Cloud-Based Or Premise-Based CMMS: Which Is Worth It?

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If your company deals with equipment that needs regular maintenance, you need a computerized maintenance management system (CMMS). CMMS software helps maintenance technicians track work orders and schedule services. Organizations can access the system through a laptop, desktop computer, or portable tablet.

The business world is constantly experiencing a digital transformation, and it’s paramount for companies to be equipped with tools that meet their needs to increase team efficiency. Maintenance departments are tasked with making decisions on what platform to use to manage operations and often find themselves torn between choosing a cloud-based system or a premise-based system.

Cloud-based maintenance software is increasingly becoming popular as the cost of bandwidth and storage continues to decline. Organizations are now replacing on-premise solutions with cloud-based solutions for their ease of accessibility. There are several aspects maintenance managers need to consider when choosing the best work order software.

Accessibility

The vendor hosts cloud-based maintenance software. It is available over the internet to be accessed via any device that has an internet connection. Cloud-based CMMS software uses external servers managed by other companies to store data. Users can access cloud-based systems from anywhere. You need not worry about configuring firewalls or granting access to specific Internet Protocol (IP) addresses when users are away.

On the other hand, on-premise CMMS software relies on your company’s brick and mortar office to store and manage data. On-premise software is downloaded and installed on a local computer or server. An on-premise system is the full responsibility of the company. Still, since data from the software is locked on private servers to seem safe, it is susceptible to data breaches.

The Costs

Setting up an on-premise CMMS system requires a significant amount of capital for purchasing servers and hardware to get it running. In addition, your company may need to part with more money to make sure the system is installed correctly. To keep an on-premise system in its optimal working condition, your company will be required to continually purchase hardware, software, and licenses for system upgrades and repairs.

Cloud storage is often considered an operating cost rather than a capital expense. Typically, there is no need for capital investment. Still, all a company has to do is pay a monthly subscription, which is affordable. It is easy to upgrade when using cloud storage without worrying about slowing down the entire system and is recommended for fast-growing companies.

Cloud-based CMMS software has no costs related to hardware and maintenance, licensing, network configuration, or IT support. It is entirely hosted on the vendor’s server. You will still use your existing IT infrastructures such as tablets, computers, and mobile phones.

Keeping in mind factors such as return on investment, the general cost of investing and maintenance, and time-saving, a cloud-based system would be most beneficial, especially in the current digital age. It represents lower costs because it’s no longer necessary to install software to a local server.

Implementation Time

When choosing what CMMS works for you, think about how long it may take you to get started with the system. A major issue affecting companies with on-premise software is the long deployment times. Once the software is purchased, maintenance managers will have to configure the hardware and test the program before rolling it out to every staff member. You can get started with the cloud-based software within 60 minutes.

Software Updates

For you to increase workflow efficiency, system updates are crucial. Updates bring in new features, introduce patches and fixes, and address any bugs in the system. Your monthly subscription for a cloud-based system is all-inclusive of updates. It is set to happen at no cost automatically.

On-premise systems take longer implementation times as more time is needed to complete installations on servers and individual computers.

The top benefits the best work order software would offer are:

  • Improved accountability
  • Reduced work outages
  • Ability to identify and offer solutions to specific problems

To select the system that best suits you, consider how important it is for you to have access to the latest system functionality and compatibility updates with ease.

Making the Decision

Cloud storage is a good option for your company. It reduces IT staff responsibilities and eliminates expenses. Your company will only be required to pay a monthly subscription fee. In addition, it’s easy to back up, so you do not have to worry about accessing data when your computer goes haywire.

You never have to apply for updates as the cloud-based system stays updated to the latest version in real-time. Although cloud-based software is more vulnerable to external security threats, your data is safe. A cloud-based system also can adapt quickly to security practices, making it remain a better choice.