Project Details:

West Kenya Sugar Company (WKSC) is implementing Wrench SmartProject to digitize and automating documentation processes. WKSC aims to enhance productivity, ensure better control and traceability, and improve collaboration across engineering and project teams.

Location: Kakamega, Western Kenya.

Challenges Faced by WKSC Engineering:

Before implementing Wrench SmartProject, the engineering teams encountered several critical challenges:

Disorganized Document Storage:

Reliance on shared folders made it difficult to manage and locate documents efficiently.

Ineffective Collaboration:

Using emails for document exchange led to miscommunication and lack of version control.

Limited Document Control:

SharePoint offered basic functionality but lacked advanced features for secure access and revision tracking.

No Centralized System:

Documents were scattered across platforms, creating silos and reducing team visibility.

Manual Processes:

Manual tracking of submissions, responses, and transmittals increased the risk of errors and delayed workflows.

Scope:

 Folder Structure:

 A well-organized, centralized folder structure ensures consistent document storage and easy access across departments.

Workflows:

Automated workflows enable efficient document review, approval, and processing, ensuring accountability and compliance.

Transmittal:

Structured transmittal processes streamline the sending and receiving of documents between internal teams and external stakeholders.

Email Notifications for workflow routing:

Automated email alerts notify users at every stage of the workflow, keeping processes on track and minimizing delays.

SSRS Reports (Standard Reports):

Built-in SQL Server Reporting Services (SSRS) provides standardized, real-time reporting for better visibility and decision-making.

PSR report:

The Project Status Report (PSR) offers detailed insights into document progress, approvals, and project milestones.

Benefits:

Efficient Document Management:

Wrench SmartProject enables teams to manage tasks and maintain documents in a structured and organized digital environment, minimizing chaos and improving traceability.

Automated Date Tracking:

The system automatically records submission and response dates for all documents, eliminating errors from manual data entry and ensuring accurate reporting.

Automated Transmittals:

Transmittal generation is fully automated, significantly reducing manual workload and ensuring consistent and error-free communication.

Centralized Online Access:

All project-related documents are stored in a centralized online repository, accessible to the entire team via Wrench SmartProject, promoting transparency and collaboration.

Timely & Targeted Distribution:

Wrench SmartProject ensures effective and timely distribution of drawings and documents to all relevant stakeholders, enhancing coordination and minimizing delays.

About:

West Kenya Sugar Company, established in 1971 in Kakamega County, is a leading sugar producer in Kenya. As of early 2020, it held a market share of around 29.62%, contributing significantly to the regional economy. It is part of the Rai Group, a diversified conglomerate with interests in sugar and cement. Other sugar mills under the Rai Group include Butali Sugar Mills and Olepito Sugar.