Bar-W Beef Keeps Supply on Track with Traceability Tech: ProFood World

How can protein processors stay on top of traceability?

Manual tracking of inventory from animal receiving through regulatory checks and all the way to warehousing and shipping can take diligent record-keeping. Bar-W Beef, a beef producer based in Nephi, Utah, avoided this traditional paper-based tracking by starting with a VistaTrac supply chain traceability system from day one.

This is an AI-generated episode. Read the full featured article on ProFood World.

Transcript

SPEAKER_00 0:03

Welcome to Through the Line, the podcast exploring innovations and information across the packaging and processing landscape. From topics impacting consumer packaged goods and healthcare packaging to the latest technologies in food processing operations.

SPEAKER_01 0:22

Hi, I'm Casey Flanagan, Associate Editor with ProFood World. This AI-generated podcast episode explores how Utah-based Bar W Beef uses VistaTrack traceability tech to track inventory from receiving to shipping. The system helps Bar W nearly eliminate billing errors, improve USDA compliance, and integrate real-time data with QuickBooks.

SPEAKER_02 0:40

Welcome to the deep dive. So in this deep dive, we're exploring how Bar W Beef, which is a farm-to-table processor, leverage VistaTrack technology right from day one to basically eliminate billing errors.

SPEAKER_03 0:53

Right, and achieve end-to-end supply chain traceability.

SPEAKER_02 0:56

Exactly. And our mission today is really to examine how to completely eliminate the clipboard. We're looking at a practical case study of how smaller operations can handle that massive, highly regulated undertaking of tracking inventory from live receiving all the way to shipping.

SPEAKER_03 1:12

Yeah, without relying on error-prone manual record keeping, which is huge.

SPEAKER_02 1:17

Right. Because I mean, imagine a scenario on a busy shipping dock. A worker jots down a handwritten number eight on a ledger, but you know, because they were rushing, it looks a little too much like a six.

SPEAKER_03 1:26

Oh, yeah. A classic mistake.

SPEAKER_02 1:28

Yeah. And on a household grocery list, that's just a minor typo. But in a protein processing plan handling thousands of pounds of custom beef, that one tiny smudge might have just wiped out your entire profit margin for the week.

SPEAKER_03 1:40

It's so true. And for context, today our focus is entirely on Bar W Beef. They're a farm to table producer based in Nephi, Utah, and they began operations pretty recently in September 2024. Right. And instead of starting their business with traditional paper-based tracking, they implemented a VistaTrack supply chain traceability system from their very first day.

SPEAKER_02 2:02

Which is wild, right? Choosing to digitize from day one is a really significant operational decision.

SPEAKER_03 2:07

It really is. To understand the stakes here, think about trying to track a single highly valuable package across the entire country using only a series of handwritten sticky notes passed from one delivery driver to the next.

SPEAKER_02 2:20

Oh wow, that sounds like a nightmare.

SPEAKER_03 2:22

Right. If even one person loses a single sticky note or uh misreads the handwriting, like you mentioned earlier, the chain of custody is broken, the entire tracking system fails.

SPEAKER_02 2:32

Yeah, totally.

SPEAKER_03 2:32

For a facility like Bar WB's, the accuracy of their record keeping is not just an administrative task. It's the primary mechanism for preventing costly errors and ensuring regulatory compliance.

SPEAKER_02 2:43

Yeah, relying on a system analogous to sticky notes just introduces an unacceptable level of risk into a supply chain where inventory accuracy is, well, non-negotiable.

SPEAKER_03 2:54

Exactly.

SPEAKER_02 2:55

So before we get into the physical hardware on the plant floor, we really need to unpack this strategic decision behind choosing this specific system. Because Angie Reesch, the assistant plant manager at Bar W Beef, she explicitly stated that traceability is a core pillar of their organization.

SPEAKER_03 3:12

Yeah, she made that very clear.

SPEAKER_02 3:14

Right. So when they evaluated their options, what specific operational realities drove them to select VistaTrack over, you know, other potential solutions on the market?

SPEAKER_03 3:24

Well, the driving factor was the specific dual nature of Bar W Beef's business model. They aren't simply processing their own farm-to-table beef in a straightforward linear fashion. Right.

SPEAKER_02 3:34

They do custom work too.

SPEAKER_03 3:35

Exactly. They handle custom processing for other customers. And that dual requirement creates a highly complex data environment.

SPEAKER_02 3:42

I can imagine.

SPEAKER_03 3:43

Yeah. It necessitates a software system with versatile, really flexible module options. VistaTrack allows them to track those highly specific custom beef orders right alongside their standard wholesale processing without the data streams getting all tangled up.

SPEAKER_02 3:59

That makes a lot of sense.

SPEAKER_03 4:00

Plus, they needed software complex enough to handle strict regulatory requirements, but accessible enough to actually be an asset rather than a burden in a smaller facility. VistaTrack just had a proven track record with the distinct challenges faced by small processors.

SPEAKER_02 4:16

Okay, I want to push back on that idea of balancing complexity and accessibility for a second because that sounds like a contradiction. How so? Well, usually enterprise level traceability software is incredibly rigid. You know, it forces a nimble operation to completely change its workflows just to appease the software. So how does a system actually balance the robustness required by strict regulatory agencies like the USDA with the agility needed by a smaller custom processor?

SPEAKER_03 4:42

That's a great question. The solution to that contradiction is modularity. The architecture of the software provides the rigorous data capture points required by regulators, but it doesn't force the processor to adopt a massive, monolithic software suite that dictates every single movement in the plant from day one.

SPEAKER_02 5:00

Ah, gotcha.

SPEAKER_03 5:01

Yeah, it allows a smaller processor to activate only the modules they need for immediate compliance and inventory tracking right now. The underlying architecture is just in place, quietly running in the background, ready to activate more complex modules later as the business naturally scales.

SPEAKER_02 5:17

Okay, so they have this flexible software architecture living in the cloud. But software is completely useless if the hardware it runs on cannot survive the actual environment.

SPEAKER_03 5:26

Oh, absolutely. Processing facilities are intense.

SPEAKER_02 5:29

Yeah, they involve heavy carts, sharp tools, constant movement, and extreme temperatures. Which brings us to the physical equipment.

SPEAKER_03 5:36

Right. So the physical deployment at Bar W Beef relies on a network of trackbox computers and zebra mobile scanners. These devices are strategically positioned at key production bottlenecks and transition points throughout the facility. And from a capital expenditure standpoint, one of the most critical aspects of this deployment is that these trackbox computers integrate directly with the scales that Bar W already had installed.

SPEAKER_02 6:03

Wait, let's pause on that detail for a moment because Matt Schoenman, the vice president and consultant at VistaTrack, pointed out that these track box computers feature a plastic casing, they're waterproof, and they utilize touch screens.

SPEAKER_03 6:15

Yeah, they do.

SPEAKER_02 6:16

He noted that this makes them a more affordable solution than the common stainless steel computers typically seen in production plants. But my immediate thought is that a stray cart or a really rigorous cleaning process is going to compromise a plastic touchscreen very quickly.

SPEAKER_03 6:31

Right. That's a common concern.

SPEAKER_02 6:33

So why not just invest in the industrial stainless steel from the beginning? I mean, how does utilizing plastic-cased hardware and integrating with existing scales fundamentally lower the barrier to entry for a smaller plant?

SPEAKER_03 6:45

Well, the answer lies in the cost multiplication factor. In a processing facility, you can't rely on just one central computer terminal. You need data capture stations at every single critical transition point on the floor.

SPEAKER_02 6:59

Oh, I see.

SPEAKER_03 7:00

Yeah. If a facility is forced to purchase high-end food-grade stainless steel computer terminals for, say, 10 or 15 different stations, the hardware cost alone can make digitizing the floor entirely prohibitive for a smaller processor.

SPEAKER_02 7:14

Yeah, that would add up incredibly fast.

SPEAKER_03 7:16

Exactly. So by engineering a highly durable, waterproof plastic casing that adequately protects the sensitive touchscreen technology, the per unit cost drops dramatically. And when you combine that much lower per unit cost with the technological ability to plug directly into the standard serial ports of scales the facility already owns, a smaller plant can achieve comprehensive wall-to-wall floor coverage for just a fraction of the traditional capital investment.

SPEAKER_02 7:43

Okay, that makes perfect sense. The barrier isn't really the software, it's the cost of outfitting the physical space. So now that we understand the hardware strategy, let's follow the physical flow of the product through the facility. This is where we see how the technology forces compliance and captures data at every single stage, starting at the very beginning, live animal receiving.

SPEAKER_03 8:05

Yeah, the digital footprint begins the moment the animals arrive. The system starts with the track box located right at the receiving dock. Okay. When animals are dropped off, an operator uses this terminal to record the specific vendor and the exact number of animals. This action creates the foundational data node in the traceability chain. Everything that happens downstream will eventually trace back to this initial entry.

SPEAKER_02 8:28

So from receiving, the animals move to the kill floor. And before the slaughter process begins, an operator scans the individual ear tags. Right. And this records exactly which biological animals are entering the process and at what precise time. Then, once the slaughter process is complete, the data collection transitions to a track box connected to the hot weight scale.

SPEAKER_03 8:47

Yeah. And that connection to the hot weight scale is a pivotal moment for data integrity. The system automatically records the carcass weights before they proceed into the cooler.

SPEAKER_02 8:56

Which takes away the manual typing.

SPEAKER_03 8:57

Exactly. This automated recording entirely eliminates the possibility of human transcription error. But this stage also introduces what might be the most critical compliance checkpoint in the entire facility.

SPEAKER_02 9:08

Oh, the BSE checklist.

SPEAKER_03 9:10

Yes. The operators must use the trackbox computer to digitally fill out the bovine spongiform encephalopathy, or BSE, checklist in real time.

SPEAKER_02 9:19

And for anyone outside of the core compliance office, it's important to clarify that BSE is mad cow disease. That checklist is not merely a bureaucratic nice to have, it is a fundamental protocol to prevent a disease that can devastate an entire agricultural sector.

SPEAKER_03 9:34

It's incredibly serious.

SPEAKER_02 9:35

It is. And what's brilliant about this implementation is the hard stop mechanism. The software literally physically enforces USDA compliance by preventing the operator from printing a carcass tag until that BSE checklist is entirely complete.

SPEAKER_03 9:50

That mechanism completely redefines how a plant approaches compliance. It removes the physical paperwork from the plant floor entirely.

SPEAKER_02 9:57

Which is huge.

SPEAKER_03 9:58

By automating the compliance gateway, the system basically eradicates the element of human oversight regarding regulatory paperwork. An operator cannot accidentally skip a step, get distracted, and pass a carcass through to the next stage. Trevor Burrus, Jr.

SPEAKER_02 10:11

Right. The software simply will not allow the required identifying barcode tag to be generated until the compliance protocol is perfectly satisfied.

SPEAKER_03 10:21

Exactly. It transitions compliance from a retrospective audit process where you're, you know, chasing down paperwork at the end of the month, hoping you follow the rules, to a proactive, integrated manufacturing step.

SPEAKER_02 10:33

Aaron Powell That is such a crucial shift. Okay, so once that tag is printed and physically attached, the fully compliant carcass moves into the cooler. Right. And at this point, the focus of the operation and really our deep dive shifts significantly. We're moving away from purely regulatory tracking and entering the realm of inventory generation, packaging, and ultimately the financial realities of the business.

SPEAKER_03 10:55

Yeah, the money side of things.

SPEAKER_02 10:56

Aaron Powell Exactly. As those carcasses leave the cooler, they hit the cold weight scale.

SPEAKER_03 11:01

Trevor Burrus And the cold weight scale represents where the biological reality of protein processing meets the financial ledger. This secondary weighing is standard practice because it automatically records the weight after normal cooling shrinkage occurs.

SPEAKER_02 11:14

Aaron Powell Because meat naturally loses water weight as it cools, right?

SPEAKER_03 11:17

Exactly. The exact cold weight is vital for accurate inventory evaluation. If you base your financial projections or your customer invoices on the hot weight, the numbers will be artificially inflated. That makes sense. So capturing the precise cold weight automatically ensures your financial data matches your physical inventory. And at this exact same station, the carcass is scanned into the production batch, which records the specific lot numbers.

SPEAKER_02 11:43

You know, that biological shrinkage is a fascinating detail that manual systems often struggle to account for accurately.

SPEAKER_03 11:49

Very true.

SPEAKER_02 11:50

So after the batch is recorded, the product reaches the packing station. Here, the meat is boxed, weighed, and labeled using trackbox computers that are physically mounted on packing carts. This step ensures that a specific box of finished retail or wholesale meat can be traced directly back to the exact carcass that was scanned into the room.

SPEAKER_03 12:11

Right, and that label printing at the packing cart is the definitive moment of end-to-end traceability. It creates a permanent, unalterable digital link between the finished package and the live animal received at the dock.

SPEAKER_02 12:23

That is seamless.

SPEAKER_03 12:24

Following the packaging stage, the product moves to shipping. Operators use the Zebra mobile scanners to track each individual case's journey from the packing room into the warehouse inventory and finally out the door onto a delivery truck.

SPEAKER_02 12:36

Okay, so this brings us to the financial integration, specifically the connection with QuickBooks Online. You have the physical product moving out the door and onto trucks, but the financial data needs to move concurrently to keep the business running.

SPEAKER_03 12:49

It absolutely does.

SPEAKER_02 12:50

How does a worker scanning a barcode on a loading dock actually trigger an accounting action?

SPEAKER_03 12:56

So the VistaTrack system handles this through a real-time application programming interface or API integration. An API is essentially a digital bridge that allows two distinct software programs to talk to each other securely and instantly.

SPEAKER_02 13:11

Okay, I follow.

SPEAKER_03 13:12

When a sales order is generated in QuickBooks by the sales team, it travels across that bridge and downloads directly into VistaTrack on the plant floor. There is no manual transcription required at all. Wow. Floor operators then print pick slips directly from their track box system and use their mobile scanners to physically fill the order. As they scan the barcodes on the specific boxes being loaded onto the truck, the system captures the exact shipped weights.

SPEAKER_02 13:38

And sends it right back.

SPEAKER_03 13:39

Exactly. It sends that precise data back across the bridge to the QuickBooks accounting system to automatically populate and generate the final invoice.

SPEAKER_02 13:47

That is amazing.

SPEAKER_03 13:48

Yeah.

SPEAKER_02 13:48

Angie Reesch noted that this specific pick-slip process has eliminated billing errors and mistakes by nearly 100%.

SPEAKER_03 13:55

Clearly 100%. That's incredible.

SPEAKER_02 13:57

For the industry professionals listening, the elimination of manual data entry between the shipping docks and the accounting department is frequently the most profound return on investment of a system like this.

SPEAKER_03 14:07

Oh, without a doubt.

SPEAKER_02 14:08

I mean, when a person has to read a handwritten weight from a clipboard, walk it across the facility to an office, and type it into accounting software, transposed numbers and lost slips are practically inevitable. Automating that specific data transfer turns physical inventory directly into perfectly accurate invoicing.

SPEAKER_03 14:26

It entirely removes the friction between the production floor and the revenue cycle. The accounting department is no longer waiting for an end-of-day batch processing of handwritten paperwork to know what was shipped or what they can build a customer for.

SPEAKER_02 14:39

Right, there's no lag time.

SPEAKER_03 14:40

Yeah, the financial reality of the company is updated the exact second a barcode is scanned by a worker at the loading dock.

SPEAKER_02 14:46

However, a system this comprehensive requires a highly strategic rollout. It certainly cannot happen overnight. We should conclude by examining how Bar W integrated this sophisticated technology with their workforce and what their plans are for future optimization, because we know that VistaTrack provided hands-on support, hardware installation, and go live consulting.

SPEAKER_03 15:09

Implementing software in an industrial environment is always a complex human challenge. Matt Schoneman highlighted the intensity of their support structure, noting that he is often personally on site at 6 a.m. with the plant floor staff to ensure they successfully go live.

SPEAKER_02 15:23

Now that is dedication.

SPEAKER_03 15:24

It is. Training workers to utilize digital touchscreens while managing the physical demands of processing requires a really deep level of operational partnership. That dedicated support allowed Bar W to be a 100% live on the slaughter side within a matter of weeks after their 2024 installation.

SPEAKER_02 15:40

Acknowledging the messy human element of technology adoption is so crucial. Angie Reesch admitted that despite their fast adoption, they are still not using the robust system to its absolute full capabilities.

SPEAKER_03 15:52

Right, it takes time.

SPEAKER_02 15:54

But they do plan to optimize more features as they grow, specifically citing a recipe module and expanding their raw materials inventory tracking. What really stood out to me, though, was her advice to other processors looking at this kind of implementation.

SPEAKER_03 16:08

What did she say?

SPEAKER_02 16:08

She recommends designating one or two people to become true experts at using the complex system.

SPEAKER_03 16:14

You know, that is incredibly pragmatic advice from someone who has managed a successful rollout. A system that governs live receiving, complex compliance protocols, direct scale integration, mobile shipping, and secure accounting API transfers. I mean, it's inherently sophisticated.

SPEAKER_02 16:31

Yeah, there are a lot of moving parts.

SPEAKER_03 16:32

Expecting every single floor worker to understand the back-end architecture or troubleshoot the software is just highly unrealistic and sets the team up for frustration. Definitely.

SPEAKER_02 16:58

You don't need to master every single feature on day one. You just need to nail the core functions, in this case, basic traceability and strict regulatory compliance.

SPEAKER_03 17:08

Exactly.

SPEAKER_02 17:09

And then rely on your designated power users to guide the rest of the team as the organization matures and their readiness for new features develops.

SPEAKER_03 17:17

It creates a sustainable culture of technological adoption. It allows the workforce to adapt gradually rather than delivering an overwhelming, confusing shock to the daily operational routine.

SPEAKER_02 17:28

Will said.

SPEAKER_03 17:44

It really does.

SPEAKER_02 17:44

It replaces the inherent vulnerability of paper tracking with an automated, strictly compliant digital flow.

SPEAKER_03 17:50

As regulatory environments continue to become increasingly strict, and as consumer demand for total supply chain transparency grows exponentially, consider your own facility. At what point does the hidden cost of maintaining a manual paper tracking system, you know, the lost sticky notes, the smudged numbers, the delayed invoices, exceed the initial investment required to fully digitize your floor?

SPEAKER_02 18:13

That is a great thought to end on. Thank you for joining us on this deep dive.

SPEAKER_00 18:19

Thank you for listening to Through the Line Packaging and Processing. You can listen to more episodes on all streaming platforms. Be sure to visit us at packworld.com, profoodworld.com, and healthcarepackaging.com for more packaging and processing news. This podcast was edited by Bree Guns.