Office of Planning and Budget (SEPLAN)

UFSC’s Integrated Management System (SGI) is an initiative dedicated to the optimization of the organizational processes of the Federal University of Santa Catarina. Through the implementation of information technology tools and collaborative analysis, the IMS seeks to improve existing processes. Our goals include supporting the many sectors of the university in monitoring strategic processes, promoting operational efficiency and better information management, creating a more convenient environment for the entire university.

contact info:

e-mail: rafael.lima@ufsc.br
chat@ufsc: @rafael.lima
cell: (48) 3721-7512

 

Attributions

1. To map, grade, and rationalize UFSC organizational processes, working together with UFSC academic and administrative units
2. To act in the implementation of information technology tools for managing UFSC processes, aiming for greater cooperation between different areas of the university, in order to optimize work procedures.
3. To optimize existing processes for better information management and to maximize results by focal groups.
4. To offer subsidies for the normalization of modeling standards, consolidating UFSC/FUSC governance procedures
5. To offer support to the different sectors regarding monitoring procedures which offer deadlines and strategic referral to UFSC

 

Projects

01 – Department of Building Maintenance and Infrastructure (DMPI)

At the request of DMPI, SGI is helping in the creation of a new system in order to facilitate the task of input and answering maintenance calls in general. Together with SeTIC we are setting up a new Open-Source Ticket Request System (OTRS), mapping the hydraulic services and streamlining the process flow, enabling the correct targeting to the responsible technicians and notifying the appropriate technical teams, with the intention of promoting an efficient and clear management system that”ll offer data in real time

 

02 – Foundational Contract

Complying with the request of the Coordination of Projects and Foundational Contracts (SFC/PROAD), SGI has identified the processes subject to automation, focusing on the input of data and initial application documents for foundational contracts, and put together a tool capable  of filtering and finding specific information in a quick, simplified and standardized manner, in order to turn the procedure of processing foundational contracts quicker and more efficient

03 – UFSC Department of Accounting and Finance (DCF)

SGI plans to automate transfers of accounting data submitted by DCF to a new Federal Government  interface system, with the intent of avoiding reworks. In this sense, initiatives to integrate the Financial and Budgetary Resources Management System(SARF)/UFSC with the Integrated Financial Administration System (SIAFI) and Compras.net (both belonging to the Federal government) are being monitored. The proposed solution seeks to reduce as much as possible or even entirely eliminate the registration of everyday expense items, standardizing repetitive procedures and eliminating human mistakes.

 

04 – UFSC Intelligence Observatory

Seeking to restructure and expand the UFSC Intelligence Observatory efforts, SGI is closely analyzing the university’s bodies and focal points with the intent of: inputting new data, optimizing the website’s panels and dashboards, optimizing the exchange of information and increasing it’s management utility by decision makers, in a format self-managed by the focal points, with use of API’s and automated processes which guarantee the integrity and constant updating of data in real time for the users.

05 – Planning and Budget Secretariat Inventory

SGI, by order of the Planning and Budget Secretariat, Prof. Andrea Trierweiller, is conducting the restructuring of the Inventory of all SEPLAN environments. To do this we are reorganizing the sectorization of SEPLAN into the Session Initiation Protocol (SIP) system and INtegrated Physical Space System (SIEF), proceeding with the complete mapping of items reported as “not found”, which are currently in possession of employees who are or have been linked to the Secretariat and consolidating the write-off requests for lost items through CDEB (Damage or Loss of Goods Report), according to the orientations given by the Patrimonial Management Department (DGP)/UFSC. The idea is to gage all items from previous inventories by sector and employee, in addition to helping locate all items throughout the Secretariat.

 

	Not found	Active	Total items
Total	69	578	647

06 – Self-Service System of Concession of Tickets and Accomodations (SCDP)

The SGI is currently elaborating an automated self-service system for the SCDP, which will allow UFSC employees to insert their travel info and automatically receive clearance of their accommodation and tickets. This self-service system will optimize and expedite the process of clearance, avoiding useless routines and tasks, in the sense that it’ll decrease the rate of human error in the processing of data.

07 – Mapping UFSC bodies (SCDP)

SGI is aiding in the automation of data collection grouped by the UFSC Budget Inspectorate (SO/SEPLAN) in the Financial and Budgetary Resources System (SARF-web). With this initiative, we aim to integrate systems such as the Federal Collection Management System (SISGRU) from the Federal Government and SARF-web, in order to facilitate information reporting for the monthly consolidation of the monthly demonstratives of SO/SEPLAN for each of the University’s more than 40 Resource Management Units.

08 – Own Income

With the intent of automating and homogenizing the current demonstrative models for the transfer of funds from UFSC units, SGI is concocting a new info system capable of: standardizing data collection  together with partner public foundations, in addition to providing reports about the Resource Management Units (UGRs) income, and the progress of resource clearance information to the employees , automating the repetitive part of the process and consequently raising the the sector’s efficiency for the pass on and answering of day-to-day requests.

09 – Automation of monthly statements from the Budget Superintendency

For the purpose of automating the demonstrative reports made by the Budget Superintendency (SO/SEPLAN), the SGI, along with SeTIC, is developing optimizations for the Financial and Budgetary Resource Management System (SARF) that can automatically make reports, which currently take 3 to 4 weeks to be concluded, in order to optimize human resources and repetitive routines, in an effort to favor raises in productivity in the sector and potentially reducing potential human errors.

10 – DECOM/DCF/SEPLAN commitment robot

Another project made by the SGI is the automation initiative in the purchasing sector (DECOM/DCF/SEPLAN) commitments phase, with the help of a self-completion program.