Smart canteen deployment timeline: from requirements to acceptance

Deploying a canteen system in a factory involves several departments: administration, HR, IT, the kitchen and the installation contractor. Without a clear timeline, tasks such as importing staff data, running cable to the counters and training users tend to pile up in the last few days.

This post describes the four phases from the timeline of a completed factory canteen project, with the actual duration of each step.

Phase 1: Preparation

This phase opens with a meeting to agree requirements and the matching solution, which can be held online. The figures that directly shape the system configuration are the number of meal shifts, the number of collection lines, headcount, whether ordering is daily or weekly, and whether the system runs on-premise or in the cloud.

Phase 2: Solution and contract

1. 1Send the solution and the bill of materials (BOM) for equipment and software to the client
2. 2Agree the solution and BOM
3. 3Issue the formal quotation
4. 4Agree the quotation and sign the contract

In one reference quotation, the BOM covered counter recognition terminals, mini PCs, displays, a server, a switch, a UPS, network cable, conduit, power cable, sundry materials, software licences and the implementation fee. Delivery was 4 to 5 weeks from contract signature and receipt of the deposit.

Phase 3: Implementation

Implementation is split into two steps: a POC or demo first, then finalising the software and ordering the equipment for the full rollout. This allows the ordering and collection flow to be tested at one counter before every line is fitted.

1. 1Finalise the software and run a POC or demo
2. 2Finalise the software and place the formal equipment order
3. 3Deliver equipment to the installation site
4. 4Hold a meeting to agree the deployment plan
5. 5Deploy infrastructure, install devices, install software, configure and integrate with the factory's systems

In the reference project, one week passed between the deployment plan meeting and the implementation deadline. Alongside installation, the factory's administrators completed the staff data and set up shifts, lines, dish categories, the dish library and the first week's menu.

Phase 4: Testing and handover

After installation, the system is trialled, finished off and any issues are fixed. In the reference project the trial ran for almost three weeks, handover and signing of the acceptance documents took place three days later, followed by post-handover support.

The trial is when user feedback peaks. Change requests raised during this phase in practice included:

• Renaming shifts and dishes to match the terms used at the factory
• Switching login from email to employee ID, as workers have no email
• Adding a dashboard chart comparing meals ordered and meals served
• Showing two large faces on the counter TV instead of three
• Adding a sound prompt on Face ID recognition
• Letting the order table fill the page and showing the full dish library when building menus

Changes were tracked by priority, status and release version, so both sides could see which requests were complete before signing acceptance.

User training

The user guide is split for two groups. Administrators and kitchen managers learn to create shifts, dish categories, lines, the dish library, users and menus, and to export reports. Staff who order meals learn to log in with their employee ID, add a shortcut on their phone, change their password, order for next week and collect by Face ID or QR.

Frequently asked questions

How long does it take from contract to handover?

About two months in the reference project. The actual time depends on the number of counters and equipment delivery time.

Is there a trial before full installation?

Yes. The timeline includes a POC or demo before the formal equipment order, then a full system trial before acceptance.

What does the factory need to prepare?

Staff data and face photos, the location of counters and collection lines, network and power to each counter, and a named contact for each phase.

How long is the warranty?

The reference quotation gives a 12-month warranty. The implementation fee includes troubleshooting support during the warranty period.