Nuvolo > Case Studies > Federal Agency Streamlines Space Management Using Nuvolo Connected Workplace

Federal Agency Streamlines Space Management Using Nuvolo Connected Workplace

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)
Sensors - GPS

Applicable Industries

Buildings

Applicable Functions

Facility Management
Maintenance

Use Cases

Inventory Management
Track & Trace of Assets

Services

System Integration

About The Customer

The customer is a premier federal agency that plays a leadership role in improving the health of the nation’s population and funding cutting-edge research. The central office coordinates a broad portfolio of mission-based programs and provides leadership policies for the research programs to achieve their desired objectives. The agency's management operation encompasses over 6,000 employees and over 3,500 work locations. Despite the vastness of its operations, the agency lacked a centralized space and reservations system, leading to inefficiencies and increased costs. The agency needed a solution that could provide an enterprise-wide view of space and reservations, offer flexibility to facility space managers, and be cost-effective.

The Challenge

A leading federal agency, responsible for improving the nation’s health and funding cutting-edge research, faced a significant challenge in managing its vast workspace. The agency, with over 6,000 employees and more than 3,500 work locations, lacked a centralized space and reservations system. Each location relied on spreadsheets to track employee attendance, their arrival times, and desk assignments. This lack of a unified view of space and reservations made it difficult to efficiently use facilities and reduce costs. The onset of Covid-19 further amplified the need for enterprise facility planning. The agency needed accurate and timely information on facility work environments and offices to implement social distancing requirements. Additionally, the agency wanted to identify underutilized spaces to avoid unnecessary costs. To address these challenges, the agency analyzed over 20 industry solutions to find a comprehensive space and reservation system that could provide an enterprise-wide view, offer flexibility to facility space managers, scale with increased workload, and be cost-effective.

The Solution

The agency chose Nuvolo Connected Workplace as their comprehensive space and reservations system. Nuvolo was selected due to its compatibility with the ServiceNow platform already in use within the agency. The solution offered an extensive set of features and functionalities, providing facility space managers with a complete view of each facility, down to standard amenities in an office. Nuvolo's ability to read a CAD file and create floor plans in the system was another crucial requirement met. The central office now has an enterprise view of all facilities, while local space managers have a detailed workgroup view. The system has improved communication among space managers, the facilities team, and the executive responsible for the locations. The agency is also planning to implement a full integrated workplace management system (IWMS) encompassing work orders, scheduling, preventative maintenance, and facilities management. Nuvolo's team was recognized for their early understanding of the agency’s operations and space needs, and they continue to provide local and 24/7 support.

Operational Impact

The implementation of Nuvolo Connected Workplace has led to significant operational improvements within the agency. The system has enhanced communication among space managers, the facilities team, and the executive responsible for the locations. The agency is now able to identify opportunities to drive more efficiencies and is proactive in measuring success from space and reservations data. The data insights have led to an organizational change program, and the team is reviewing the internal business processes in managing space and reservations to identify areas for efficiencies and effective communications. The agency now has a visual view of space utilization, which gives them a new capability to control facilities expenses. The visibility of all assets, types of assets, and other statistics has sparked interest in expanding Nuvolo to assist other organizations within the agency.

Quantitative Benefit

The solution provides a comprehensive view of over 3,500 work locations.
The system offers flexibility to over 50 facility space managers.
The solution is built on the ServiceNow platform, already in use within the agency, reducing the need for additional infrastructure investments.