Melhoria do processo de consolidação de demandas de bens materiais no calendário anual de compras e contratações da UFFB: uma contribuição à Divisão de Planejamento de Compras da Pró-reitoria de Administração

Abstract

This research investigated how Process Management can contribute to improving the consolidation of material demands within the Purchasing and Contracting Calendar of the Office of Administration of the Federal University of Paraíba. Between 2022 and 2024, fewer than half of the items consolidated by the Purchasing Planning Division were approved in electronic bidding processes, revealing waste of resources and a departure from principles such as Efficiency and Planning established in public procurement legislation. The general objective was to propose improvements to this process through the analysis of the causes of item failure and the mapping and redesign of the workflow. The study adopted a qualitative approach and employed semi-structured interviews, non-participant observation, and bibliographic and documentary research, including the examination of bidding records available in the PNCP. The process was modeled using BPMN notation, with support from the Bizagi software, and subjected to Value-Added Analysis, validated on the basis of ISO/TR 26122:2008, which made it possible to identify redundancies and non-value-added activities. Initially, it was observed that there was a cumulative reduction of 33% in the number of bidding processes and 19% in the volume of items tendered, accompanied by fluctuations in approval rates and the persistence of a significant number of failed or deserted items. The main causes of failure were related to incompatibility between estimated and market prices, inadequacies in technical specifications, and non-compliance with qualification requirements, revealing weaknesses in the internal planning phase. A significant portion of the problems was found to stem from a fragmented and poorly integrated organizational structure. Based on these findings, a new process design was proposed, including the elimination of non-value-added activities, the reduction of rework, the strengthening of standardization, the training of requesting units, and the promotion of automation through SIPAC. It is concluded that the application of Process Management to public procurement is pertinent, as it presents an improvement model that contributes to the rationalization of work, the enhancement of procurement planning, the increase in acquisition success rates, the modernization of institutional practices, and the advancement of academic discussions in the field of Administration.