This article is an updated re-write of our original article published in 2015. This link if left here as a reference only as we are slowly discontinuing the old article site.
Computerized maintenance management system (CMMS) software is a tool that helps organizations manage their assets, equipment, and maintenance operations. We have addressed what a CMMS is many times and we even have both a short and a long version of articles describing what a CMMS is and what is does. This time we will look at the subscription cloud-based implementation option and see what the advantages and disadvantages are of going this route.
Lower upfront costs: Cloud-based CMMS software does not require purchasing or installing hardware or software licenses. Instead, users pay a monthly or annual fee based on the number of users, features, or storage they need. This reduces the initial investment and the total cost of ownership.
Scalability: Cloud-based CMMS software can easily adapt to the changing needs of the organization. Users can add or remove users, features, or storage as needed, without affecting the performance or security of the system. This allows for flexibility and growth.
Accessibility: Cloud-based CMMS software can be accessed from any device with an internet connection, such as laptops, tablets, or smartphones. This enables users to access and update data anytime, anywhere, and from any device. This also facilitates collaboration and communication among different teams and locations.
Automatic updates: Cloud-based CMMS software is automatically updated by the vendor, ensuring that users always have the latest version and features. This eliminates the need for manual updates and maintenance, which can be time-consuming and costly. This also ensures that users benefit from the latest innovations and best practices in the industry.
Data security: Cloud-based CMMS software is hosted on secure servers that are protected by encryption, firewalls, and backup systems. The vendor is responsible for ensuring that the data is safe from unauthorized access, loss, or damage. The vendor also complies with the relevant regulations and standards for data privacy and security.
Dependency on internet connection: Cloud-based CMMS software relies on a stable and fast internet connection to function properly. If the internet connection is slow, unreliable, or unavailable, users may experience delays, errors, or interruptions in their work. This can affect productivity and efficiency.
Limited customization: Cloud-based CMMS software may not offer as much customization as on-premise solutions. Users may have to adapt to the vendor's predefined workflows, templates, and features, which may not suit their specific needs or preferences. Users may also have less control over the configuration and integration of the system with other applications or devices.
Vendor lock-in: Cloud-based CMMS software may create a dependency on the vendor for service and support. Users may face challenges in switching to another vendor or solution if they are dissatisfied with the quality, performance, or price of the service. Users may also lose access to their data if the vendor goes out of business or discontinues the service. The key to minimizing this risk is to use a reputable vendor with many years in the market.
Far from being an exhaustive list of all the pros and cons of this type of CMMS option, I hope this list points you in the right direction in order to assess whether or not a subscription CMMS make sense for your use case. With the widespread use of SaaS (software as a service) options today (like Google docs, dropbox, even photoshop), if your organization is open to the use of such solutions on other fields (accounting, HR) most likely the CMMS software service can also be contracted out as a cloud service - why not?