In this case study:
Client: A leading independent petroleum refiner and marketer
Industry: Energy
Services: Copilot Adoption Services
Location: USA
The Company
The Company is a large, independent petroleum refiner and marketer with refining, lubricants, and logistics operations spanning multiple regions of the United States, plus international lubricants operations.
The Company has worked with Quisitive for years across its Microsoft ecosystem, including a Microsoft 365 rollout, SharePoint migration, Microsoft Purview implementation, and Power Platform enablement. When it came time to scale Microsoft Copilot beyond an early pilot, the Company turned to the same partner.
The Challenge: Strong Demand, No Framework to Scale It
The Company had already run a successful Copilot pilot with a small group of users. The response was clear. Employees wanted more access, and interest was building across the business.
What the Company did not have was a plan for what came next. There was no formal approach to governance, training, or change management, and no way to move from a promising pilot to something the whole organization could rely on.
"The Company had successfully piloted Copilot with a small group of users and was seeing growing demand for broader access, but lacked a formal strategy for governance, training, change management, and value realization. As interest expanded, it became clear that scaling Copilot successfully would require more than just assigning licenses."
— Director, Digital Workplace, Information Technology
Without a structured approach, the Company risked the outcome many companies run into with AI rollouts: fragmented adoption, underused licenses, and a slow path to real business value.
The Solution: An Adoption Model, Not Just a License Expansion
Quisitive and the Company built an enterprise Copilot Adoption Program across five workstreams:
- Envisioning and Use Case discovery
- Extending the Company's Center of Excellence
- Growing a Digital Champions program
- Early adopter communications and training
- Planned ROI readout
Two workstreams drove the most immediate momentum. Use case discovery gave the Company a clear, practical view of where Copilot could deliver real value across the business. The Digital Champions program built an internal network of trained advocates who could carry that momentum into their own teams.
"The Digital Champions and use case discovery efforts delivered the most immediate value because they helped turn Copilot from a technology pilot into a business led adoption program. By identifying real world use cases and building a network of trained champions, we were able to create internal momentum and develop a scalable model for long term adoption."
— Director, Digital Workplace, Information Technology
Governance sat underneath all of it. Rather than treating Copilot as a rollout to manage, the Company and Quisitive treated it as a capability to govern, with clear ownership, training, and a framework built to outlast this phase of the program.
Why Quisitive
The Company did not start this engagement from zero. Quisitive had already supported the Company through its Microsoft 365 rollout, SharePoint migration, Purview implementation, and Power Platform work, and had led the Copilot Quick Start assessment that preceded this adoption phase.
"Quisitive had already built institutional knowledge through years of supporting our Microsoft ecosystem. Because they already understood our environment, culture, governance model, and business priorities, they were able to accelerate the adoption effort and focus on value realization instead of spending time learning about our organization."
— Director, Digital Workplace, Information Technology
That continuity meant the Company could move from assessment straight into adoption, training, and governance, without losing time to onboarding a new partner or re-explaining how the organization works.
"What stands out most about Quisitive is that they operate as a strategic partner rather than just a technology vendor. The result feels less like an external consulting engagement and more like an extension of our own team."
— Director, Digital Workplace, Information Technology
The Impact: From Copilot Pilot to a Broader Rollout
Formal survey results and ROI figures are still being collected, but the trajectory is already shaping HF Sinclair's next phase.
"Quisitive's Copilot Adoption Program gave us a repeatable framework for scaling Copilot across our organization. Beyond the technology itself, we now have governance processes, training materials, quick reference guides, communications plans, use cases, and a Digital Champions network that can support future phases of adoption."
— Director, Digital Workplace, Information Technology
What's Next
Over the next 6 to 12 months, the Company plans to extend Copilot access to a significantly larger group of employees, building on the governance and training foundation already in place. The Digital Champions network is expected to play a growing role, sharing best practices and supporting adoption as the program scales.
"I would tell another company to start with the business outcomes you want to achieve, not the technology. Success with Copilot requires governance, change management, training, and executive sponsorship. Taking the time to build that foundation early makes it much easier to scale adoption and realize long term value."
— Director, Digital Workplace, Information Technology