Application of A3 Thinking as a management tool: diagnosis of a university procurement unit

Abstract

This article aims to apply the A3 Thinking methodology to diagnose and propose improvements for inefficiencies in the procedural workflow of the Procurement Planning Secretariat at the Federal University of Mato Grosso do Sul. Using a combined approach of action research, quantitative data analysis and literature review, the study identified an average of six errors per process, with recurring issues particularly in planning phase artifacts such as terms of reference, preliminary technical studies, and price surveys. The root causes of these inefficiencies were mapped and linked to factors such as work overload, lack of specialized intellectual capital, and insufficient training of staff. Through brainstorming with the management team, a preliminary checklist was proposed as a countermeasure to be used by requesting units before submitting processes to Procurement Planning Secretariat. This tool aims to reduce identified errors by 30%, minimizing rework and accelerating the bidding workflow. The results demonstrate that A3 Thinking is an effective methodology for public administration, enabling process optimization even in resource-constrained scenarios. Furthermore, the study highlights the potential for replicating this approach in other public agencies, contributing to continuous improvement, strategic governance, and efficiency in institutional procurement. It is concluded that adopting lean tools, combined with alignment between units, can enhance planning quality and reduce operational costs, strengthening results-based public management.