using Generation Seed Management Software, we were using a software platform that was not specifically designed for a seed business, which meant we were trying to manage everything via spreadsheets, this was very time consuming and inefficient. Some big changes that affected the cotton side of our business and the way cotton worked in the US was also changing and that presented some additional challenges. The existing platform and spreadsheets were not really going to support us going forward so we needed to change to something more robust for our current and future needs.”

Having a centralised seed management system helps manage our most important business data.

“There wasn’t anywhere to collect lab data and track seed lots when managing seed inventory in our previous platform. Our operation used to be run on spreadsheets and various access databases. We had to go through quite a lengthy process to find the data we were looking for and ensure right seed was available for shipping. Generation brings all the processes and data together and allows us to see everything in one place, which is a huge deal to us because now everyone has immediate access to the information they need.”

The comprehensive functionality available helped remove many manual, time-consuming processes.

“We needed to have the ability to use multiple levels of zone pricing. The flexible pricing tables in Generation really helped us quickly and accurately price orders.”

The software we needed had to be comprehensive enough to cover the whole business operation on one single platform.

“When we first started working with Primetics Seed Solutions, it was a big change across the whole business and a learning curve for us. The Generation software is so relational, everything is unified. It was exciting for us to see how everything connects and how it completely streamlined our processes. Generation allows us to do so much more in one place. As an example, contracting seed production acres with a grower, was based on word documents, filing documents on the hard drive and updating several spreadsheets, whereas now we can follow the entire process in our software and the production data is readily available.”

We recognised the value Generation could provide, and we worked with it to ensure that we got the maximum benefit.

“Our previous platform was one-dimensional. Moving to Generation at first was a huge change but we just had to understand how the software could work across the whole business to realise the value of it.”

It wasn’t just about the software, we also needed a partner we could work with.

“We have been working with Primetics Seed Solutions for 5 years now and the relationship with the team has been great. The Primetics team feel like an extension of our own. If we ever have any issues that need fixing quickly, or we have a new member who needs training, or we simply need to understand something further, the communication and responsiveness of the team allows us to keep things moving forward efficiently.”

Building on the solid foundations of Generation for our operational needs, Primetics Seed Solutions also closely collaborated with us to solve our reporting challenges by leveraging off the centralised data management provided by Generation. Primetics Seed Solution’s PETL product is a reporting/BI tool we added that has proved invaluable across our business.

“Before working with Primetics Seed Solutions, numerous people within the business spent hours compiling data for reporting, searching through files and spreadsheets on the hard drives, sending emails, waiting for access to the data. It became an onerous and longwinded task. Adding the PETL reporting module has saved us over 100-man hours a week, it is an absolute game changer. The way the data is used and exposed to us really helps us to make better business decisions. Now we can easily see what products need to be produced or removed etc. Our entire business structure is now completely different to how it used to be, from the way we exchange data between the companies to how we communicate and manage the business. PETL enables us to make huge business decisions based on accurate and up to date information. “

The collaboration with Primetics Seed Solutions did not end there. When they approached us with the idea for an Inventory Management App we immediately saw the value and jumped at the opportunity to work closely with the team to help create GenWARE to directly connect warehouse activity with the rest of our operations.

“Using GenWARE, has saved us a lot of manual time. Before we started using the app, the process from sending an order to physically getting it ready for shipping was very manual and time consuming, even when this was all being done within the same facility. GenWARE, has saved so much time and solved a lot of problems in the shipping process. It has removed the all the emails, calls and staff walking back and forth with paperwork. Our warehouse staff have easily adapted to the app, it is user friendly and well loved by the users.  Our next step is to roll out the app across our other warehouse locations. It has made a huge improvement to our warehouse processes and how we effectively communicate and update the deliveries internally, to our carriers and our customers.”

Selecting the right software and provider helped us achieve our business goals.

“Having both of our companies fit into Generation helped us to survive some really challenging times over the last 5 years, and more recently with COVID-19. If we didn’t have the data and the visibility across the businesses, we could not have made the business decisions that we have, the technology really helped us.”

We can rely on the Primetics team to help and support our business.

“The Primetics team understand us as a business and how everything works, they are always asking and looking for ways to help us be better, which is really appreciated and helps us all to be more collaborative.”

“The speed of the response is great and the turn-around is quick. We can go to the development team with our problems, and they are always there to put out the fires. Even on a different time zone, the team are so committed to helping and supporting us.”

We would absolutely recommend Primetics Seed Solutions

“Without Generation we would not be able to make the business decisions that we do. 5 years ago, we didn’t realise if it would work as well as it has, but without it we wouldn’t be where we are now. It has had a significant impact to the business, for the better. The people we work with at Primetics make the whole experience even better, everything is very personal, and we appreciate their willingness to make us better users of the software. We made the investment in the software and engaged with it to make sure we get the most benefit from that investment. We utilise Generation for all it can do.”

“How Generation works has been instrumental in making sure both of our businesses work together effectively.”

The Limits of Spreadsheets for Your Seed Business

The Limits of Spreadsheets for Your Seed Business

Spreadsheets have served and are serving the needs of seed production businesses across the world; they are customisable, quick to set up and simple to use with plenty of options for formulas, tables and charts. But, they have limits, especially when it comes to the complex needs and requirements of the seed industry.


Unnecessary admin work

How much time do you and your staff spend fiddling around with spreadsheets? The answer could be a lot. Spreadsheets create a lot of small admin tasks, such as inputting data more than once into different sheets and trying to pool data from various documents into one. The seed management software could transform your business and how it works, as Cultura Seed Solutions Product Manager Vincent Veneziale explains:

“An integrated system enables you to free people from the drudgery of wrestling with spreadsheets and allow them to focus on the important and productive things that would help to grow the business profitably.”

In contrast to disparate spreadsheets, a single centralised system will ensure that data gets instantly fed from your various departments straight to you and your senior staff.

On top of that, your various systems will work together; for example, once an order goes through, your sales system will automatically speak to your stock system and make sure that the requested seed is available in the inventory.


Errors and inaccuracy

Spreadsheets need to be set up correctly to make sure that calculations are made and data is input accurately. They rely heavily on human labour, so human errors are far more common. The lack of cohesion between your spreadsheets also lends itself to errors, due to confusion and lack of uniformity.

The more automated your system, the less likely human errors are. Your batches will probably need unique identifying numbers, which a seed management software package will generate automatically when you first input it into the system, so you don’t need to input them into every spreadsheet they need to be in, decreasing the likelihood of error.


Usability issues

Spreadsheets aren’t designed specifically for the seed industry, so they might require a bit of playing around and setup time to ensure that you can record the required data. A department might have certain acronyms or ways of referring to things that only make sense to staff in them, making it unnecessarily difficult for staff from outside the department to interpret the data.

Seed management software is specifically designed to work with businesses like yours, so it already has all of the essential systems and features built-in, ready to use. Once you input your seed data in, it will be stored centrally and made accessible to all staff and systems which need it, making it much easier to pull up data for reports and audits.


Data loss and security

Spreadsheets also fall down a bit when it comes to preventing data loss. A single laptop could have an entire company’s record of seed production for the last five years on it – if it breaks then they suddenly have quite a big problem. Even if they have backups elsewhere in the office, a flood or fire could destroy both copies in one go. Theft could be another issue, and spreadsheets don’t come with any security features built-in.

Backup and recovery is something that is standard with seed management software – your data will be kept safe by a robust recovery system if disaster strikes. Additionally, role-based security ensures that staff can only access the parts of the system they need to carry out their jobs. Your seed business will be in a far better position to withstand natural disasters, equipment breakdown and theft.


Traceability

Because of the strict requirements and regulations that the UK, EU and US governments have it when it comes to seed production, it is essential that you can easily and quickly trace the origins, production, storage and cleaning of your seeds.

If the auditor comes in and asks for information on the originator of a particular batch of seeds, it could take a lot of time and manpower to find the particular spreadsheets for the seed type, specific batch and the originator. It becomes more of a compliance issue if the diaspora of spreadsheets means that you cannot find where that batch came from.

Specialised software will ensure that you are compliant with regulations by making sure that key quality information is recorded and made easily accessible to staff or government officers who need to see it. If we go back to our seed batch example, the unique identifier means that it is tracked all the way through the process, end to end.

Finding information on the batch, such as where it came from, when it was produced and how it was cleaned is as simple as typing a search query into the system. In order to stay on top of your seed purity, it is essential to keep track of your seed originators and processors, and seed management software is a far better way of keeping a record of this than various disparate spreadsheets.


Conclusion

The case for seed management software is getting stronger and stronger as the suites and packages you can get become more advanced and easier to use. This is software that is designed specifically to help seed businesses manage all of their operational processes with greater ease, efficiency and better accuracy, all from one central system.

Spreadsheets are certainly still handy and can do a lot, but the bigger your company gets and the further back it has to hold records, the more suitable a centralised, seed management-specific software package becomes. Generation is our seed management software and if you would like to know more about how it can help your seed business, then please get in touch on 01257 257 811 or send us an email primetics@culturatech.com today.