Diagnóstico y diseño de una metodología para la optimización y automatización de procesos en el Campus Virtual de la Universidad Santo Tomás Seccional Tunja

Abstract

This work corresponds to applied research with a mixed approach, based on the guidelines of the PMBOK Seventh Edition, which integrates qualitative and quantitative elements to diagnose, design, and implement an institutional automation methodology Therefore, the problem was addressed, showing that the Virtual Campus of the University of Santo Tomás, Tunja Branch, had inefficiencies in the manual generation of semester reports due to the repetition of tasks, high probability of human error, and lack of integration between systems, affecting the timeliness and reliability of academic information Therefore, the objective was to design a methodology that optimizes and automates the processes of the Virtual Campus by diagnosing the current state and implementing a technological solution that improves operational efficiency and the quality of the educational environment. Consequently, direct observation techniques, interviews, and checklists were applied to diagnose the process (AS-IS), along with BPMN modeling and the N8N tool to design the automated process (TO-BE). This led to the following main results: Automation reduced processing time by 93%, decreased errors by 25 percentage points, and increased user satisfaction by 28%, consolidating a more accurate, traceable, and reliable process This allowed us to establish in the discussion that these results confirm that automation based on project management principles strengthens institutional management, promotes technological innovation, and represents a viable digital transformation strategy for higher education