Mecwin Order Management System - Case Study

As part of our digitisation of the firm, OMS is the main project that ambitiously aims to streamline the entire order management process. The project is a complex one, involving multiple stakeholders and a wide range of features. Nonetheless, major fousus was on improving the efficiency, accountability and transparency of the order management. To explain the rest of the requirements lets dive into a story.

It’s a blistering summer day in rural Maharashtra, and Ravi, a farmer with a sun weathered face, is on the phone, fuming. “I’ve been waiting for my solar pump for weeks, and no one knows where it is!” he yells, loud enough to scare the crows off his field. Back at Mecwin HQ in Bangalore, the scene wasn’t much prettier. Sales reps wading through paper piles, production teams scribbling on logs, and management squinting at spreadsheets like they’re ancient hieroglyphs. Not to mention how the CSR had to rush to the sales department to relay the call.

Seven years ago, we were the B2C champs, delivering solar pumps to farmers like Ravi with ease. But as we pivoted to B2B, our old system buckled. Chaos reigned. Enter Mecwin OMS (Order Management System)—the digital hero we didn’t know we needed. This isn’t just a tech tale; it’s about turning mayhem into magic, one solar pump at a time. Buckle up—let’s ride through the transformation! 🌞

The Big Why: Chaos Was Costing Us

Mecwin Technologies India Pvt. Ltd. lives by the motto “Empowering the Future” with solar-powered solutions, but our order process? It was stuck in the stone age. Customers like Ravi were left guessing about delivery dates, sales reps were buried under phone calls, and production teams tracked pumps with paper and prayers. The numbers told a grim story: 30% of orders lagged by 5+ days, 25% of payments were botched, and inefficiencies bled us ₹10,00,000 annually. Our shift from B2C to B2B exposed the cracks. Distributors demanded speed, and our manual mess couldn’t deliver.

Mecwin OMS was born to fix this: a web and mobile platform to automate orders from start to finish, with realtime tracking and transparency for all. We aimed to cut delays, boost satisfaction, and save cash—all while keeping it so simple Ravi could use it after a long day in the fields.

Digging into the Mess: Research That Lit the Way

To build OMS, we rolled up our sleeves and got dirty, figuratively, though I did spill coffee on my notes once. Here’s what we uncovered:

• Stakeholder Vibes: Ravi hated the slow, opaque process. Sales reps were swamped with approvals. Production teams lost pumps in the shuffle. Management craved visibility.

• Field Notes: Watching Ravi order a pump took 20 minutes of phone tag, just to confirm specs! Meanwhile, the Accounts Team drowned in payment verification calls.

The Accounts Team’s groan at “manual payment checks” was louder than my espresso machine. Not to mention how tired our CSR was at the end of the day, though she was an expert speedster with a calculator now.🤣

• Data Dive: With approximately 500 orders monthly, 20% were delayed, and 15% of payments went haywire, costing us a minimum of ₹10,00,000 a year in rework.

• Lightbulb Moment: WorkRoute with real-time tracking inspired me, why not give Ravi that same clarity? We live in an era of automation and transparency, no boss wants to come down to the factory and yell at every employee till the work gets done. Micro management has become something of the past.

The takeaway? Everyone was fed up, but automation and simplicity could save the day.

The Pain Points: What We Were Up Against

Here’s the chaos we tackled:

Customers

• Pain: Clunky ordering, no updates, endless waiting.

• Want: Easy orders, live tracking, peace of mind.




Sales & Accounts Teams

• Pain: Manual approvals, payment hunts, chaos galore.

• Want: Automation and a single source of truth.




Production Teams

• Pain: Missing inventory, paper trails, zero accountability.

• Want: QR tracking and clear tasks.




Management

• Pain: Blind to bottlenecks and performance.

• Want: Real-time dashboards and control.

Crafting OMS: Chaos Meets Clarity

Our crew: Project Head Pavan Reddy, Backend Wizard Hemanth Udupa, Frontend Maestro Shyam Rithul RS, and me as UI/UX Designer to built OMS from the ground up. Tight deadlines? Check. SAP integration nightmares? Double-check. Simplifying a monster workflow? You bet. Here’s how we did it:

Game-Changing Features:

• Order Ease: Browse pumps, add to cart, and order via web or mobile.

• Live Updates: A progress bar tracks every step—submission to delivery.

• Auto-Magic Approvals: Sales, accounts, and planning green lights happen instantly.

• QR Superpowers: Scan to track pumps from production to dispatch.

• Boss Mode Dashboards: Real-time stats for management to spot trends and hiccups.

The Workflow: Mess to Masterpiece

OMS breaks it into three slick modules:

• Sales Order: Placement, assignment, negotiation, confirmation — ✅Done.

• Production: Planning, materials, assembly, testing, packaging — 🏆Sorted.

• Dispatch & Delivery: Approvals, shipping, OTP confirmation — 🚚Delivered.

Every step syncs updates for Ravi and the team, so no one’s left guessing.

The UI: Simple, Sharp, Stellar

OMS didn’t just tidy up—it rewrote our story:

• Speed Boost: Processing time dropped from 15 to 5 days—66% faster.

• Happy Customers: Satisfaction soared from 60% to 90%.

• Delay Drop: Late orders fell from 30% to 5%.

• Cash Saved: Annual losses shrank from ₹10,00,000 to ₹2,00,000; a ₹8,00,000 win. (Approx.)

• Team Power: Staff efficiency jumped 15%. (Ofcourse HR pollicies had it's own role aswell.)

• Inventory Smarts: QR tracking cut errors by 90%.

Lessons from the Line: What I Took Away

Here’s my OMS wisdom stash:

• Hear the Noise: Ravi’s rants guided us.

• Keep It Simple: A clean UI turned chaos into calm. Solving one problem should not create another.

• Automate Everything: From approvals to tracking, it’s a game-changer.

• Show the Way: Transparency won Ravi’s trust.

• Data Rules: Metrics beat guesswork every time.