Medical Instrument Company Modernizes Its Workplace Management System

The Challenge

A large medical instrument company wanted to upgrade its existing enterprise space management solution. The company had a deeply engrained culture and processes that it wanted to maintain in its new solution. The company also needed to consider future additions to its corporate real estate portfolio since it frequently acquired other companies.

Company Values

  1. The importance of data: As a leader in the space, the company recognized the importance of robust data and reporting when building out its legacy system. Moving forward, it wanted to enhance these functions to continue setting benchmarks for the industry. The company needed to report on occupancy, space tracking, and its corporate real estate footprint across sites in order to manage the chargebacks to specific departments.
  2. Maintaining business operations: The company was accustomed to managing its real estate portfolio and providing frequent reports to leadership. It required the new system to be up and running very quickly to ensure business operations were not interrupted.
  3. Modernization: The company wanted to move from an on-premises instance to a cloud-based solution to reduce cost of ownership and facilitate future upgrades.

A Modern Solution

By working with Nuvolo, the company was able to maintain many existing processes. It consolidated reports, facilitating space chargebacks and allocations. The company also utilizes the cost center upload feature, enabling the cost center file to be sent monthly via email for auto upload.

The company also focused on actionable dashboards as the default home screen, so the space planning team can easily identify data gaps and priorities, including:

  • Usable locations with no cost center
  • Locations with no space type
  • New users from HR system API with no location assigned yet

By working with Nuvolo and Deloitte, the company was able to keep its operations running smoothly, with a very supportive and positive 12-week implementation experience.

The Kicker: Speedy Reports for All Users

While the company had already embraced data and reporting, the legacy solution required the team to manually create a critical report shared with the executives, as users had to aggregate disparate data via spreadsheets from other systems. This process could take 1-2 weeks and could compromise the data quality. With Nuvolo, the company added custom fields to capture data and added an API from the lease transaction vendor to populate key lease date data. This allows the team to produce the report in a single custom-built script by Deloitte that can be scheduled or run on-demand and distributed to the executives.

Because the reports are automated, there is no risk to the outputs as long as the data is inputted properly. If there are errors, users can easily see these mistakes.

What’s Next?

The company is exploring the possibility of extending Nuvolo into other functional areas of the business.