Month: May 2023

FTMaintenance Select v.3.31.2.0 Release Notes

Posted: 5/31/2023

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.31.2.0, which incorporates the following:

Features

  • General
    • Improved FTMaintenance Select protection against phishing attacks.
  • Work Order Management
    • Renamed Master Work Orders to Recurring Work Orders.
    • Improved the Work Order creation flow from the Asset details page.
    • Revised the order of Work Order tabs.

Solutions

  • Asset Management
    • Minor defect fixes and improvements to Asset functionality.
  • Inventory Management
    • Improved the performance of Pull and Restock Transactions.
    • Minor defect fixes and improvements to Inventory functionality.
  • Reporting
    • Improved the queries on the Inventory Listing Report.
    • Minor defect fixes and improvements to Report functionality.
  • Work Order Management
    • Minor defect fixes and improvements to Work Order functionality.

The Role of Electronic Signatures in Work Order Approvals

Posted: 5/26/2023

Maintenance supervisor holding a clipboard applying a work order authorization using a signature.

Whether required by regulatory agencies or internal policies, a work order approval process establishes accountability in the maintenance process. However, an inefficient or manual approval process unnecessarily extends response times and creates other bottlenecks in daily operations. Electronic signatures streamline the work order approval process, ensuring that maintenance work is completed on time and meets quality standards.

Understanding Electronic Signature Approvals

Electronic signatures are most relevant to organizations regulated by the United Stated Food and Drug Administration (FDA), as they are required to comply with the Code of Federal Regulations (CFR) Title 21 Part 11 standard which sets requirements for electronic recordkeeping and signatures. Other regulatory bodies, such as the International Organization for Standardization (ISO), have similar standards.

21 CFR Part 11 defines an electronic signature as “a computer data compilation of any symbol or series of symbols executed, adopted, or authorized by an individual to be the legally binding equivalent of the individual’s handwritten signature.” According to the standard, electronic signatures must contain the following information:

  • The signer’s printed name
  • The date and time the signature was applied
  • The meaning associated with the signature, such as review, approval, or responsibility

Additionally, electronic signatures must be authenticated to ensure that signees are who they claim to be. Therefore, electronic signatures that are not based upon biometrics require that the signature:

  • Contains at least two distinct identification components, such as a username and password
  • Is used only by its genuine owner
  • Is protected from misuse

Organizations operating in non-regulated industries may have less strict signature requirements.

Learn More: What FDA 21 CFR Part 11 Compliance Means for Maintenance Teams

Ways to Apply Electronic Signatures

Depending on the system, electronic signatures may be applied in multiple ways, including:

  • Clicking a button, such as an “Approve” button
  • Clicking a “Click to Sign” checkbox
  • Selecting an option from a drop-down field
  • Typing a name in an input field
  • Scanning an image of a handwritten signature
  • Using a mouse or stylus to apply a signature in a signature box
  • Scanning a fingerprint
  • Recording a person’s voice for verbal consent

Note that these methods, in and of themselves, are not sufficient to meet 21 CFR Part 11 requirements.

Learn more about the difference between electronic signatures vs. digital signatures

Benefits of Electronic Signature Approvals for Work Orders

Electronic signatures provide many benefits in the work order approval process.

Reduced Administrative Work

With a paper-based work order approval process, maintenance teams must manually process paperwork, including printing, collecting, organizing, transporting, and archiving work orders. At any point during this process is the possibility of losing or destroying the work order. Electronic signatures allow organizations to go paperless and manage work order approvals from a centralized system.

Enhanced Accountability

Unlike handwritten signatures, which present the opportunity for forgery, electronic signatures are usually backed by authentication methods, such as requiring a signer to enter a unique username and password. This ensures that designated approvers are genuinely signing off of maintenance work and are held responsible for the quality and outcomes of repairs. Approvers also hold technicians responsible for ensuring that work orders contain all necessary information and repairs meet quality standards before signing off.

Better Audit Capability

The electronic signature approval process automatically documents the signing process, including when signatures were applied, by whom, and whether changes were required. This provides reliable documentation for internal or regulatory maintenance audits.

The Electronic Signature Approval Process

Electronic signatures streamline the work order approval process, allowing approvers to quickly sign off on completed maintenance work from anywhere they can access the work order. The steps below outline a general work order approval process in a computerized maintenance management system (CMMS) using electronic signatures.

  1. Work Order Creation: A member of the maintenance team creates a work order using the CMMS. The work order contains details such as the asset in need of maintenance, the required parts and materials, and who should perform the work.
  2. Notification: The assigned maintenance technician receives a notification informing them about the new work order.
  3. Access the Work Order: The maintenance technician accesses the work order in the CMMS, using the web-based software or through a CMMS mobile app.
  4. Work Order Completion: Based on the work order details, the technician performs the work, making sure to record any parts or tools used, complete assigned tasks, log labor hours, and enter any notes relevant to the repair.
  5. Review and Approval: Before the technician closes the work order, an approver reviews that the work was completed and meets required standards, and that the work order contains all information necessary for closure.
  6. Electronic Signature Application: When considered complete, the approver applies an electronic signature. Upon electronically signing off on the work order, the CMMS generates a timestamp and logs the approval in the audit trail.
  7. Work Order Closure: With the work order approved, the work order can be closed. The closed work order is saved into work order history, where it can be referenced later.

CMMS Software and Electronic Signature Compliance

Many maintenance teams use CMMS software to approve work orders using electronic signatures. However, because of the technical, sometimes complex language used in requirements documentation, many organizations believe they are achieving 21 CFR Part 11 compliance when in fact they are not.

One point of misunderstanding comes during the buying process. Buyers will often ask if a vendor’s CMMS is compliant with FDA electronic signature requirements. To be clear, compliance is based on how the CMMS is used by the organization to meet electronic signature requirements, and not the capabilities of the CMMS itself.

Because each CMMS solution handles electronic signatures differently, FDA-regulated organizations should carefully review a solution’s work order approval functionality to understand how it might be used to comply with the 21 CFR Part 11 standard. Some solutions may provide basic electronic signatures, but not go so far as to include components required for FDA electronic signature compliance.

Streamline Work Order Approvals with FTMaintenance Select Electronic Signatures

Electronic signatures bring many advantages to the work order approval process, allowing maintenance teams to reduce administrative work, increase accountability, and create the necessary documentation for audits. FTMaintenance Select is work order management software that allows you to easily manage the work order lifecycle, from initial service request to completion, including work order approvals. Request a demo today to learn more about FTMaintenance Select.

FTMaintenance Select v.3.29.0.0 Release Notes

Posted: 5/22/2023

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.29.0.0, which incorporates the following:

Features

  • General
    • Added the ability to view and manage Asset Categories and Labor Crafts from the main menu.
  • Asset Management
    • Added the ability to navigate to an Asset record’s details from a Customer record.
  • Work Order Management
    • Redesigned the Work Order details page for improved usability.
    • Optimized the Work Order creation and update flow for creating multiple Work Orders in quick succession.
    • Added the ability to configure default Task Result settings from the Task list.
    • Added the ability to assign a Labor Resource to a Work Order from the All Work Orders page.
    • Updated default color coding for the Work Order Type field values.
    • Added jump links to specific Work Order tabs from the Summary view.
    • Optimized the new Work Order creation process.
    • Unified the creation process for Work Orders and Master Work Orders.
    • Added Priority-based color coding to the All Work Orders page.
    • Improved the functionality of the “Back” link on the Work Order details page.
  • User Management
    • Added support for Arabic Standard Time.
    • Improved support for strong password requirements.

Solutions

  • Inventory Management
    • Improved the visibility of Quantity on Hand information when viewing the Inventory Item catalog.
    • Improved the operation of Pull transactions.
    • Minor defect fixes and improvements to Inventory functionality.
  • Reporting
    • Improve the visibility of Location and Quantity on Hand information within the Inventory Listing report.
  • Purchasing
    • Minor defect fixes and improvements to Purchasing functionality.
  • Work Order Management
    • Minor defect fixes and improvements to Work Order functionality.

FTMaintenance Select v.3.23.0.0 Release Notes

Posted: 5/10/2023

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.23.0.0, which incorporates the following:

Features

  • General
    • Added support for column resizing and horizontal scrolling on the “View All” pages for Assets, Work Orders, Labor Resources, Inventory Items, and Purchase Orders.
  • Work Order Management
    • Added support for Work Order Approval workflows.
  • Inventory Management
    • Improved support for Inventory Transactions of Inventory Items stored in multiple locations.

Solutions

  • Asset Management
    • Resolved an issue encountered when attempting to access Equipment record details from the All Equipment page.
    • Minor defect fixes and improvements to Asset functionality.
  • Purchasing
    • Minor defect fixes and improvements to Purchasing functionality.
  • Work Order Management
    • Minor defect fixes and improvements to Work Order functionality.

Understanding CMMS Software Pricing

Posted: 5/10/2023

Person's hand calculating CMMS pricing on a calculator at a desk with laptop

Pricing is a key factor organizations consider when evaluating computerized maintenance management system (CMMS) software. As you may have noticed during your research, CMMS vendors set their prices in various ways, making it difficult to make apples-to-apples comparisons between solutions. We’ve created this article to help you understand CMMS software pricing in order to make an informed purchasing decision about your future maintenance software.

How is CMMS Pricing Determined?

In general, CMMS pricing is determined by three factors: 1) deployment method, 2) the number of users who will access the CMMS, and 3) features.

Deployment refers to how the CMMS is delivered. Buyers have the choice between on-premise software which is installed and run locally, or cloud-based CMMS which is installed and run on vendor-owned or –leased servers. Cloud deployments are the most common.

The number of users refers to the number of people that will require a username and password to log in to the CMMS. Each of these users requires a license, with some exceptions. Depending on the system, light users such as service requesters may not require licenses. Unlimited user licenses are also available.

Features are the functional capabilities available to users. This includes all the features included in the base software, but may also extend to mobile apps or other product interfaces.

Common CMMS Software Pricing Models

The following software pricing models are commonly used by CMMS vendors.

Per User Pricing

Per user, or per seat, pricing is the most straightforward CMMS pricing model. Per user pricing is based on the number of users who are authorized to access the software. Essentially, each user who requires access to the CMMS is considered a “seat” or unit, and the price is calculated accordingly.

This pricing model is often the preferred option for businesses that require a fixed number of users to access the CMMS. It provides a predictable cost structure that is easy to understand and manage. Additionally, the per user pricing model often includes the option for quantity discounts, which is beneficial to businesses that require a large number of user licenses.

Overall, the per user pricing model provides businesses with a clear understanding of how much they will be paying based on the number of users who require access to the CMMS.

Per Feature Pricing

Per feature pricing is a type of CMMS pricing model that is based on the specific functionality that a business requires. Typically, vendors offer a basic package that includes essential features such as work order management software and asset management, with the ability to add additional features “a la carte” or individually.

This pricing model allows businesses to customize their CMMS to meet their specific needs, by only paying for the features that they require. However, it is worth noting that this can lead to increased costs, particularly if a business requires premium features that are not included in the base package.

While per feature pricing can be a flexible option, organizations should carefully consider which features they require and whether it is cost-effective to pay for them on an individual basis. It is also worth noting that this pricing model can be more complex to manage than per user pricing, particularly if multiple features are required.

Overall, per feature pricing can be a useful option for organizations that require customized functionality from their CMMS. However, careful consideration should be given to which features are required and whether this pricing model represents the best value for the money.

Per Asset Pricing

In contrast to pricing models that are based on users or features, some CMMS vendors determine their pricing based on the size of an organization. This pricing model is commonly known as per asset pricing and is based on factors such as area of a facility (in square feet), the number of facilities in which the CMMS will be utilized, the number of assets that will be managed in the CMMS, or a combination of these factors.

Per asset pricing is particularly useful for organizations that have a significant physical footprint, are asset-intensive, and require access for a large number of users. By basing the pricing on the number of assets or size of the facility, this pricing model provides cost savings opportunities for organizations with a large number of assets to manage.

Additionally, per asset pricing provides organizations with a more accurate pricing structure that aligns with their needs. Rather than paying a fixed price based on the number of users or features, per asset pricing is tailored to the specific needs of an organization. This can be particularly useful for organizations with unique requirements that cannot be met by other pricing models.

Overall, per asset pricing can provide a cost-effective and flexible pricing structure for organizations with significant physical assets. By tailoring pricing to the specific needs of an organization, this pricing model provides cost savings opportunities and a more accurate pricing structure that better aligns with business needs.

Per Work Order Pricing

While per user, per feature, and per asset pricing models are the most common in the CMMS market, there are some vendors that offer a different CMMS pricing model that may suit some organizations’ needs. This model is known as a pay-as-you-go, usage-based model, and is based on the number of work orders processed in a set time frame, usually monthly.

With this pricing model, organizations only pay for the number of work orders they process, making it ideal for those that use the CMMS inconsistently or process a small number of work orders. This model allows organizations to avoid paying for features or user licenses that they don’t need and only pay for what they use.

This CMMS pricing model can be particularly useful for businesses that experience seasonal fluctuations in work order volume, or those that operate in industries with unpredictable demand for maintenance services. By using a usage-based model, these organizations can manage their costs more effectively and adjust their usage of the CMMS accordingly.

It is worth noting, however, that this pricing model may not be the most cost-effective option for organizations with high work order volumes, as the cost can quickly add up. Additionally, some vendors may require a minimum number of work orders to be processed each month, which may not suit the needs of all organizations.

Tiered Pricing

One of the most popular ways that vendors provide pricing for their CMMS software is through a tiered pricing model. This pricing model combines per user and per feature pricing, allowing vendors to offer multiple solutions that can cater to the needs of different maintenance teams.

The tiered pricing model typically consists of several different packages, each with a different set of features and functionalities. They are structured in a tiered format, with each higher tier offering more advanced features and capabilities than the previous one.

The lowest tier typically offers a basic package with a limited set of features, such as work order management and asset tracking. As buyers move up to the higher tiers, they gain access to more advanced features and functionality, such as predictive maintenance, mobile app access, and real-time data analysis.

Pricing for each tier is usually based on the number of users that will access the system, and the number of features that are included. The lowest tier comes at the lowest price, while higher tiers with more advanced features come at a higher cost.

The advantage of tiered pricing is that it allows buyers to choose the package that best fits their specific needs and budget. Users can start with at the lowest tier solution and then upgrade to a higher tier as their needs grow, rather than having to purchase an entirely new system.

Additionally, the tiered CMMS pricing model provides more transparency in pricing, as users can easily see what features are included in each tier and compare the costs. This helps organizations make more informed purchase decisions and avoid overpaying for features they may not need.

Other Costs to Consider

The cost of a CMMS is more than the price of the software. Below are some other costs to consider when evaluating potential CMMS solutions.

Software Setup

Software setup costs are affected by your chosen deployment method, and include anything required to get your software into the hands of your team. For on-premise deployments, these costs include hardware, software, and IT infrastructure required to support the CMMS. In some cases, vendor assistance may be needed to ensure a proper installation.

Cloud-based solutions are accessed over the internet and do not require installation. However, you will need to purchase mobile devices if you expect your team to access the CMMS from the field.

Further Reading: How to Choose Mobile Devices for Your Maintenance Team

Training

CMMS training options and pricing vary by vendor. While many vendors include introductory training with initial purchase, some require the purchase of specialized onboarding training sessions. User training may also be available through user manuals, recorded videos, live webinars, or online knowledge bases. In-person, onsite training may be available or purchased separately or only available with the highest tier CMMS package.

Besides startup training, also consider the cost of ongoing user training. Ongoing training helps train new hires on the CMMS and provides a refresher for veteran employees. Training may also be necessary when you expand use of the system, such as using a mobile CMMS app alongside your cloud CMMS software.

Support

In most cases, vendors offer basic online or email support as part of a CMMS purchase. However, there may be additional charges for phone support or priority support. Organizations with a cloud-hosted solution may also be required to pay a separate hosting fee.

Maintenance

Ongoing CMMS maintenance costs include product updates, patches, and software upgrades. These costs are usually included with cloud-hosted subscriptions. Organizations with an on-premise installation may be required to pay for new software versions.

Explore FTMaintenance Select Purchase Options

Comparing CMMS pricing between vendors can be a challenge when pricing is presented in various ways. FTMaintenance Select offers flexible CMMS purchase options with both on-premise and cloud-hosted options. Contact our sales team today to learn more about FTMaintenance Select.

FTMaintenance Select v.3.20.8.0 Release Notes

Posted: 5/3/2023

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.20.8.0, which incorporates the following:

Solutions

  • Asset Management
    • Improved the appearance of Asset grids when custom Asset fields are displayed.
  • Purchasing
    • Minor defect fixes and improvements to Purchasing functionality.
  • Work Order Management
    • Improved display of Work Order Task information.