For nearly 40 years, RVM, formerly Rift Valley Machinery Services, has been a cornerstone in Kenya’s industrial and agricultural machinery sector. Located on Addis Ababa Road, off Enterprise Road in Nairobi’s Industrial Area, the company has built a reputation for supplying high-quality machinery, spare parts, and equipment. As part of its modernisation efforts, RVM partnered with Blackpaw Innovations to migrate its operations to an integrated digital system. The objective? To enhance efficiency, streamline workflows, and future-proof its business processes.
Phase 1: Odoo System Mapping and Project Outlining
Our collaboration began with preliminary discussions in December 2024, setting the stage for a structured migration process in early 2025. By the second week of the new year, we had commenced system mapping and project outlining, ensuring that every aspect of RVM’s operations was accounted for.
To align our implementation with RVM’s unique needs, we conducted extensive surveys. These included:
- Risk Assessment – Identifying potential operational risks and mitigation strategies.
- System Assessment – Understanding existing workflows and potential bottlenecks.
- Company Assessment – Evaluating how the new system would integrate across departments.
Once these assessments were completed, we began the core implementation phase.
Phase 2: Data Collection and CRM Integration
With RVM operating a vast inventory of over 4,500 items and multiple charts of accounts, a structured data migration plan was critical. Our approach involved:
- Cataloging all inventory items and mapping them into the new system.
- Defining a clear sales process and integrating it into the CRM application.
- Training sales staff on how to navigate and use the CRM effectively.
With a robust CRM in place, the sales team could now manage customer interactions more efficiently, track leads, and optimize sales conversions.
Phase 3: Inventory Management System and Procurement System
To enhance warehouse management, we implemented an Inventory Management App, streamlining stock handling across multiple warehouses. The system included:
- Hundreds of bin locations for spare parts storage.
- Automated procurement workflows to simplify purchase requests and approvals.
- Access control restrictions ensuring procurement teams focused strictly on RFQ development while limiting access to financial data.
This new framework significantly improved inventory accuracy, reduced stock discrepancies, and optimized order fulfillment times.
Phase 4: Enhancing Field Service and Tendering System
A major component of RVM’s business involves field service operations and tendering for large-scale projects. To support these functions, we:
- Developed a Field Service System, enabling the workshop team to generate quotations and track service jobs.
- Implemented a Projects App to manage the tendering process, ensuring efficiency and compliance with procurement guidelines.
With these systems in place, RVM could now manage service requests and tenders with greater precision and oversight.
Phase 5: Branch Integration System and User Access Controls
Recognizing the need for uniformity across locations, we extended the system to RVM’s Nakuru branch, ensuring seamless data flow and consistency in operations.
To enhance security and operational clarity, user access rights were assigned based on roles:
- The sales team could view the product catalog but not access cost details.
- The procurement team could develop RFQs but was restricted from accounting data.
- The finance team maintained control over accounts without interference from other departments.
This structure ensured data integrity and prevented unauthorized access.
Phase 6: Comprehensive Training and Change Management
Transitioning to a new system requires user buy-in, so we rolled out structured training sessions across different departments. These included:
- Month-long training programs for sales, accounting, and procurement teams.
- Specialized sessions for directors, providing real-time insights into system functionalities.
To ensure full adoption, a One System Policy was enforced, mandating all staff to migrate by a set deadline. Additionally, leadership emphasized the importance of centralizing data for better accounting and operational control. Staff were informed that non-compliance could be considered a performance issue (without being punitive), reinforcing accountability.
The Road Ahead: Website and E-Commerce Integration
While the core system implementation is complete, work is ongoing on RVM’s website and e-commerce integration. This next phase will enhance digital visibility, allowing customers to interact with RVM’s products and services online seamlessly. We will provide updates as this development progresses.
Conclusion
By embracing digital transformation, RVM has positioned itself as a forward-thinking industry leader. With streamlined operations, enhanced efficiency, and robust data control, the company is well-equipped to meet the evolving demands of Kenya’s industrial and agricultural machinery market.
At Blackpaw Innovations, we remain committed to helping businesses like RVM harness the power of technology to drive growth. Stay tuned for more updates on our ongoing projects.
If your business is looking to modernize its operations with a tailored ERP solution, reach out to Blackpaw Innovations today. Let’s transform your workflows and position your company for sustained success!
