From Records to Evidence: A KPI System and Value Stream Map for Continuous Improvement in University Document Management

Abstract

This paper designs and applies a measurement system for university document management that integrates Value Stream Mapping, Microsoft 365 logs, and continuous improvement. The corpus covers 155 days of provisioning observation and 17 days of migration logs. Time per site decreased from approximately 180 to 5 minutes (97.2%), while capacity increased from 10–15 to more than 150 sites per day. Nineteen CSV files contain 70 events: 37 SIMULATED, 19 COPIED, and 14 ERROR; this distribution is not interpreted as a failure rate due to mixing simulations and retries. Eighteen KPIs are defined, distinguishing between the two observed comparative indicators and the record-level indicators that remain NR (Not Reported). Measuring BPMN links capture, pseudonymization, analytics, and PDCA decision-making. The core contribution is a reproducible method that avoids attributing results to the system without a denominator or comparable time window.