• ISSN: 2148-2225 (online)

alphanumeric journal

alphanumeric journal

The Journal of Operations Research, Statistics, Econometrics and Management Information Systems

Digital transformation in public universities: BPMN-based process automation and enterprise architecture redesign

Mustafa Kaya, Ph.D.


Abstract

The primary objective of this study is to analyze the impact of digital transformation on process management in universities and to propose process improvement strategies. Within this scope, approximately 100 processes carried out in the Strategy Development, Student Affairs, and Information Technologies departments were examined, with specific processes analyzed in detail. The study identified key challenges such as inefficiencies, administrative delays, and lack of financial integration. In the student registration process, while academic and administrative procedures are well-defined, financial components (such as tuition fees, scholarships, and payments) are insufficiently integrated. In the server request process, the absence of procurement, budget planning, and supply chain management may contribute to resource shortages and delays. In the budget distribution process, lengthy approval stages and the absence of strategic performance indicators (KPIs) make it difficult to align budget allocations with institutional goals. As part of the study, process improvement recommendations were developed. Threshold-based approval mechanisms, automated budget tracking systems, and financial process integration are proposed. The use of e-signature systems, electronic document management, and Robotic Process Automation (RPA) can help reduce administrative delays and accelerate processes. Quantitative analyses reveal differences in processes based on processing time, error rate, and efficiency scores. The IT department has a low error rate but a limited efficiency score. The Strategy Development department has a long processing time but a high efficiency score, whereas approval steps in Student Affairs slow down the processes. In conclusion, this study demonstrates that BPMN-based modeling, automation systems, and process integration can enable faster, more transparent, and strategically aligned decision-making mechanisms in universities. Improved data sharing between departments, automation-driven process optimization, and financial management integration is expected to contribute to more effective management of institutional workflows.

Keywords: BPMN, Digital Transformation, Enterprise Architecture, Process Automation, Process Modeling, Process Performance, State Universities

Jel Classification: H83, I23, L86, M15, O33

Suggested citation

Kaya, M. (). Digital transformation in public universities: BPMN-based process automation and enterprise architecture redesign. Alphanumeric Journal, 14(1), 13-40. https://doi.org/10.17093/alphanumeric.1660978

bibtex

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Volume 14, Issue 1, 2026

2026.14.01.MIS.02

alphanumeric journal

Volume 14, Issue 1, 2026

Pages 13-40

Received: March 19, 2025

Accepted: Feb. 10, 2026

Published: June 30, 2026

Full Text [2.1 MB]

2026 Kaya, M.

This is an Open Access article, licensed under Creative Commons Attribution-NonCommercial 4.0 International License.

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