Automação de processos administrativos com recurso a O365 SaaS em organizações não-governamentais, caso de estudo: Oxfam em Moçambique

Abstract

Administrative efficiency, defined by (Bhat, 2015) as the amount of effort or inputs needed to generate a product, is as crucial for the success of some organizations as it is vital for the survival of many others. In the case of humanitarian-based organizations, administrative inefficiency causes more than large financial sums, it can be the thick line separating the provision or not of food assistance to communities affected by the various crises such as those that Mozambique is going through - the pandemic, climatic extremes, and the military crisis. The improvement of administrative processes – which make up the so-called business processes – presupposes a deep knowledge of the functioning of the organization where one intends to intervene, combined with an excellent dexterity on the scientific methodology of process improvement. Process automation, seen by the literature as a process improvement tool, is the method chosen in this intervention paper to increase administrative efficiency, reducing costs and the workload of Oxfam employees - case study in this report. In the present report, under the subject of Automation of Administrative Processes using O365 SaaS in Non-Governmental Organizations, a literature review was carried out on the concepts comprising the subject theme, through an exploratory and comparative bibliographic consultation, in which it was revealed as factual the need for a solid understanding of the Oxfam organization for intended intervention. The report then describes the Oxfam organization in its relevant components for the intervention, namely: its organizational structure, administrative profile and technological profile. At the bottom line, data extracted from the interviews and observation in the organization is also processed and interpreted. This resulted in a better understanding of Oxfam's main administrative constraints and reasons behind those, as well as its structural capacity to address these constraints. Conclusion drawn here was that the main reason for administrative inefficiency combined unclear roles of the organization's limited staff, operating on excessive administrative processes, with limited monitoring capacity, while bearing quite significant technological limitations. Subsequently, the report describes a technological proposal for the automation of administrative processes at Oxfam, which is inserted in a scientific methodology for vimproving administrative processes – SIX SIGMA. In this description, the proposal is presented according to the scientific guidelines of software engineering, with a portion of focus on the automation tools adopted – O365 + power platform. Here it is concluded that the reuse of the user experience is an asset that is achieved with a deep analysis of the object of the intervention – the organization. Finally, in the scope of the recommendations, it is highlighted the need of maintaining a culture of continuous reflection around the efficiency of the administration of the Oxfam organization, making it sensitive to changes in its structure and strategy, in combination with the continuous adjustment of technological literacy of its staff members