Success story: FAE

The system development process was led by the Cipax team. Over several months, the team worked closely with the client, the Educational Assistance Fund (FAE) of the city of Santa Fe, to understand their specific requirements and the issues that needed to be addressed.

The initial phase of development involved a thorough analysis of the purchasing, contracting, and payment processes for goods and services at FAE. Based on this analysis, the system requirements were defined, ensuring they fully aligned with the needs.

Based on the specific needs of FAE, we developed a tailored tool to optimize the traceability and management of educational assistance requests, allowing for greater control, efficiency, and transparency in the use of funds.

Thanks to the automation of all stages of the procurement process, from the request for quotes to payment to suppliers, response times are significantly reduced. The agility in internal processes enables faster and more effective management, resulting in an improvement in the operational efficiency of the department.

This not only increases productivity and operational accuracy, but also allows employees to focus on more strategic and value-added activities.

By minimizing reliance on specific individuals, the system ensures that procedures are carried out uniformly and reliably across the department. This brought about a dramatic shift in the way of working, where previously there were multiple printed files, now work is done in the system collaboratively on the same document, and information is kept up to date in one place, improving communication and optimizing work hours.

Working together with the organization’s members, providing ongoing training and coaching, not only on technological tools but also on new ways of working. This resulted in staff being willing to embrace and accept the change in their work processes.

An analysis of the organization’s different processes was conducted, they were redefined, and improvements were proposed to optimize the time and resources used. Available software was analyzed to centralize information and improve team productivity.

The efficiency generated by the system has a positive impact on streamlining processes, from the request of an educational institution to the fulfillment of its needs. The reduction of internal processing times contributes to providing faster and more satisfactory responses to the demands of educational institutions.