Yepes pushes for greater streamlining & digitalization of university processes

In a bold move towards further modernizing operations, Visayas State University President Prof. Dr. Prose Ivy G. Yepes challenged everyone to change their perspective about accreditations and correct the misnomer that it only benefits the administration.

The new VSU Chief Steward expressed this in her welcome message to the more than 500 VSU employees attending the annual ISO 9001:2015 Awareness Seminar held at the VSU Gymnatorium on September 9, 2024.

“We need to change that false notion that ISO certification and other accreditation activities that we subject ourselves to something that benefits only the top management of the university. We do this because we want to improve our systems to better serve the public. This will also benefit us because these are statutory requirements expected from us by our national government agencies,” Dr. Yepes remarked.

President Yepes also explained further that along with her administration’s focus on improving efficiency, transparency, and accessibility in all administrative procedures of the university, she hopes for greater streamlining, standardization, and full digitalization of basic services that are offered to the various stakeholders of VSU.

“My wish in the near future is for us to go paperless as this is the global practice now in renowned universities here and abroad. We envision a future where digital systems power the university's core operations, reducing our reliance on traditional paperwork and enhancing service delivery for students, faculty, and external stakeholders. Developing digital tools like an executive dashboard will also empower our leaders in making informed decisions as to what should be prioritized by the university,” Pres. Yepes emphasized.

Under President Yepes’ leadership, VSU aims to adopt technology-driven solutions that will integrate functions across various departments, improve record-keeping, and enhance the overall user experience for the university’s growing clientele. This push for a streamlined and digital-first university aligns with VSU's new vision of becoming a global green university.

As part of this push for digital transformation, the university will soon embark on a phased implementation of digital tools and systems in key areas such as enrollment, financial services, academic records, and human resource management to improve customer experience.

To reorient everyone about the importance of maintaining the VSU’s ISO 9001:2015 certification, seasoned Quality Management System (QMS) Auditor, Dr. Luz O. Moreno discussed several reasons why maintaining high standards and operational efficiency are important in the university.

“Having a functional Quality Management System (QMS) allows us to be consistent and push for standardization in all aspects of our university that will lead to continuous improvement and increased efficiency of our workforce. It allows us to comply with statutory standards that provide us with incentives like the Performance-Based Bonus (PBB). It also enhances stakeholder engagement and we can also develop a more structured framework for managing institutional risks,” Dr. Moreno said.

Classes were suspended on the morning of September 9, 2024, so that all permanent, regular, contractual, and job order employees will be able to attend the awareness seminar for ISO 9001:2015. 

Internal Audit of the university will begin in the last week of September where each unit and office will be evaluated by a set of trained internal evaluators.

VSU was re-certified by TÜV Rheinland as ISO 9001:2015 compliant based on a full day of surveillance audit by external evaluators held on February 12, 2024. The internal audit is an annual activity that assesses the effectiveness of one’s organization’s QMS and the organization's overall performance.

The results of the internal audits demonstrate compliance with planned arrangements, and how processes are implemented and maintained within the organization.

[This article aligns with Sustainable Development Goals: No. 4 (Quality Education), No. 8 (Decent Work and Economic Growth), and No. 13 (Climate Action).]

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