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REVISTA - Estandarización de Procedimientos EN
REVISTA - Estandarización de Procedimientos EN
REVISTA - Estandarización de Procedimientos EN
Engineering Faculty
Abstract
order to meet the entity's own requirements. The University of Nariño has an
of processes and procedures in accordance with the ISO 9001:2015 standard. The
and the key success factor is in the way they are defined, supported and executed.
In addition, in the clarity with which officials appropriate these procedures. In the
Engineering Faculty it is found that the procedures are tacitly presented, when they
are carried out without following any institutional guidelines and are executed
according to the discretion of the official. Also, there are cases in which the
degree on the form of execution of these procedures. In the cases in which there is
1
Ing. De Sistemas. Universidad de Nariño (Pasto, Nariño, Colombia). erika.orbes@udenar.edu.co
ORCID: https://orcid.org/0000-0002-7095-3582
CvLAC: https://scienti.minciencias.gov.co/cvlac/visualizador/generarCurriculoCv.do?cod_rh=0002037905
2
Ing. De Sistemas. Universidad de Nariño (Pasto, Nariño, Colombia). kandel@udenar.edu.co
ORCID: https://orcid.org/0000-0001-6106-3900
CvLAC: https://scienti.minciencias.gov.co/cvlac/visualizador/generarCurriculoCv.do?cod_rh=0002038155
3
PhD. Universidad de Nariño (Pasto, Nariño, Colombia). abaron_98@udenar.edu.co
ORCID:
CvLAC:
no standardization and the procedures are critical in the functional dynamics of the
requests, tasks repetition and nonconformities on the part of those involved. This
Nariño Engineering Faculty aligned with the institutional regulations that allows
identifying and classifying the procedures in some initial stages, in order to take
supporting computational tools, the activities that compose them and the roles that
effectiveness.
order to meet the entity's own requirements. The University of Nariño has an
of processes and procedures in accordance with the ISO 9001:2015 standard. The
and the key success factor is in the way they are defined, supported and executed.
In addition, in the clarity with which officials appropriate these procedures. In the
Engineering Faculty it is found that the procedures are tacitly presented, when they
are carried out without following any institutional guidelines and are executed
according to the discretion of the official. Also, there are cases in which the
degree on the form of execution of these procedures. In the cases in which there is
no standardization and the procedures are critical in the functional dynamics of the
requests, tasks repetition and nonconformities on the part of those involved. This
Nariño Engineering Faculty aligned with the institutional regulations that allows
identifying and classifying the procedures in some initial stages, in order to take
supporting computational tools, the activities that compose them and the roles that
effectiveness.
I. INTRODUCTION
Within organizations, there are different procedures that are developed in order to
meet the requirements of the entity. The procedures key success factor is in the
way they are defined, supported and executed. In addition, in the clarity with which
necessary to have inputs that allow knowing the activities that compose it, the roles
that intervene, the documents and the supporting tools. When a procedure meets
is found that the procedures are presented in two ways: (i) tacit, that is, there are
procedures that are carried out without following an institutional guideline and are
executed in accordance with the discretion of the official; (ii) explicit, that is, there is
some degree of institutional guidelines on how these procedures are carried out. In
the cases in which there is no standardization, but they are critical procedures in
delays in the requests attention, tasks repetition and nonconformities on the part of
those involved.
required to standardize the procedures, in such a way that the officials, and the
– UDENAR. Later, in chapter III, the study on the way in which the procedures are
found within the FACING - UDENAR is described, for this the procedures are
standardization strategy and some examples of its application within the FACING
II. METHODOLOGY
The methodology that this research follows is divided into phases, which contain
Engineering Faculty.
Activity 2. Procedure debugging.
Each dynamic element presented in the table is described in detail in the results
phase.
III. RESULTS
FACING has been an active and strategic participant in the growth of the region,
proposal. At the institutional level, significant progress has been made in this
Sinergia para Crecer. This Management Plan seeks to strengthen the missionary
projects. One of the strategic projects of Sinergia para Crecer is the FACING
Strategy. This Project aims to build the strategic thinking of FACING - UDENAR
procedures
This study allows establishing a diagnosis on the way in which the procedures
Institutional development
plan
No specific functions or procedures found
2021 – 2032
Undergraduate student
No specific functions or procedures found
statute
Administrative Staff
No specific functions or procedures found
Statute
PERSON IN
FUNCTION
CHARGE
Advise in the formulation of the faculty's research and social interaction plan.
Dean Faculty of
Engineering
Be aware of the calls of interest.
Prepare and review all documents that leave the faculty together with the dean's office, whether to the computer
Academic center, library, Ocara, academic vice-rector's office (academic programming).
Secretary
Assign subject schedules within the faculty
Review, classify and control documents and data related to matters that concern the University.
Department
Secretary
Attention and guidance to the public requesting services, providing clear and timely information.
Teacher Decide in the first instance on student applications in accordance with current regulations.
representative to
the curriculum
committee Evaluate, on an annual basis, compliance with the PEP (Program Educational Project).
• Can you describe how the procedure is carried out within the unit?
As a result of this task, detailed information was obtained on the functions that are
developed within the FACING, in addition to the roles involved in the execution and
Task 3: meeting with DAAC officials: A meeting was held with officials
definition and their current status at the institutional level. As a result of this
task, the process map of the University of Nariño was obtained, as indicated
previous activity, the functions are integrated into procedures and it is proposed
I Initial
I1 Intermediate 1 X X
I2 Intermediate 2 X X
I3 Intermediate 3 X X
C Complete X X X X
addition, the actions that are carried out to carry out some procedures were
always start with an infinitive verb and should not necessarily have a sequence.
In addition, the roles that intervene in the procedures development and the
with the activities analysis, the procedures variety and their execution form, it
was possible to establish the following states in which the procedures can be
There are procedures within the FACING that are defined in the procedures
regulated and with documentary support, also in some cases they have
I1 Intermediate 1 7 7 / 55 12.7%
I3 Intermediate 3 0 0 / 55 0%
C Complete 13 13 / 55 23.6%
Total 55 55 / 55 100%
1. Dean
High quality Category: Missional processes - Defined procedure
C 2. Department Director
accreditation Academic training VAC-FOA-PR-04
3. DAAC
TABLE 6 Examples of the University of Nariño Engineering Faculty procedures. Source (own
authorship).
From the diagnosis and analysis of the procedures carried out within the
FACING - UDENAR, it can be seen that most of the procedures are in initial and
intermediate stages. For this reason, it is necessary to establish a strategy that
requirements of the NTC ISO 9001: 2015 and IQNet Standard and the other
reason, it has the ICONTEC certification in compliance with the ISO 9001:
ISO 9001: 2015 standard. In this sense, it is important to have a guide that
the procedure, at any time, can carry out the correct standardization. Thus,
execution of a series of steps that guide, specify activities and facilitate the
process.
It must be a guide that lasts over time and allows easy updating.
guidelines.
It must present a base context so that its application does not create
confusion.
procedures as detailed later in each procedure and they are deployed in the
Table 7.
Frequently Its execution is Represents
Procedure Initial status Ambiguous
performed urgent difficulty
Schedule Management X X X
information that is presented in the base list of procedures and to collect the
procedures are consulted, such as, for example, the Creation of the
must be produced, base regulations and the format for the procedure
out.
with the responsible roles in each activity with the respective explanation or
clarification. This section also defines a format for the university community
Taking into account that there is no computational support for this procedure
and that, according to the defined activities, the support of one of these tools
Taking into account that this procedure is for execution in the medium term,
the deployment in the Faculty is carried out through the process planning,
methodology formulation and contact with the expert person. For the
only two faculties have the Faculty Educational Project and there is confusion
Planeación del proceso de Metodología – Cronograma – Taller con experto Comité PEF - Decanatura
construcción colectiva PEF PEF base
Observaciones y sugerencia
Repositorio de documentos –
Retroalimentación del PEF de la comunidad universitaria Estrategia FACING
formatos de interacción
al PEF
Integración del a
Nueva versión del PEF Herramientas de análisis de datos Estrategia FACING
retroalimentación al PEF
NO
PEF OK
SI
Normatización del PEF PEF oficial normatizado Actos administrativos Órganos colegiados - Decanatura
FIGURE 2. Methodology for the FEP Collective Construction. Source (own authorship).
collection of information that was carried out in the first phase of this work
had to be updated through interviews with the dean and the academic
secretary.
For the development of this procedure there are three proposals for
computational support tools. (i) Koreplan software, (ii) Access software, (iii)
needs for improvement. The results of this evaluation are presented in Table
8.
Koreplan Schedule Management System in
Evaluation criteria Access Software
Software Sapiens
Timetable generation time (20%) Meets Does not meet Does not meet
Automatic timetable generation (20%) Meets Does not meet Does not meet
TABLE 8. Evaluation of computational tools for schedule management. Source (own authorship).
The criteria for evaluating the computer tools are defined taking into account
with respect to the main objective fulfillment of the tool, which is the
criterion.
The condition "does not meet" is equivalent to the nullity of the criterion.
According to this evaluation, in a meeting with the dean's office team, it was
concluded that the best option is to use the Koreplan software and promote
functionalities.
period 2021B period of the month of November and satisfactory results were
generate the timetable was significantly reduced thanks to the help of the
Koreplan software.
information on the activities that comprise it. Taking into account that the
critical part that is voting, the other phases are activities of a documentary,
support.
The deployment of this procedure was carried out in the teacher and student
proposed procedure but with the particularity that it is carried out jointly for
representatives before the curricular committee and the Faculty Council, this
both the individual and joint process. In any case, the process is carried out
is possible to identify and classify the procedures in some initial stages, in order to
take them to a complete state (standardized) taking into account the documents,
supporting computational tools, the activities that compose them and the roles
The procedures characterization that are developed within the FACING allowed to
establish a diagnosis of the Faculty functional dynamics through the state of the
procedures analysis and the technical characteristics that compose it. This
Nariño based on processes and took into account a series of initial considerations
to establish its structure. This strategy provided an adequate methodology for the
efficiency in their execution, saving time and minimizing errors. These benefits
become evident in the socialization with the roles that participate in the process
and more deeply in the deployment of the procedure in the real context of the
Faculty.
Finally, it can be identified that, with standardization, the procedures are effective
since they fulfill their objective in a better way and efficient since the execution time
is significantly reduced, on the one hand, due to computational supports and on the
other hand due to clarity in the activities that make up the procedure and the roles
It should be noted that the standardization strategy guides the process from the
collection of information, to the regulation of procedures, both the guide and the
formats and standardizations carried out have been reviewed and endorsed by the
DAAC and finally regulated by the FACING Council. – UDENATE. The entire
standardization process takes into account the continuous improvement process
and includes socialization and feedback from the roles involved in each of the
specific standardizations.
REFERENCES
[1] Universidad de Nariño, UDENAR EN CIFRAS. ANUARIO 2015-2019, Pasto - Nariño, 2019.
https://www.udenar.edu.co/inicio/resena-historica/.
[3] Universidad de Nariño, «Universidad de Nariño - Facultad de Ingeniería,» [En línea]. Available:
https://www.udenar.edu.co/facultades/ingenieria/.
[4] Colombia. Consejo Superior de la Universidad de Nariño, Acuerdo No. 080 de 2019: Por el cual
[6] Universidad de Nariño, Manual del Sistema Integrado de Gestión de calidad, San Juan de
Pasto, 2017.
https://n9.cl/sev45.
[8] Colombia. Instituto Colombiano de Normas Técnicas y Certificación ICONTEC, NORMA
script=sci_arttext&pid=S2077-28742014000300012.
[10] M. Delgado y S.A. Trujillo, Estandarización de Procesos en una empresa del sector de la
construcción para cumplir con requisitos de la Norma Internacional ISO 9001:2008. Universidad