Blog, Pitang.
Luís Naves
How has technology revolutionized TJPE's HR?
Process Management
Understanding the Problem
The Court of Justice of Pernambuco (TJPE) is an agency of the Brazilian Judiciary headquartered in Recife, with jurisdiction over the entire state of Pernambuco. Its headquarters is the Justice Palace, which houses all of the Court's decisions. There are 19 areas of jurisdiction of the Court of Justice provided for by Article 61 of the State Constitution, including appellate levels. In these situations, the Court can rule on writs of mandamus, habeas corpus, and habeas data decided by trial judges. Another adjudication within its jurisdiction, at the appellate level, includes appeals against acts of the Judicial Council.
The TJPE is an institution made up of more than eight thousand employees, including tenured civil servants and appointed positions. This volume of employees brings complexity to the onboarding process and the processing of all documentation over their years of service.
It is no wonder that one of the major challenges faced by the institution's Human Resources (HR) department was the processing of paper requests and the lack of standardization in sending documents, considering that they required a high volume of paper circulation, generating printing costs, filing expenses, and wasted time for the department.
Thus, it can be said that the area's processes were slow and bureaucratic, as they required the delivery of physical documentation, which often caused frustration and lost time for the HR team and the institution's employees. In addition, there was an inherent risk of damage or loss of documentation, as well as difficulty in document management.
Since modern public management is supported by technology, TJPE's HR department began searching for a robust tool to help address these challenges.
Pitang Presents the P2F Solution
The chosen solution was P2F, a tool developed by Pitang that assists companies in process mapping and automation to eradicate wasted energy and rework in the daily routines of organizations, teams, and departments.
The implementation process was divided into cycles and enabled the improvement of the department's internal processes, allowing for the creation of new requests. All of this resulted in gains in agility, the definition of workflows for processing civil servants' requests, the virtualization of functional requests, the implementation of a digital archive, and the standardization of information.
Along with the use of the platform, the Pitang team supported TJPE with consulting services for the continuous improvement of its processes. During the consulting engagement, the continuous process improvement cycle (PDCA) was adopted, which included mapping and analyzing how requests are executed (AS-IS), modeling and implementing the request in the system with improvement proposals (TO-BE), monitoring and controlling by tracking the use of the request in the system and making adjustments when necessary, and preparing Lessons Learned documentation.
At the beginning of the implementation project, training was conducted for 100 SGP (Order Management System) managers responsible for handling requests, with a duration of 20 hours per class, 10 students per class, over 5 weeks. A major differentiator for everyone's knowledge and adaptation to the platform.
The Result
The document digitization process is increasingly present in TJPE's daily routine. Process mapping and automation are allowing the institution to optimize the operation of the HR department, making electronic document processing faster and more secure, enabling faster decision-making, and driving cost reduction. In addition, TJPE makes its processes available to everyone, promoting transparency and facilitating the monitoring and identification of issues.
With these improvements, the court has seen a significant positive impact on the standardization of procedures related to People Management, along with the elimination of physical documents, saving space and resources required for paper conservation.
Some of the metrics monitored by TJPE in the use of P2F are the number of requests processed in the department and the time spent carrying out the activities. The results are highly satisfactory.
Want to learn more about P2F and how we can help your company with process management and activity automation? Contact our team: www.pitang.com/contato
