Challenge

For managing retail at its convenience stores, Holiday Oil was relying on high numbers of emails. Service requests were reviewed by district managers, forwarded to the group service inbox, and vendors were brought in for status updates. Everything was tracked manually in spreadsheets, which was labor-intensive for the entire team. Holiday did not maintain a central database of their own, depending on their small group of core external vendors to track data about service resolution, visit frequency, and even equipment warranty information.

Strategy

Holiday needed a facilities and maintenance management tool that would empower their team to work more efficiently for service repairs and bring useful data in-house for better decision making. They searched for a Computerized Maintenance Management System (CMMS) platform that met those needs without burdening external vendors with fees or difficult workflows.

Solution

In response to the challenges, Holiday chose Ecotrak as their CMMS solution. Their goal was to centralize facilities management on a platform that could:

• Create new efficiencies in work order management, status tracking, and invoicing

• Turn their own data into custom reporting about repair vs replace calculations, service KPI dashboards, and work order insights

• Support the newly-formed internal service team as well as established external vendors, empowering cost control measures and efficient service across all locations

Results

• Simple implementation process that involved Ecotrak store visits, service issue modelling, and collaboration with accounting team for built-in GL coding

• Positive reception from field teams and external vendors who were onboarded and trained into Ecotrak

• Streamlined management of service tickets, repair dispatch, and invoice processing

• Ownership of facilities data, better repair vs replace decisions with visibility into equipment lifecycles and a centralized record of repair spend

• Future plans to implement more inventory tracking tools related to merchandising, operational supplies, and signage