Month: February 2019

When choosing computerized maintenance management system (CMMS) software, there are several aspects you should consider. This guide will outline the most important maintenance management software components and features to keep in mind when choosing a vendor. Considerations include:

1. Flexibility and customization
2. Scalability
3. Deployment options
4. License pricing model
5. Data importation
6. Training
7. Technical support
8. Software updates
9. Vendor credibility
10. Customer ratings and reviews

Scroll down to learn more about each.

Flexibility and Customization

No two organizations manage maintenance activities in the exact same way. Similarly, the way maintenance is managed today will likely look very different a year from now. When reviewing maintenance software, it is important to think about both your short-term and long-term maintenance needs. When choosing a CMMS system, it should have the ability to be customized to fit the way your team works right now, but must also be adaptable to any future changes.

Scalability

A software program’s scalability is its ability to expand (or shrink) to meet your maintenance needs. A scalable CMMS will remain efficient and practical when extra demands are put on the system, such as adding more users or storing more data. When thinking about CMMS scalability, you must also consider the costs related to increased usage of the system.

For example, additional licenses must be purchased to accommodate an increasing number of users. If you choose an on-premise CMMS deployment option, extra hardware is required to provide users with access from multiple locations. More server space is also needed for a larger database and increased file storage.

Deployment Options

Most software vendors offer multiple deployment options for their software to fit different circumstances. Deployment fits into two categories: on-premise or cloud-hosted.

On-premise maintenance software is installed and run on your company’s local computers and servers. It allows you to maintain total control of the software, fully control your processes, and create custom, company-specific solutions.

With cloud-hosted deployments, software is hosted on a vendor’s server “in the cloud,” which you access over an internet connection. This option requires a smaller hardware investment, but usually requires additional hosting fees which may or may not be baked into the cost of software licenses.

Read Blog Post: On-Premise vs. Cloud CMMS: Comparing CMMS Deployment Options

License Pricing Model

There are a number of different software license pricing models that vendors use which may affect your initial cost. In general, the price of software licenses will be based on the total number of users. This is most evident in a pay-per-named user model, where the total license price is determined by the number of unique users that will be using the software. There is also a pay-per-concurrent user software licensing model where the price depends on how many users need access at the same time. We discuss each of these models in our article, Named User vs. Concurrent User Licensing.

Some vendors allow for an unlimited number of users to access the system and calculate price based off of other factors such as the number of work orders processed, the square footage of your facility, or the number of assets that are being maintained.

Data Importation

Nothing is as crucial to the success of maintenance management software as the availability of your maintenance data. Vendors should offer CMMS data importation services or provide you with the means to import existing data into the system, whether that data is currently stored in spreadsheets, databases, or in another CMMS system. Equally as important, there should also be a reliable way to extract data from the system in the event that it is replaced somewhere down the line.

Training

Proper training is the key to a successful CMMS implementation. While vendors do their best to make their software easy to use, computer skill levels vary from person to person, so training is a must. Each vendor offers different forms of training, so you must be careful to select a vendor whose training matches up with how your team learns best.

For example, video tutorials can be viewed at any time of day, but do not allow viewers to ask questions. On the other hand, live webinars are a great opportunity to get questions answered, but may be difficult for technicians to attend, especially if they work late or overnight hours.

For more comprehensive training, some vendors offer classroom-based learning sessions at their headquarters or can send a trainer to your facility. On-site consultation may also be an option for organizations who desire more custom, company-specific needs.

Technical Support

One of the most valuable services a vendor offers is technical support. It is important to fully understand the details of how support is delivered and if any fees are involved. Technical CMMS support plans generally include phone and email support, with some vendors also offering access to other self-help resources such as videos, product documentation, and a knowledge base.

While some vendors also offer live chat, a product “university” for more comprehensive learning, and user community forums, all of these support options can come at a cost. Some vendors will require you to purchase a support plan in order to receive any support. Others may include technical support services free of charge, but will assess response times based on the severity of the issue.

Whatever the case, before you make your final decision, make sure to consider how each vendor’s support services will fit into your team’s needs and budget.

Software Updates

Frequent software updates help to future-proof your CMMS investment. Not only do they add features and functionality to the system, updates can fix bugs and defects and improve overall performance. These enhancements make your software more powerful, your team more efficient, and provide you with a better return on investment (ROI). When discussing your needs with vendors, it is a good idea to ask about how often the software is updated. Their answer can help you determine whether or not they are truly committed to developing the product.

Vendor Credibility

CMMS implementation is not just about finding the right product – it is also about investing with the right provider. Buyers must be sure that the vendor is reputable, trustworthy, and has the experience necessary to address any problem that may arise. You should look for information such as their number of years in business, a product portfolio (or case studies), and ratings on review sites.

Read: Questions to Ask Your CMMS Vendor Before Buying

Customer Ratings and Reviews

Review websites are powerful tools for CMMS software buyers. Sites like Software Advice or Capterra let customers share their experience with potential buyers by posting reviews and ratings. For example, reviewers on Software Advice can rate vendors in different categories such as ease-of-use, functionality, product quality, customer support, and value for money. Using these ratings, you can get a quick overview of the product and compare vendors more directly.

Consider FTMaintenance

Now that you know what to look for in a CMMS, you can make an informed decision. FTMaintenance CMMS can meet all of these needs and more. We have the ongoing support, services, and varied pricing options to support robust maintenance management software. Request a demo to learn more about how FTMaintenance will meet your needs and help you achieve your goals.

How Much Does CMMS Software Cost?

When evaluating the cost of computerized maintenance management software (CMMS), there is a lot to consider. One of the pitfalls of budgeting for a CMMS is only factoring in the initial purchase price. However, the sticker price is not representative of the CMMS software cost over its lifetime, called the total cost of ownership.

You must also account for any ongoing expenses, such as license agreements or subscriptions, ongoing CMMS support agreements, and training. If hosting CMMS software on your company’s servers, you also incur ongoing IT expenses to support the software. With so many factors contributing to the CMMS software cost, you must include the total cost of ownership in the purchase decision.

Total Cost of Ownership of CMMS Software

The total cost of ownership (TCO) reflects all expenses involved in the purchasing, deployment, implementation, support, and maintenance of the CMMS. If you do not calculate the costs of CMMS ahead of time, your software budget will likely be inaccurate, and you’ll be taken by surprise at all of these “hidden” fees. But don’t let the TCO calculation scare you. Vendors can help you keep CMMS software costs under control. The following areas are some of the main cost drivers of CMMS software and how CMMS vendors help you understand and minimize these costs.

Licensing

• Number of licenses
• Price of licenses
• Named vs. concurrent user licenses

The first cost you’ll be faced with is the initial cost of the software licenses. This is usually based on the number of named or concurrent users you need. Vendors offer multiple licensing options to allow customers to scale the software as it fits into their budget. Subscription-based pricing options are often the most affordable.

Implementation

• On-premise vs. cloud hosting environments
• Setup and installation
• User training
• Additional resources

Implementation is another area to consider when calculating CMMS total cost of ownership. One of the primary decisions you need to make is whether the CMMS will be hosted on a local server or in the cloud. This is usually determined by your available IT infrastructure and resources.

Another source of implementation costs are installation and system setup, followed by initial and ongoing user training. Vendors usually offer a variety of resources such as user manuals, live webinar CMMS software training, knowledge bases, and recorded videos.

Nearly every vendor offers a cloud-hosted solution that allows the software to be accessed over the internet instead of being installed on company servers. However, local server hosting is still a readily available option. If you deploy an on-premise, locally hosted option, installation assistance may be provided.

Maintenance and Support

• Monthly or annual license agreement fees
• Technical support

After your software is up and running, there are just a few costs you’ll need to plan for over time. Monthly or annual fees are paid to maintain an active license agreement, which provides you with product upgrades and technical support. With subscription licensing, operational fees are included in the monthly payment, and updates are automatic through cloud-based systems. Though keeping license agreements active is an ongoing cost that must be paid, doing so provides you with access to all of a vendor’s invaluable support resources.

Going Beyond the Total Cost of Ownership

While a helpful decision-making tool, the total cost of ownership is only one half of the equation. TCO is only an indication of what product or deployment option is cheaper, and does not reflect the value the CMMS provides or any cost savings received from the system. The value of the CMMS is an important metric when calculating your return on investment (ROI), and is done separately. 

Read more about the benefits of investing in CMMS software: CMMS Cost Justification Making a Case for CMMS

How FTMaintenance Reduces your CMMS Software Cost

FTMaintenance CMMS is available as both subscription-based and purchased software licenses, based on the number of concurrent users you need. Our software can be installed on-premise for companies that already have a reliable IT infrastructure, and cloud deployment options are also available.

If you choose our on-premise CMMS, FTMaintenance includes installation assistance in our implementation services. Web-based training and video tutorial library access is also part of a complimentary CMMS implementation services package. Additionally, FTMaintenance has top rated CMMS support that is readily available via phone or email. Contact us to learn more to find out how FTMaintenance helps to minimize your TCO.

One important decision that must be made when searching for computerized maintenance management software (CMMS) is the choice between on-premise vs. cloud CMMS. That is, whether to install the system on your premises or have it hosted on a vendor’s cloud.

Over the years, CMMS has evolved from a strictly on-premise solution to one that can be accessed entirely over the internet. Today, cloud hosting has opened the door for CMMS in companies that do not even have their own IT infrastructure.

Given the choice of on-premise versus cloud CMMS, many buyers are left wondering, “Which CMMS deployment option is better?” The truth is, there is no right answer. The best option is the one that fits your company’s needs. Consider the following benefits of both on-premise and cloud CMMS.

On-Premise vs. Cloud CMMS

Benefits of On-Premise Maintenance Software

On-premise CMMS software is installed and run on your company’s server and accessed over your internal network. An on-premise CMMS is great for companies with:

• Mission critical equipment: Access to maintenance data for mission critical equipment is not limited by internet connectivity.
• Strict compliance requirements: Customized security solutions can better protect data needed for auditing.
• Condition monitoring needs: When properly configured, companies can use their networked equipment to trigger condition-based maintenance (CbM) or predictive maintenance (PdM) work orders.
• Customization needs: On-premise CMMS puts more control in the hands of the organization and can more readily integrate with other systems.

Why Choose On-Premise Deployment

On-premise deployment is often chosen by larger companies with an existing IT infrastructure and ample IT budget. With on-premise deployment, your company is responsible for network configuration, software installation, and data protection, as well as any ongoing maintenance to hardware and supporting software systems. Your IT team retains full control over your maintenance management software, including storage and updates.

Benefits of Cloud-based CMMS

Cloud-based CMMS software is installed on a vendor’s servers and is accessed via the internet or a web browser. It is best suited for companies with:

• Limited IT resources: With cloud-based maintenance software there is nothing to install. The CMMS vendor manages all configuration, data security, and product updates.
• Non-sensitive maintenance data: If no custom data security solutions are needed, cloud storage is a good fit. Vendors provide guaranteed data security and uptime.
• Mobile accessibility needs: Cloud-based CMMS software can be accessed from any internet-connected mobile device, such as smartphones and tablets.

Read Blog Post: Benefits of Mobile Maintenance Software

Why Choose Cloud Deployment

Cloud-based CMMS deployment is often chosen by businesses that have strained IT resources or that do not have the IT resources needed to support the CMMS. Cloud CMMS is managed completely by the vendor, taking the burden off of your IT department.

FTMaintenance Deployment Options

FTMaintenance CMMS is available as both cloud and on-premise CMMS. Find out more about FTMaintenance CMMS pricing and deployment options.

Reviewing CMMS software demonstrations is perhaps the most critical component of the software selection process. At this stage, you finally get to see the CMMS in action and actively engage with software vendors. Since you will likely be making a purchase decision based on the CMMS software demo, it is crucial that you go in with a game plan. Here are some questions and answers that will help you know what to expect from a CMMS software demonstration.

CMMS Software Demo FAQs

How Do You Schedule a CMMS Software Demo?

CMMS software demonstrations may take many forms, such as one-on-one presentations, large group presentations, or pre-recorded videos. To schedule a demo, you can call a vendor directly and request a demo. You can also fill out a form on a vendor’s website, which will prompt a call from a salesperson or provide you with access to the video.

Where Does the Software Demonstration Take Place?

Vendors host the CMMS software demo online, using a screen sharing service that will allow you to see and hear the presentation. Participants are provided with a link to the web conference and an access code to dial into the audio line. Prior to your appointment, test your connection or contact your IT team to make sure that no firewalls or other security measures will prevent you from attending the web conference. In some cases, a software demo may take the form of a pre-recorded video.

How Long Does a CMMS Software Demo Take?

Live software demonstrations are typically held in 30-minute to one-hour sessions. Depending on how many people attend the demo and how many questions you have, a second appointment may be necessary. Recorded demos may range from a few minutes to up to an hour.

How Should You Prepare for the Demo?

Prior to the demo, you should have already discussed your maintenance needs and your selection process with the vendor. If no prior discussion has taken place, head into the demo with a list of your key requirements to share with the vendor. The more the vendor knows about your needs, the better they can tailor the demo around the corresponding features and capabilities.

What Questions Should You Ask?

Since the needs of every maintenance department are different, there is no standard set of questions that must be asked in a software demonstration. Your questions should be largely based on how well the system addresses your needs and requirements. That might mean asking the presenter to demonstrate specific processes, highlight mandatory features, and provide more detailed pricing.

The software demo is your chance to thoroughly vet the program, so do not feel embarrassed about asking too many questions. Aside from questions about the system, you may want to ask the vendor about CMMS implementation services, as they will be instrumental to your success with the CMMS.

Read Blog Post: Transitioning from Manual Maintenance Management Methods to a CMMS

Schedule Your FTMaintenance CMMS Demo

Our FTMaintenance consultants provide ongoing support beginning at implementation and any time you have questions. Our team takes time to discover your unique maintenance management software needs. All of our demos are hosted by a live representative and scheduled at a time that works best for your schedule. Are you ready to start making maintenance management easy? Schedule your FTMaintenance CMMS demo today!