Starting this Thursday (16), Unicamp launches the Debureaucratize program, whose objective is to make the work processes that make up the University's day-to-day activities more efficient and effective. The proposal, which will be presented in detail to the internal community, includes three principles: make it simple, think simple and be the change. “Our focus will be on middle activities, those related to operational management, which support core activities. We intend to eliminate what we call 'bureaucratic dysfunctions', that is, procedures that do not add value and/or bring harm to the routine. To achieve this, we want to count on the participation of the internal community, which will play an important role in identifying problems and designing solutions”, says professor Milena Pavan Serafim, advisor to the General Coordination of the University (CGU), the body responsible for Debureaucratize.
The program, observes the general coordinator of Unicamp, professor Teresa Atvars, meets the principles established in the University's Strategic Planning (Planes). “Planes proposes that we have a Digital University by 2020. It turns out that it is not possible to meet this goal if we do not make a commitment to review our work processes, with core activities as a priority. Reviewing work processes involves asking, at each stage, whether that activity adds value to decision-making and whether it facilitates core activities. If it adds, it stays. If it doesn’t add up, it gets eliminated,” she says.
The program was formulated by teachers Teresa and Milena and employee Eloisa Caldeira Durães, based on initiatives already undertaken by Unicamp's general coordinator. The methodology used in the proposal included, among other initiatives, a review of the literature on the topic of reducing bureaucracy, field research and a survey of practical cases related to the Federal Government, which launched “Simplifique” in 2017, a tool that helps to simplify public service in Brazil. The initial concern, says Eloisa, was to lay the foundations for efforts to simplify the University's work processes to take shape with the participation of the internal community, notably technical-administrative employees.
Professor Milena explains the importance of this engagement. “The vision of these employees is very important because they are the ones on the front line, dealing every day with the work processes that structure university management. They, better than anyone, are able to point out where the possible obstacles and overlaps are and ways to eliminate them”, she ponders. A concern that will accompany the work, adds Eloisa, is to promote the reduction of bureaucracy without making the University vulnerable in any aspect. “We will stick to excesses that harm the efficiency and effectiveness of work”, she reinforces.
Improving routines, points out professor Teresa Atvars, will bring several gains to Unicamp. One of them is the better equation of the staff and their skills. “Furthermore, we need to simplify our work processes because society demands more transparency and higher quality of public services. We also cannot fail to understand that the new platforms for accessing these services are part of the lives of the young people we serve”, she ponders.
As a hypothetical example of bureaucratic exaggeration, Professor Milena cites the need to collect a dozen signatures to carry out a certain process. “Let's do the exercise of asking ourselves whether it is really necessary to collect, for example, ten signatures. If not, we will suppress whatever is recommended. Bureaucratic bodies must question control for control’s sake. We have to move forward in structuring simple processes, which do not contain rework or redundancy of activities”. According to Eloisa, it is possible that some changes in work processes will also require the reformulation of internal regulations. “Everything will be done with extreme care, including in relation to legal requirements external to the University”, she points out.
Desbureaucratize will be implemented in stages. After the program is announced, teams will be formed that will be responsible for detailing the actions. Before that, they will participate in training activities. Those interested or nominated to join the program can register with their email (@unicamp.br) through from this email address, until June 14th. Then, the survey phase, data analysis and proposal of solutions by the working groups will begin.
Afterwards, an Executive Committee will be formed and the solutions listed will be officially presented. The penultimate step will be the execution or forwarding of the defined changes. Finally, the results of the measures adopted will be published. The general coordinator of the University points out that, even before the launch of the Debureaucratize program, the institution has been adopting measures to simplify work processes and that the concern with reducing bureaucracy must be permanent.
According to professor Teresa Atvars, the effort began with a closer look at the agenda of the University Council (Consu). “We observed which processes arrived at Consu that did not add value to the decision chain. For each issue identified, we are proposing statutory or regulatory changes. And we are managing to approve all the proposals, which are based on reducing bureaucracy. We still have a long way to go, but the decision to do so has been made and we will continue in this line of action”, assures the general coordinator of Unicamp.
