UDH Copilot: A Comprehensive Digital Platform to Optimize the Degree Conferral Processes at the University of Huánuco (#930)

Authors

Fernandez Ventura, Abimael Epifanio

Flores Pacheco, Kevin Arnold

Luciano Estela, Renzo Paolo

Inquiel Calderón, Joel Josué

Martel Noel, Marycielo Olenka

Duran-Aquino, Rivaldo Carlos

Abstract

The graduation process is a crucial stage in university education, but in many Latin American institutions, it still relies on manual methods that generate inefficiencies, delays, and lack of transparency. This paper presents Copiloto UDH, a technological platform designed to digitize and optimize the graduation processes at the University of Huánuco. The solution integrates three key components: the Ideas Bank, which connects the university with society to transform social issues into academic projects; the Graduation Processing System, which automates and improves document traceability and validations; and the Research Chatbot, based on artificial intelligence, which provides real-time methodological and regulatory assistance. Copiloto UDH has been developed with modern technologies such as Vue.js, Laravel, MongoDB, and OpenAI, ensuring a scalable and efficient architecture. Functional and user testing was conducted, with results showing significant improvements in reducing administrative time, enhancing document management efficiency, and increasing satisfaction among stakeholders involved in the graduation process. The implementation of this platform strengthens the trend toward "Zero-Paper" university management and promotes digital transformation in higher education. Finally, the challenges, lessons learned, and future improvements to extend the impact of Copiloto UDH in other universities in the region are discussed.