Client Overview
- Industry: Engineering, Procurement, and Construction (EPC)
- Size: Mid-sized firm with ~250 employees
- Location: Nairobi, Kenya
- Core Business Activities: Execution of infrastructure and industrial projects, including civil construction, electrical works, and procurement of specialized equipment
- Market Relevance: One of the leading EPC players in East Africa, known for timely project delivery and adherence to international standards
The Challenge
- Initial Situation: The client managed multiple large-scale projects across Kenya with manual processes for procurement, budgeting, and project tracking.
Key Operational Problems:
- Lack of real-time visibility into project costs
- Inefficient resource allocation
- Delays in procurement and approval workflows
Pain Points and Consequences:
- Escalating operational costs due to unmonitored expenditures
- Missed project deadlines and penalties
- Reduced profitability and strained client relationships
Objectives & Expectations
Business Goals and KPIs:
- Reduce operational costs by at least 25%
- Improve project timeline adherence
- Optimize resource utilization across sites
Stakeholder Expectations:
- Streamlined workflows for procurement and budgeting
- Transparent reporting for management
- Digital platform to support multi-project operations
Success Metrics Defined:
- Percentage cost savings
- Reduction in project delays
- Improved efficiency in resource allocation
Scope of Work
Departments/Modules Covered: Finance, Procurement, Project Management, Inventory, Human Resources
Processes Mapped or Automated:
- Budgeting and cost tracking
- Vendor approvals and purchase order automation
- Resource scheduling across multiple sites
Complexity:
- Multi-site operations with diverse compliance requirements
- Customized workflows for project approvals and cost tracking
Solution Implementation
ERP Modules/Tools Used: Odoo ERP modules – Accounting, Projects, Purchase, Inventory, HR
Key Configurations/Customizations:
- Automated cost tracking dashboards per project
- Multi-level approval workflows for procurement Integration of timesheets and resource allocation with project budgets
Automation or Integrations Implemented:
- Vendor invoice automation linked to project budgets
- Real-time project cost and performance reporting
Execution Challenges
Roadblocks:
- Resistance from staff accustomed to manual processes
- Data inconsistencies in historical project records
User Adoption Issues: Hesitancy to use new dashboards and approval systems
Resolution:
- Conducted hands-on workshops and training sessions
- Data cleansing and migration strategy implemented for historical records Iterative rollout with continuous feedback
Results & Business Impact
Quantitative Results:
- 28% reduction in operational costs across all projects
- 35% faster procurement approval times
- 20% improvement in resource utilization
Operational Improvements:
- Real-time cost visibility and control
- Streamlined workflows reduced redundant manual tasks
Strategic/Long-Term Benefits:
- Strengthened client trust due to timely delivery
- Scalable ERP solution for future multi-site expansion
- Better decision-making with consolidated financial insights
Client Testimonial
"Implementing the ERP system transformed how we manage projects. The cost savings and process transparency have exceeded our expectations. The team at Apagen made the transition smooth and practical."
— Project Director, Kenya EPC Firm
Key Differentiators
- Integrated procurement approvals with budget tracking for automated control
- Custom dashboards providing real-time insights per project and department
- Multi-site resource allocation optimization using ERP-driven workflows
- End-to-end automation from vendor invoice to project financial reporting
The Kenya-based EPC firm achieved a measurable 28% reduction in operational costs while improving resource utilization and project oversight. Digital workflows and real-time insights empowered the organization to make faster, smarter decisions.
Next Steps:
They are planning to extend ERP automation to field operations, integrate IoT-enabled equipment tracking, and further enhance predictive project cost forecasting.
We can assist you to digitize your operations through engineering and construction ERP system to achieve excellence in the EPC industry.
To know more, drop us a line at sales@apagen.com or call us on +91 9971800665.
