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Compugen is one of Canada’s largest IT services providers, managing a nationwide portfolio of approximately 15 facilities from coast to coast. Their facilities range in size and function, from small leased spaces to major operational hubs, all requiring efficient, accountable maintenance and management.
Ania Sousa, Senior Manager of Facilities, knew when she joined the Compugen team that a more robust facilities management system was necessary to improve turnaround times and efficiency.
Read below to learn more about how they utilize FlowPath, what they love most, and how much they’ve streamlined since adopting our CMMS.
Before using FlowPath, Compugen had no centralized work order software or facilities management system in place. Maintenance requests were handled informally via email, with no shared tracking, no preventive maintenance, and no historical data for analysis. They do not keep maintenance crews, but instead outsource all maintenance and repairs to third party vendors, which makes the need for organization even more vital.
“Compugen didn't have any work order system. We were just sending emails back and forth to people with requests. Not even an Excel sheet for tracking, nothing.”
– Ania Sousa, Senior Manager of Facilities
Key challenges included:
Compugen needed a solution that was robust enough to provide real value, but simple enough for a team with varying levels of technical experience.
Key reasons for choosing FlowPath included:
“One of our big factors when we were considering CMMS options was the platform and how easy it was to use. FlowPath was hands-down the easiest for everybody to use, especially for non-tech people.”
Compugen has integrated FlowPath into nearly every aspect of its facilities management, leveraging the platform’s breadth of features to streamline operations and improve accountability.
"With FlowPath, it's all in the system. There's no guesswork."
Core features in daily use:
Work Order Management: All maintenance requests are now tracked, assigned, and closed through FlowPath. Work orders can be created by any authorized user, assigned to vendors or internal staff, and monitored for status and completion.
Preventive Maintenance Scheduling: Regular tasks—like annual fire checks—are automated and pre-assigned, ensuring nothing is forgotten even if staff change roles. This is particularly useful when maintenance staff works externally and relies on work order assignments for notifications of upcoming tasks.
Project Management: Large-scale projects, such as facility upgrades, are tracked with built-in project management tools, allowing for better resource allocation and progress monitoring.
Data Reporting & Analytics: Compugen’s facilities managers use FlowPath’s custom dashboards and robust reporting suite to analyze trends, generate location-specific reports, and present actionable insights to leadership.
Vendor Coordination: Work orders can be sent directly to vendors via email, streamlining communication and ensuring external partners are looped in efficiently. And, if vendors change, all the necessary data stays secure within Compugen's system.
Role-Based Access: Key operations managers at each location have access to their own work orders, promoting ownership and transparency across the organization.
Mobile-First Access: Staff and vendors can interact with FlowPath from anywhere, ensuring timely updates and real-time collaboration.
The most transformative aspect of FlowPath for Compugen has been shifting accountability from individuals to a transparent, system-driven process.
Some of their other favorite aspects of FlowPath include:
User centric design: “You can tell it was designed for the end user first, which is I think what people don't realize... it's about what do they need and how do they use it and then you build the system around that," explained Sousa.
Interface simplicity: The FlowPath system makes it easy to move work orders through their lifecycle, reducing training needs and errors. Navigate from feature to feature, checking event calendars, closing work orders, and creating preventive maintenance plans with ease.
Automated notifications: Work order updates and assignments are delivered by email (and optionally, by text), ensuring nothing is missed, wherever you are. Set preferences and clue in stakeholders so everyone is on the same page across multiple locations.
Customizable workflows: Forms, permissions, and reporting can be tailored to fit Compugen’s unique needs, without requiring IT support.
AI-powered insights: FlowPath's new AI Assistant provides actionable recommendations, helps locate information quickly, and automates key tasks to save time and expedite maintenance management tasks. Though Compugen hasn't utilized the AI Assistant yet, this is a tool they're excited to leverage in the near future.
“Our process is not tied to a person anymore. That's the biggest thing for me as the manager, is that our work order system is no longer tied to a person or an email. It's tied to the system and that means that the person can change.”
Implementing FlowPath has delivered substantial, organization-wide improvements for Compugen. The company experienced a dramatic boost in efficiency, with work order resolution times dropping from months to under 30 days, supported by weekly reviews to ensure that nothing remains unresolved.
Financially, the impact was significant: in the first year alone, Compugen saved approximately $400,000 by using FlowPath to track vendor performance, eliminate unnecessary contracts, and enforce greater accountability among service providers.
The detailed work order histories exposed recurring issues, enabling the facilities team to identify underperforming vendors and negotiate better agreements, which further contributed to cost savings and operational improvements.
“Last year we saved around $400,000 when we brought in FlowPath. It was a significant amount in dollars just from reviewing inefficient contracts. And it was all because we could now track it.”
FlowPath’s robust data reporting capabilities now inform key business decisions, such as lease negotiations and capital planning, ensuring investments are based on accurate maintenance histories and real needs. The platform’s scalability has also proven valuable, allowing Compugen to easily onboard new facilities as the company grows, without adding complexity to their processes.
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