Management System of the Congregation of FECFAU

Abstract

Introduction: The FECFAU Board Secretariat proposed the development of a computerized system to improve the work processes of the Unit's Congregation, with technical support from the Information Technology Coordination. The project aimed to reduce time, streamline processes, eliminate the use of paper and improve the management of the Congregation, and was awarded a local prize at the PAEPE/UNICAMP 2023 Awards. Objective: The main objective of the project was to create a system to manage the Congregation's meeting agendas and related processes, prioritizing digitization and accessibility. The information is gathered in an online repository, ensuring transparency and complying with the LGPD guidelines by protecting sensitive data and guaranteeing access for all. Results: Before the implementation of the Congregation Management System, the manual creation of agendas was time-consuming and inefficient, generating lengthy agendas and rework. With the new system, agendas are available digitally on the FECFAU website, providing uniformity, security and cost savings. The time taken to assemble the agenda has been reduced, making the process more efficient, and the system has been fundamental during the Covid19 pandemic, allowing for remote meetings of the Congregation. Conclusion: The system has made it easier to manage and send documents, reducing the use of paper and increasing transparency. The challenge required collaboration between the Board Secretariat and IT, with the support of the Unit Management and suggestions from the secretariats involved. The project was considered innovative and effective, and could be replicated in other units and organizations.