Workflow Automation for University-Based Open and Distance Education Management: A Google Workspace-Based Applied Framework

This paper presents an applied framework for automating recurrent administrative and training-management workflows in a university-based open and distance education unit. The study addresses a practical problem: internal work is often fragmented across email, spreadsheets, personal folders and informal messaging channels, resulting in repeated data entry, delayed follow-up, weak traceability and labor-intensive reporting. Using an applied design-oriented methodology, the paper synthesizes evidence from internal process analysis, a staff survey, prototype construction and pilot evaluation. The proposed framework follows the principle of “process first, tools second” and combines Google Forms, Sheets, Drive, Gmail, Calendar, Chat, Looker Studio, Apps Script and Google Workspace Studio/Flows in a four-layer architecture. Three priority workflows - incoming document/task assignment, meeting organization and periodic reporting - were piloted with 28 internal records and requests. Indicative results show a reduction in average processing time from approximately 90-120 minutes to 25-40 minutes, an increase in on-time completion from 65% to about 90-95%, and a decrease in data errors from 12-15% to 3-5%. The paper contributes a replicable automation model, a data governance structure, a workflow implementation roadmap and a KPI set for education-management contexts with limited resources. The findings suggest that low-code and agentic workflow tools can improve transparency, accountability and operational responsiveness when embedded in standardized processes and human-controlled governance mechanisms.