Optimization of tractor operations and maintenance management system : a case of Kinyara sugar works.
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Date
2026-06-16
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Busitema University
Abstract
This implementation report presents the design, development, and validation of a web-based Computerized Operations and Maintenance Management System (COMMS) for tractor fleet management at Kinyara Sugar Works Limited, which operates over 735 tractors on 11,000 hectares of sugarcane plantations. The company faced critical challenges including unplanned maintenance, poor task scheduling, inadequate spare-parts management, and unreliable paper-based record keeping, resulting in tractor availability as low as 69.4% in the sampled fleet.
To address these challenges, a web-based COMMS was designed and implemented using PHP, MySQL, HTML/CSS, and JavaScript. The system integrates four core modules: operator task logging, mechanic repair tracking, administrator management, and inventory control with automated SMS low-stock alerts. Data were collected from operational logs, maintenance records, structured questionnaires, and field observations across a stratified sample of 50 tractors.
Failure Modes and Effects Analysis (FMEA) was applied to the collected maintenance data to identify and prioritize critical tractor failure modes. Results showed that tyre/brake failures had the highest Risk Priority Number (RPN = 315) due to high occurrence frequency, while engine failures caused the greatest total downtime (over 450 of the 942.75 hours recorded). The implemented COMMS corrected systematic errors in the paper-based records for example, improving reported 4WD tractor availability from 84% to 87% and demonstrated strong technical performance with an average response time of 1.20 seconds and throughput of 2.22 requests per second. The system provides Kinyara Sugar Works Limited with a reliable, data-driven platform to reduce downtime, improve maintenance efficiency, and support cost-effective tractor operations.
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Makmot, R. A. & Kwures, T. (2026). Optimization of tractor operations and maintenance management system : a case of Kinyara sugar works. Busitema University. Unpublished dissertation.