Convenience Store Chain

Client Background

This HRchitect client, a diversified company whose operations include convenience stores, hospitality, and construction materials, has over 3,500 employees in 18 states. The client was using Infinium AS400 for HR and Payroll, two vendors for time and attendance tracking, Hodges Mace for outsourced Benefits Administration, Snagajob for recruiting, along with manual processes for Performance, Compensation, and other HR functions.

The Challenge

The Client needed to transition away from its unsupported legacy system and replace its fragmented HR technology landscape with a modern, integrated solution. With multiple systems across business units and a reliance on manual processes, the organization lacked a single source of truth and struggled with inefficiencies in reporting, data accuracy, and day-to-day operations.

At the same time, the Client required alignment across diverse business units, each with unique requirements, while navigating resource constraints, competing internal initiatives, and external market disruptions. Selecting the right HCM solution required a structured, data-driven approach to ensure long-term scalability and organizational fit.

Client Profile

• The client is a diversified corporation, primarily known for its chain of branded gas stations and convenience stores. It’s also involved in fuel distribution, real estate
  development, construction materials, and hospitality
• Over 3,000 employees
• Headquartered in Jacksonville, FL

The Project

The Client engaged HRchitect to lead a vendor evaluation and selection initiative using HRchitect’s Secure Selection Methodology. Initially scoped to include discovery, RFP creation, distribution, and evaluation, the engagement expanded to include full support through vendor demonstrations and selection.

HRchitect began the project by gathering input from over 30 stakeholders across the Client’s four business units through targeted surveys and onsite discovery sessions. These efforts informed a comprehensive set of future-state requirements and key decision drivers, including functionality, ease of use, cultural fit, cost, and configurability.

Based on these insights, HRchitect provided a tailored overview of the HCM marketplace and recommended a shortlist of vendors aligned to the Client’s needs. A formal RFP process was conducted, with six vendors participating. HRchitect developed evaluation frameworks, facilitated vendor demonstrations, and provided detailed summary reporting to support an objective, side-by-side comparison of solutions.

Throughout the process, HRchitect helped the Client navigate several challenges, including vendor team changes, internal resource constraints, market disruptions from vendor mergers, and the operational impact of the COVID-19 pandemic. Acting as a steady advisor, HRchitect ensured continuity, maintained project momentum, and supported informed decision-making.

Key Benefits

• Consolidated 5 standalone systems into one full-suite HCM and WFM platform, resulting in significant cost savings
• ‘Single source of truth’ driving operational efficiency and more holistic data sets for HR, executives and managers at the client organization
• Selection of a modern full-suite solution that is poised to scale with the client’s continued growth

The Results

The Client successfully selected a full-suite HCM solution that aligned with its functional requirements, user experience expectations, and organizational culture. Following vendor selection, the Client proceeded with contract execution and completed a phased implementation of the new system.

By partnering with HRchitect, the Client was able to confidently navigate a complex evaluation process and make a strategic, future-focused technology decision. The selected solution positions the organization for improved scalability, operational efficiency, and long-term growth.