Diffusion of E-Procurement Systems: Enhancing Supply Chain Efficiency in Kakamega County Government Ministries, Kenya

Abstract

E-procurement emerged in the 1980s alongside the development of Electronic Data Interchange. Advances in Electronic Data Interchange technology enabled organizations to establish online vendor catalogs, streamlining procurement processes. Despite its recognized benefits, many government ministries, including those in Kakamega County, still face significant inefficiencies due to persistent manual procurement processes, leading to delays and resource misallocation. This study investigated the diffusion of electronic procurement systems within Kakamega County Government Ministries, focusing on the relationship between electronic procurement adoption, information and communications technology training, procurement innovations, and implementation challenges, specifically addressing the ongoing challenges of manual systems and proposing solutions through technological integration. A qualitative case study design was adopted, grounded in the Resource-Based View theory, to provide practical insights beyond theoretical constructs. Data was collected through interviews, observations, and document analysis, with rigorous validation measures such as pilot testing, member checking, and triangulation ensuring data trustworthiness. A purposive sampling strategy was employed, targeting 10 participants across three ministries under study. Thematic analysis and validation were utilized to extract meaningful conclusions aligned with qualitative research methodologies. The findings revealed that targeted information and communications technology/information technology training enhanced user confidence and optimized procurement workflows, directly addressing the lack of preparedness for electronic procurement systems. The adoption of innovative tools such as mobile applications and blockchain technology improved efficiency and transparency, offering solutions to existing bottlenecks. However, challenges such as limited training access and infrastructure gaps persisted, requiring tailored interventions to overcome resistance to change and ensure successful implementation. These efforts transformed Kakamega County Government’s procurement practices into a more efficient and accountable framework. This study held significance beyond its immediate scope, with contributions that informed policy decisions, enriched existing literature by addressing the empirical gap in local ministry electronic procurement adoption, and enhanced operational efficiency within government ministries and the broader field of supply chain management by providing actionable strategies for overcoming implementation hurdles.