
PAHO in Ecuador has modernized its administrative and logistical processes by integrating technological resources, aligning with the PAHO Green policy and Action 2.09 of the PAHO Forward 2.0 initiative, which aims to document and share best practices in event management.
30 of January 2025 — In November 2024, the office began reviewing its manual processes related to attendance registration for events and activities, as well as the payment of per diems and related services, which had previously been supported by paper attendance lists. The main objective was to optimize payment control, enhance administrative efficiency, and ensure the preservation of key information on participants in strategic technical meetings.
To address these challenges, PAHO Ecuador adopted Microsoft Forms, a tool that enables the creation of customized forms tailored to the needs of each activity. The forms generate links and QR codes displayed at strategic points, such as registration tables, LED screens, or visual presentations before the event. This allows attendees to register their information directly from their mobile devices before the activity begins.
Between November and December 2024, pilot exercises were conducted at regional and interregional events with over 430 participants, both in-person and virtual. The results exceeded expectations:
- The use of paper was almost entirely eliminated.
- Record losses and errors caused by illegible data were prevented.
- Crowds at registration tables decreased, reducing the need for personnel assigned to this task.
Additionally, the collected information is automatically exported to Excel spreadsheets, allowing for more efficient organization, filtering, and verification of data. This process reduced record review time by 80% compared to the manual method. As a result, payment verification and reporting are now completed more quickly, avoiding duplicate tasks and improving response times between the organization and service providers.
Alongside this digital transformation, event materials are also available online and accessible via QR codes, promoting a more sustainable and practical approach to event management.
PAHO Ecuador hopes this initiative can serve as a model for other offices in the region and is available to provide support and guidance in implementing these technological innovations.