Managing facilities operations at the nation’s principal medical research agency was once a complicated and fragmented process. Disconnected systems, paper-based workflows, and security gaps made it difficult to track assets, stay on top of maintenance requests, and manage capital projects efficiently. To transform its operations, this agency partnered with MASAI Technologies Corporation (MTC) to implement Nuvolo Connected Workplace, an Integrated Workplace Management System (IWMS). Nuvolo’s secure, cloud-based solution eliminated inefficiencies, improved compliance, and drove organization-wide improvements. The Challenge: A System in Need of Digital Transformation Before Nuvolo, this agency relied on multiple systems to handle maintenance, space management, and capital projects. Work orders were spread across systems within Webview, Archibus, MS Construction, and MS 2000, making tracking and coordination difficult. Paper-based maintenance requests also created delays and inefficiencies. Some systems lacked authoritative space data, leading to errors and compliance risks. Security was also a concern, as previous platforms lacked Multi-Factor Authentication (MFA) and were not FedRAMP-authorized. Additionally, their facilities team had to manage over 84,000 facility and asset records across 27 institutes and 800 facilities, serving 40,000 daily users who relied on these systems for seamless operations. This agency needed a single, integrated system to replace its outdated processes, improve security, and create a holistic view for facility management. The Solution: Nuvolo’s Cloud-Based IWMS In May 2021, this agency selected Nuvolo as its IWMS to consolidate and modernize its facilities management. The system replaced over 10 legacy systems, streamlining workflows for maintenance, assets, construction, capital projects, and space management. To enable real-time tracking, they supplied its technicians with over 300 iPads, replacing their paper-based process for work orders with Nuvolo’s mobile-friendly application for real-time tracking and faster service completion. Its integration with Facilities Information Management System (FIMS) ensures accurate space data, while its MFA and FedRAMP-authorized platform strengthen security compliance. By centralizing maintenance requests, asset tracking, and capital projects, Nuvolo helped them migrate over 10,000+ work order records from multiple legacy systems, improving efficiency and oversight. Their operational challenges were tackled head on by improving efficiency and oversight. Beyond these core functionalities, the agency was able to add on key integrations and extensions, effectively weaving Nuvolo’s native capabilities into custom solutions that automate federally-required processes. A prime example is the customized Utility Shutdown management functionality, which ensures seamless coordination of operations. Furthermore, on the Facilities Maintenance side, they implemented customized Log Books to maintain detailed records, enhancing compliance and operational transparency. On the Capital Projects side, the integration of PPDE (Planning, Programming, Design, and Engineering) Tasks into Nuvolo provides a structured approach to managing project lifecycles, ensuring adherence to federal standards. The Impact: Efficiency, Security, and a Cultural Shift By implementing Nuvolo, the agency was able to upgrade its facility management operations, improving response times, data accuracy, and security. Nuvolo delivered on high-impact results such as: Seamless Workflows: Work order processing became fully digital, eliminating paper-based inefficiencies Faster Workflows On The Go: Mobile access enabled real-time tracking, allowing technicians to complete tasks faster Accurate, Compliant Data: Authoritative space data from FIMS reduced errors and improved compliance Stronger Security: Implementing MFA and cloud-based security aligned with federal IT policies, enhancing data protection Greater Visibility: Nuvolo’s platform simplified request management and increased transparency Scalability: MTC successfully migrated and revamped 84,000 facility and asset records across 27 institutes and 800 facilities, ensuring long-term sustainability. The shift to a centralized system has not only improved day-to-day operations but has also generated excitement and engagement across the agency. A Smarter, More Connected Health Agency With Nuvolo and MASAI Technologies Corporation (MTC), this agency has successfully transformed its facilities management, replacing outdated systems with a centralized, cloud-based solution. As for their future with Nuvolo, the agency is set to kick off the next phase of its Capital Planning implementation. The medical research agency is projected to become a fully integrated facility lifecycle that leverages Nuvolo’s IWMS for long-term efficiency, compliance, and accountability. This notable success sets the stage for broader adoption across their organization, proving that innovation and smart technology drive lasting change. Share
