Choosing the right computerized maintenance management system (CMMS) software can be challenging. With so many vendors and features to evaluate, how do you know which CMMS is best for your organization?
This article outlines 10 key factors to compare when evaluating maintenance software options for your needs. While core features and functionality are important, it’s equally critical to consider areas such as cost, deployment, and support – critical factors that often get overlooked during the buying process.
10 Key Factors to Consider Beyond Features
Choosing a CMMS isn’t just about features. While it is important that the system meets your operational needs, factors such as how the software is hosted, paid for, configured, and used can determine whether your investment will pay off and deliver long-term value.
Use the factors below as guiding questions to ask CMMS vendors. While this list doesn’t cover every consideration, it highlights some of the most important elements that can significantly influence your success.
1. Flexibility and Customization
Ask: How can we customize the CMMS to support our current process and adapt to future changes?
No two organizations manage maintenance activities in the exact same way. Similarly, the way you manage maintenance operations today will look very different a year from now. When evaluating maintenance software options, consider both short-term and long-term maintenance needs.
CMMS software should offer customization and configuration options that support your current processes or help you implement more efficient workflows in the short term. At the same time, it should provide the flexibility to continuously improve and accommodate new processes as your organization – or use of the system – grows. This ensures that the system provides ongoing value to your team.
2. Scalability
Ask: How does the CMMS support large amounts of work orders, users, and maintenance data?
CMMS scalability is the system’s ability to grow (or shrink) to meet your operational and maintenance needs. A scalable CMMS is one that remains effective as additional demands are placed on the system, such as adding users, expanding access, or entering large volumes of data.
When choosing a CMMS, consider the cost of growth. Adding users may require additional licenses, and access to advanced features might mean upgrading product tiers. Some vendors also charge for extra storage. Organizations hosting their CMMS on-premise may need to purchase additional hardware to support increased access and usage. Ask how the system is used in scenarios similar to your operations.
3. Deployment Options
Ask: Do you offer both cloud and on-premise deployment options?
Deployment is where your CMMS is installed – either in the cloud or on-premise. Nearly all vendors offer a cloud-based CMMS solution which is hosted and managed by the vendor. This option is ideal for organizations with limited IT staff.
Less commonly, vendors may also offer on-premise CMMS deployment, which enables organizations to install the system on their own servers and run it entirely within their own network. This option is preferred – and sometimes required – by organizations with dedicated IT resources, sensitive data, unreliable internet access, custom security protocols, or regulatory compliance requirements.
FTMaintenance Select is one of the few CMMS solutions available to offer both on-premise and cloud deployment. For a more detailed comparison, see our article On-Premise vs. Cloud-based CMMS.
4. Licensing and Pricing Model
Ask: What licensing models are available and how do they affect my total CMMS cost?
CMMS licensing and pricing differ from vendor to vendor. Licensing defines how you access and use the software. Most CMMS vendors offer either:
- Subscription licenses, also known as Software as a Service (SaaS), where you pay on a recurring basis for continued access, usually including hosting, support, and updates.
- Perpetual licenses, where you pay a large, one-time fee to “own” the software indefinitely. Other costs, such as for support and updates, still apply.
Pricing models determine how much you actually pay under your licenses. Most vendors charge per user, though some base it on number of assets, work order volume, or facility size. Others use a flat-rate subscription fee with feature tiers instead. For a more detailed breakdown of CMMS pricing approaches, see our article on understanding CMMS pricing.
By understanding both licensing and pricing you can better anticipate your total cost of ownership.
Learn what to look for in the CMMS license agreement before buying.
5. Data Importation
Ask: What services or tools do you provide for importing our existing maintenance data?
Nothing is as crucial to the success of maintenance management software as the integrity of your maintenance data. Vendors should provide tools or assistance to help you migrate your existing maintenance data into the CMMS, whether that data is currently in spreadsheets, homegrown databases, or another CMMS system.
Equally 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.
Learn more about FTMaintenance Select data importation services.
6. User Training
Ask: What training options do you offer for different types of users?
Adequate user training is the key to successful CMMS implementation. While vendors try to ensure their CMMS software is easy to use, computer skill levels vary from person to person, making training a must.
When evaluating training, consider team roles. Basic users may need guidance on everyday operations such as entering work orders, updating asset information, and tracking labor hours. Power users and administrators often require more advanced training on configuring the system, generating KPI reports, setting up users, and managing permissions.
Choose a vendor whose training formats align with your team’s learning style. Most vendors offer a variety of options, including video tutorials, webinars, on-site sessions, or user guides. Ensuring each role receives the right level of training helps maximize user adoption and ensure long-term success.
7. Technical Support
Ask: What support services are included and what costs extra?
One of the most valuable services a vendor offers is technical support, so it is worth exploring the details of how vendors deliver support 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, while others include support but have varying response times based on the severity of the problem.
In any case, consider how each vendor’s support services will fit your team’s needs and budget.
8. Software Updates
Ask: How often is software updated?
Frequent software updates help 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 CMMS ROI.
Asking the CMMS vendor for information about software updates helps you determine how committed they are to ongoing product development and continuous improvement.
9. Vendor Credibility
Ask: Do you have experience in my industry and can you provide any customer references?
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 necessary experience to address any problems that may arise. Look for or ask the vendor for information such as how long they have been in business, CMMS case studies, and customer reviews.
10. Customer Ratings & Reviews
Ask: What do current customers say about your CMMS?
Software review websites are powerful tools for CMMS buyers. Software Advice and similar sites let customers share their experience with potential buyers by posting reviews and ratings. For example, many sites allow reviewers to 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.
Add FTMaintenance Select to Your Vendor Shortlist
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 how FTMaintenance Select will help you achieve your maintenance management goals.