The first cycle of workshops is intended for officials from 15 units of the University, who carry out administrative acts, to learn about the new institutional formats.

The workshops are organized collaboratively between the General Secretariat and the Comprehensive Quality Management Office, attached to the Directorate of Strategic Development and Quality of the University of La Serena, and are related to the preparation of administrative acts. These were scheduled for the month of December, divided into an informative instance and 3 practical instances, in which 20 to 25 officials participated. Each workshop aims to socialize the new standards for the preparation of administrative acts.

All of them are part of the implementation of the Comprehensive Quality Management System, which consists of the identification, diagramming and characterization of processes associated with the processing of administrative acts. The workshops are taught by Hilda Silva, assistant professional, in coordination with Issis Aguirre, process analyst.

“The purpose of the informative and practical workshops has been to disseminate among authorities and officials the collaborative work carried out by the Directorate of Strategic Development and Quality, through its Comprehensive Quality Management Office, and the General Secretariat,” he said. Hilda Silva, who added that "it is very important that officials feel part of and participate in the implementation of the quality system which, in this case, is applying the new standards and structures in the preparation of institutional administrative acts."

During each day, the guidelines for the preparation and processing of the administrative acts contained in the Visual Identity Manual, in addition to the Instructions for the Preparation of Administrative Acts and their respective annexes and examples of formats, were made available to the participating officials. , whose purpose is to standardize the structure of the administrative acts processed by the institution. These elements, together with the characterization of the “processing of administrative act” process, constitute documents of the comprehensive quality management system of our university.

Issis Aguirre expressed that “the definition of the standards presented is the product of the analysis and characterization of the Administrative Act Processing process, where responsible parties, different processing routes were defined, in addition, measures to help the correct delivery and traceability of the information (work presented at the workshop). This first version of the process will be the basis for identifying opportunities for improvement, adjusting the process and implementing the proposed changes, with the aim of achieving a more efficient process.”

The first workshop held in the Hexágono ULS room was attended by managers, directors and special guests, in charge of Training and Personnel, the Planning and Development Office, and Supply.

The remaining workshops were held in the Reading Room of the Andrés Bello Campus, in which officials from 15 units of the institution participated, including the Service Directorate, Personnel Department, Supply Department, Legal Affairs Directorate. , Postgraduate and Postgraduate Directorate, and General Secretary.

Perception of the participants

Karen Carvajal Alballay, professional in the Control and Monitoring area of ​​the Personnel Department, said: “I found it very interesting because many times we prepare a document without being clear about why it is done that way, it also helped us understand new concepts in this field and above all to reduce errors in a way that, now, with the knowledge we acquire, we can avoid.”

Likewise the lawyer, Mg. Glenn Calvo pointed out that “the development of a visual identity workshop at the University of La Serena represents an invaluable opportunity to significantly improve administrative processes and strengthen institutional cohesion. This type of initiative is not only limited to aesthetic updating, but also has a direct impact on the perception, efficiency and internal and external communication of the organization, establishing coherence that strengthens public perception, generating trust and credibility both among officials, as well as the community in general.” Furthermore, he added that “another fundamental aspect is the optimization of administrative processes. The standardization of visual/formal elements in the preparation of administrative acts reduces the probability of errors, reduces review times and facilitates cohesion in the presentation of information, which contributes to greater operational efficiency.

The processing of administrative acts represents a transcendental item within the strategic process of university governance, since through them all the decisions of the institutional authorities are formalized.

See photo gallery

Written by Paz Montecinos Kam - Chings, DirCom.