MACROPROCESO DE APOYO GESTIÓN BIENES Y SERVICIOS

Publication date: August 5, 2026

PROCESO GESTIÓN BIENES Y SERVICIOS

CHARACTERIZATION

PROCESS OWNER

Ricardo Andrés Jiménez Nieto
Director of Goods and Services

Continuously improve process performance through the implementation of institutional best practices and the application of the mechanisms established by the University of Cundinamarca, with the goal of creating a smart university organization with heart and soul.

Ensure an institutional environmental culture within the framework of its commitment to life-forming education, democratic values, civility, and freedom.

Consolidate and make visible the University of Cundinamarca as a Green University Institution, consistent with its responsibility to society and nature, within the framework of the international standard.

Promote and ensure austerity commitments in the efficient use of materials and energy consumed by the strategic, core, support, monitoring, measurement, analysis, and evaluation processes of UCUNDINAMARCA.

To promote the comprehensive protection of the physical and mental health of officials and contractors who contribute to the fulfillment of the institutional mission, through the prevention and control of occupational hazards.

Identify the hazards, evaluate, assess, and intervene in the risks present in the processes developed by the University Community and other stakeholders, establishing the respective controls, with the purpose of avoiding and minimizing incidents, work-related accidents, and occupational illnesses that may arise as a result thereof.

Comply with the legal and regulatory requirements regarding information security and privacy that bind the activities of the Information Security Management System – ISMS.

STAGES

OBJECTIVES

GENERAL OBJECTIVE

Timely manage the acquisition, entry, control, custody, and promotion of movable and immovable property and/or services, as well as the administration and maintenance of the physical plant and vehicle fleet, in order to meet the requirements of the various processes focused on optimizing service to the academic community.

SPECIFIC OBJECTIVES

1. Perform the physical inventory count scheduled in the Timeline across the various departments of the University, at its main campus, regional branches, and extension centers, during the 4 quarters of the current fiscal year.

2. Opportunity for the delivery of all stationery supplies required by the University departments at the Fusagasugá campus, and its extensions in Soacha, Facatativá, Chía, and Zipaquirá during the 4 quarters of the current fiscal year.

3. Ensure that all direct contracting purchases are processed in less than 20 days, broken down by quarters as of the cut-off date of the current fiscal year.

4. Verify that the total number of evaluated suppliers are qualified above the percentage established in the supplier re-evaluation carried out semi-annually as of the cutoff date of the current term.

5. Verify that the total number of completed processes, whether successful or unsuccessful, does not exceed the established percentage of those declared void according to the quarterly traceability during the current year.

6. Verify the availability of the vehicle fleet (buses) regarding compliance with the practices scheduled by the academy, in accordance with the schedule of academic practices and formative field trips corresponding to the two academic periods.

7. Ensure that 100% of invitation purchases are processed according to the established percentage in the indicators and in less than 45 days, divided into two semesters as of the current fiscal year.

8. Achieve a satisfaction level that meets the established percentage in the transport service evaluation within the framework of academic internships for the current year.

9. Prevent mechanical failures and ensure safety during operations in all vehicles owned by the Institution.

10. Ensure that, upon the conclusion of the current term, the established percentage of vehicles in the University of Cundinamarca's fleet complies with scheduled inspections and preventive maintenance, guaranteeing their proper operation.

SCOPE

It begins with the request for the acquisition of goods, services, or works and the verification that it is included in an institutional plan; it continues with the acquisition, entry, control, custody, and promotion of the acquired goods and/or services, as well as the administration and maintenance of the physical plant and the vehicle fleet; and it concludes with the monitoring and evaluation of the delivery of the good and/or service.

PROCESS OPERATION POLICY

The University of Cundinamarca is identified by the provision of a higher education service of high quality and academic excellence. It is supported by a corporate culture inspired by a process-based approach that continuously ensures, controls, improves, and communicates the optimal performance of its processes, and which privileges the permanent and continuous satisfaction of users and other stakeholders, through the timely, relevant, and articulated exercise of teaching, research, and outreach, based on the permanent comprehensive training and development of the university community and within a context of regional, national, and international cooperation.

ENTRIES	PROCEDURES	EXITS
Request for quotation – acquisition of goods, services, or works direct contracting	ABSP01 – Direct contracting acquisition of goods, services, or works	- Contract order – Contract – TVEC Purchase Order
– ABSF099 – Contract Order Acceptance – ABSF013 Receipt of returnable and consumable goods – ABSF014 Request for returnable and consumable items	ABSP05 – Inflow and outflow of goods at the University of Cundinamarca	– Receipt of entry for returnable and consumable items – Goods issue from the warehouse process
- Internal asset maintenance request	ABSP09 – Physical plant maintenance	– Physical plant maintenance plan
- Internal asset maintenance request	ABSP10 – Fleet Management	– Maintenance plan for automotive plant
– Plan the needs for goods, services, or works for the following fiscal year	ABSP11 – Annual Procurement Plan	- Consolidation and publication of the Annual Procurement Plan of all versions approved by the Contracting Committee
– Request for acquisition of goods, services, or works: Private Invitation and Public Invitation	ABSP15 – Procurement of goods, services, or works: Private Invitation and Public Invitation	– Contract
- Contract order – Contract - TVEC Purchase Order	ABSP18 – Supervisors and Contractors	– Payment processing - Supplier re-evaluation – Contract settlement – Closing of the contract file – Contractual administrative file
– Report of loss, theft, or damage of the property	ABSP19 – Claims	– Compensation by the insurance company - Replacement of the asset by the responsible official – Indemnification of the asset by the responsible official – Recovery of the asset by the responsible official
– Presentation to the Practices and Academic Exits Committee of the incentive projection for approval	ABSP20 – Economic Incentive	– Payment accrual – Payment resolution – Cash disbursement voucher
– Utility bill	ABSP21 – Management and Payment of Obligations Associated with Institutional Real Estate	– Invoice traceability in Integradoc – Discharge record (Gestasoft) – Payment Support (Gestasoft)
– Supply request through the Gestasoft platform	ABSP22 – Office supplies	– Warehouse withdrawal
– Schedule and/or request for return of the property – ABSF037 Return of Goods to the Warehouse, Write-offs, or Transfer Between Departments	ABSP23– Inventory control, transfers, returns, and write-offs of assets	– Return and/or decommissioning of the asset, decommissioning report Physical asset pickup – ABSF139 Physical Inventory Count Report – Inventory updates – ABSF050 Physical Inventory Count
– Minutes, experiences and training committee; confirmation by the Manager, of knowledge and learning	ABSP24– Planning, allocation and evaluation of the transport service in training experiences	– Schedule of training experiences; confirmation of the Transportation service; route map of the training experience; departure order for the training experience; evaluation of the Transportation service

View document structure

ABS Process Documents

SWOT Analysis (Context) and Risk Matrix

MACROPROCESO DE APOYO GESTIÓN BIENES Y SERVICIOS

PROCESO GESTIÓN BIENES Y SERVICIOS

PROCESS OWNER

STAGES

1. PLAN

2. DO

3. VERIFY

4. ACT

ABS Process Documents