Pipefy System Implementation for the Procurement Division of DGA

Abstract

Introduction: Managing public tenders presents challenges that require strict compliance with deadlines and efficient risk management. This project was motivated by the need to improve the communication and monitoring of tender processes by implementing a solution that would provide real-time data. Objective: The aim of the project was to implement the Pipefy system to optimize the management of tendering processes, enabling greater control of deadlines, automation of repetitive tasks and standardization of communications, as well as providing real-time information to all parties involved. Methodology: The project consisted of mapping tender processes based on Law 14.133/2021 and modelling them in the Pipefy system. Automation flows were created to move the processes through the bidding phases and management dashboards for real-time monitoring. The implementation team was trained through specific training sessions to ensure that the tool was used correctly. Results: The implementation of Pipefy met the established objectives, since it improved communication with the areas interested in the bidding processes, allowed for the automation and standardization of tasks and activities, considerably reducing the time spent on manual and repetitive tasks and provided for the replacement of manually prepared control spreadsheets with automated dashboards and reports that provide information in real time. Conclusion: The project achieved its objectives, improving the management of tenders at UNICAMP, promoting greater transparency and agility in the processes, meeting deadlines and avoiding operational errors.