How Circle K Uses Nuvolo to Modernize Its Maintenance Management Processes

Circle K has many independently run stores, and in North America, it has also focused on acquisitions. This meant it needed a way to bring disparate data and processes onto one platform to align all stores. The IT department was also looking to replace its legacy systems, which were separated between Europe and the United States. They kicked off what they termed “Project 1,” in which IT and facilities worked together to find one solution for both their departments. This coordination was important, as equipment repairs often have both facilities and IT components—a trend that will only become increasingly prevalent as more devices and equipment connect to the network. In addition, Circle K also needed a mechanism to help evaluate and compare its portfolio across locations and regions—including the performance of both internal technicians and external vendors—so it could make business decisions based on data.

One Solution for Differing Regions, Locations, and Teams

To ensure more control and visibility over their business, Circle K deployed Nuvolo Connected Workplace, an industry-proven solution that connects all people, places, and processes across facilities maintenance, space planning, corporate real estate (including acquisitions, lease, and contract management), capital projects, and sustainability.

Nuvolo Connected Workplace provided one cloud-based platform that helped standardize processes across stores and regions. The team was able to consolidate and automate procedures while also making sure they were accommodating different business needs across numerous markets. Plus, because Nuvolo is built on ServiceNOW, IT and facilities teams can work together on one solution, so work orders and asset information can be entered in one place, regardless of whether a computer system is down, a refrigerator isn’t functioning, or a lightbulb is out.

Streamlined Maintenance Procedures and Increased Transparency of Facilities Costs

Nuvolo makes it easier for managers and employees to submit work tickets, which then can be routed automatically to the correct vendor. By configuring equipment to have QR codes containing information like serial numbers, photos, model numbers, and dates of installation, technicians have the full context for the repairs they need to make.

“Nuvolo brings transparency to facilities costs and illustrates the value of maintenance management to our executive teams,” said Erik Hakonsen, Director of Global Facility Support at Circle K. “For example, we were able to see that our fountain machines were down for repairs every few weeks in one region in North America, which impacted revenue at those stores. We could then visualize performance data and drill into the details to find the root cause of why they were down.”

Additionally, the organization discovered that their car washes had 28% downtime. After evaluating the situation and putting preventative maintenance measures in place, they brought the downtime to just 8%.

Optimized Vendor Management Processes

Nuvolo also enables more streamlined vendor and contractor management. In North America, the organization integrated Nuvolo Connected Workplace with different financial systems to help with invoicing and vendor expenses.

“We also designated one person to be responsible for managing the integrations between vendors and business units,” said Hakonsen. “This person can look at vendor performance, and with a few clicks in Nuvolo, they can compare metrics between regions.”

By centralizing the way in which vendor data is captured, the organization can catch any discrepancies. For example, the team can more easily identify inconsistencies in billing—such as a scenario in which a vendor fixes eight issues in one store visit, but accidentally includes a travel cost for each issue.

A Truly Connected Workplace