Client Overview
Client: Kenya Trade Network Agency (KENTRADE)
Mandate: To facilitate cross border trade and establish, manage and implement the National Electronic Single Window System (Trade Facilitation Platform).
Contracting Agency: Trade Mark Africa
Services:- Single Window system Situational and Gap Analysis
- Business Intelligence (BI) and Integrations Layer (IL)
- Recommendations for Improvement
The Challenge
KenTrade is a vital organization responsible for managing the Kenya TradeNet System, a Single Window platform designed to streamline and simplify trade processes.
By providing a centralized platform for trade documentation and integration with Partner Government Agencies (PGAs), KenTrade plays a key role in facilitating cross-border trade in Kenya.
The organization faced significant challenges that hindered KenTrade's ability to achieve its goal of seamless, efficient, and transparent trade facilitation.
The main challenges KenTrade faced included:
- Manual Processes: Many operations were still manual, causing delays and inefficiencies
- Integration Gaps: Only 5 of 35 PGAs were fully integrated into the TradeNet system.
- Capacity Constraints: Limited staff and infrastructure affected system performance.
- Reporting and Payment Issues: Difficulties in reporting and a lack of trust in electronic payments
To address these issues, KenTrade required a comprehensive solution that would streamline its operations, improve integration, and enhance its ability to manage the complex trade activities.
Project Overview
To address these challenges, Info Gain Consulting partnered with KenTrade to conduct a thorough Business Process Mapping (BPM) exercise and digital transformation initiative.
The project aimed to streamline operations, integrate PGAs into the TradeNet system, and enhance service delivery across the entire trade network.
The approach was divided into several key phases:
- Situational Analysis: Info Gain conducted detailed questionnaires, workshops, and site surveys to understand the current operations at KenTrade and its PGAs.
- Gap Analysis: The current state of the system was compared to the desired state, identifying key gaps in system performance, integration needs, and ICT capacity.
- Scope of Preferred Systems: A detailed scope for system improvements was developed, focusing on ERP and Business Intelligence (BI) tools, integration layers, and ICT infrastructure enhancements to handle the increased trade volume and the complex nature of international logistics.
Challenges Encountered
Recommendations
PGA Integration:
Fully integrate all PGAs into the TradeNet system to eliminate bottlenecks and enhance inter-agency collaboration.
Automate Manual Processes:
Prioritize automating manual processes to reduce errors, speed up workflows, and improve service delivery
Capacity Building:
Provide targeted training to KENTrade staff and PGAs to boost technical skills and improve system management.
Enhanced Reporting & Payments:
Implement robust reporting and secure e-payment systems to increase transparency and streamline trade processes.
Output
Situational and Gap Analysis:
Detailed Situational Report: This outlined the current processes, system limitations, and organizational constraints at KenTrade and the PGAs.
Gap Analysis Report: Comparison between system as is and to be, providing a roadmap for system integration, ERP deployment, and BI tool adoption.
ICT Infrastructure Enhancements:
The Kenya TradeNet System underwent upgrades to enhance its integration layer, incorporating BI tools for real-time data analysis and improved interoperability.
Bidding and Tender Support:
Vendors underwent rigorous evaluation of BI tools and ERP systems, ensuring their technical expertise and capacity to handle complex integrations and ICT infrastructure upgrades.
Project Management and Implementation:
The project implemented ERP and BI tools in phases, piloting with select PGAs before full rollout. The team coordinated ICT infrastructure upgrades for effective deployment.
Quality Assurance and Change Management:
Testing during the transition was crucial for ensuring user satisfaction and adherence to QA standards, while a structured change management program addressed resistance and ensured smooth adoption of the new system.
Contact Us Today
To receive a free white paper on Business Process Mapping and IT Consulting, contact us at enquiries@infogainconsulting.com
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