Aplicação do mapeamento de fluxo de valor no processo de gestão de documentos de uma universidade federal: uma pesquisa-ação

Abstract

The general objective of this work is to analyze how the document management process of the Institute of Technological Sciences (ICT), which is an institute belonging to the Federal University of Itajubá, Itabira Campus, can become more efficient with the application of Value Stream Mapping.To eliminate the identified waste, an improvement plan was proposed to assist the administrative staff in managing the documents related to the sector's administrative activities. The research was conducted using an Action Research methodology, suitable for identifying, suggesting, and implementing improvements in practical problems, with the active participation of the researcher. With the Current State VSM of the process, bottlenecks in document management were identified, and improvement proposals were made. In the Future State VSM, a new process with innovative improvements was proposed. Subsequently, with the approval of the institute's management and the staff involved, an implementation plan was developed, culminating in the development of document management software. In October 2023, the software was implemented and has since become part of the department's routine. The research contribution aims to demonstrate how the application of a Lean tool, such as VSM, can effectively bring improvements to processes within a public administrative structure, thereby contributing to the theoretical dissemination of Lean practices in the public sector. As a practical contribution, it is expected that the proposed improvement to the document management process will continuously support the work in the institute's department and also serve as a reference for other sectors of the university, thus contributing to the improvement of document management in the public institution as a whole, and even serving as a reference for other public institutions.