Cloud-Based vs. On-Premise CMMS Software
When you’re researching CMMS, you’ll find vendors typically offer two different deployment options: cloud-based or on-premise software. Cloud-based CMMS software (sometimes called web-based CMMS software) is hosted by the vendor and accessible via any device with an Internet connection. On-premise software (sometimes called client-server software) requires you to host the software on your own server and use your own network and hardware. Maximizing your CMMS investment means ensuring you’re getting software that’s going to work for the long term. Here’s what you need to know about cloud-based vs. on-premise CMMS software. Reduced IT spending: Because cloud-based CMMS applications are located elsewhere, maintenance operations no longer need to enlist expensive (and often unavailable) IT support to set up and maintain technology infrastructure. Lower hardware costs: Because a cloud-based CMMS runs on external servers, many organizations have discovered they spend less on hardware in the office, particularly on PCs and internal servers. Always up-to-date: Because cloud-based CMMS software is centrally managed by the provider, you never need to apply software updates. Cloud-based software stays updated to the latest version in real time. Mobilization: Mobile technology is a natural fit for the maintenance industry. Cloud-based CMMS means maintainers can access data anytime and anywhere with Internet-enabled devices, like laptops, smartphones, or tablets. Lower training costs: Improved web-based and app-based user interfaces that mimic popular personal-use applications can minimize the learning curve on hardware and software. Easy scalability: Cloud-based CMMS software makes tasks like adding a new user or expanding reporting capabilities easy, so you can keep up in a fast-changing environment. Data security: No more worrying about hard drive failures or data-loss catastrophes. A cloud-based CMMS system backs up your data and secures it in a professionally managed environment. Plus, you own your data and can access it at any time. While both on-premise and cloud-based CMMS software work, there’s a difference in the long-term costs. On-premise software is a bit like the flip phones of 15-20 years ago. You can still make calls and send texts, but it can’t compete with capabilities of a modern smartphone. Cloud-based CMMS software helps maintenance operations get applications up and running faster while reducing onsite implementation and management costs. Your maintenance team will save time and money getting your CMMS system working—and you’ll be able to get on to the real work of maintaining and repairing critical assets. Contact us for more information.
CMMS Software Security Must-Knows
CMMS data is an organizational asset, and it needs to be protected like any other asset. You don’t hand the keys to your office over to just anyone—and you don’t want unauthorized access to your CMMS software either. As a maintenance professional, your goal should be to prevent unauthorized access, misuse, modification, unintended deletion, or malfunction of your data. Modern CMMS software can help you achieve that goal. Here’s what you should know about CMMS software security. Network Security Security starts with the network. If your CMMS software is hosted internally, your IT team will be responsible for ensuring the security of your network. However, cloud-based CMMS software runs on external servers. If you have cloud-based maintenance software—or you’re thinking about buying it—be sure your CMMS data is backed up and secured in a professionally managed environment. [related-content] MPulse provides a SSAE 16 Type II certified cloud hosting and recovery service. Our goal is to offer solutions that combine certified production deployments with fully tested, disaster recovery services to provide the highest levels of availability, security, responsiveness, and recovery. Single-Sign-On (SSO) / Active Directory Integration for Cloud-Hosted Customers SAML SSO enables cloud-based CMMS software to integrate with security directories that determine who gets access to what computers, networks, applications, and services. SSO offers many advantages for organizations that want to streamline and control access to cloud-based software. For example, with our SSO option, MPulse users can log into their computers once and have immediate access to their hosted CMMS from MPulse. MPulse’s SSO option extends an organization’s internal Microsoft Active Directory to the MPulse cloud environment. This feature supports multiple identity providers (including Microsoft ADFS and Okta) as well as user self-provisioning and custom claims for populating user data. Access Control Within your CMMS database, you’ll want to protect sensitive information by limiting which records your employees see depending on their role in the organization. In other words, you want the right people to have the right access to the right records. MPulse Maintenance Software’s Role-Based Access Control (RBAC) was designed for this purpose—enabling you to reduce errors in data entry, prevent unauthorized users from viewing or editing data, gain tighter control over data access, and eliminate the “data clutter” of unnecessary information. Have questions about CMMS software security? We have answers. Contact us.
CMMS a “Must Have” for Distribution Centers
From automated storage & retrieval systems to conveyors & sorters, modern distribution centers focus on throughput, equipment reliability, and uptime—just like any other production-oriented business. And just like other organizations, more distribution centers are turning to CMMS software for help. “In our environment, maintenance is all about keeping the company assets in like-new condition while minimizing the impact to our operation,” explained Randall, MPulse customer and facility manager for an international online retailer. More Automation, More Assets to Maintain Distribution center employees face more pressure than ever to get orders out the door, thanks in part to a surge in online sales over the past decade and high expectations for quick deliveries. Randall’s company has invested heavily in automated material handling systems to meet the growing demand—but more equipment also means more maintenance work for his team. Most distribution centers need CMMS software like MPulse to manage a wide range of equipment, from modern materials handling systems to more typical facility assets such as HVAC systems, dock doors, lighting, and plumbing. “Maintenance teams in distribution centers require diversity in their skillsets, however, some co-workers are becoming more specialized,” Randall explained. “MPulse allows you to assign a person to an asset, and so once the asset is set up, it automatically gets assigned to the proper individual with the right skill set.” And like any maintenance manager, Randall needs to track costs—particularly labor costs—as well as set benchmarks and KPIs. “It is impossible to cut costs if you don’t know where the money goes,” he said. “Uptime, extended life expectancies, and minimal operational impact is what all maintenance department should be striving for—at the lowest cost to the business.” Data Integration Distribution center maintenance teams also have discovered the benefits of CMMS software coupled with Industrial Internet of Things (IIoT) technology. The combination enables maintenance teams to gather information directly from multiple devices, which can be almost anything with a sensor—including computers, vehicles, smartphones, appliances, building automation systems, and production equipment. Maintenance teams can use that information to proactively perform maintenance and even predict asset failures—saving both time and money. The rapidly changing technology found in distribution centers means that maintenance software is no longer optional. Contact us to learn how MPulse can improve your maintenance team’s productivity and efficiency.
How to Write a Request for Proposals for CMMS Software
Last time, we talked about why you might want to consider writing a Request for Proposal (RFP) for your CMMS software purchase. If you’ve decided that’s the right option for you, we’ve listed some tips on how to get the most out of the process. An RFP outlines your requirements, so you can find the right software for your organization. You’ll send it to potential vendors, who will respond with documentation on how their software meets those needs. Important Details We recommend providing background information about your organization. These details help vendors respond appropriately. For example, your RFP should include… A description of your organization and its market Size of your organization and maintenance team Number of assets Main objectives for CMMS software Timelines Existing software and hardware Available internal resources (i.e., IT personnel, support staff, etc.) IT Infrastructure Describe your existing IT infrastructure. If you know now, specify if you’re looking for local or cloud-based solutions. If you don’t, be sure to mention you’re looking at both options. Specific Requirements The biggest part of your RFP will be your CMMS software requirements. It’s important to be specific in an RFP, but not so specific that you eliminate viable options. We recommend… Identifying requirements that every proposal must meet Identifying the requirements that are optional or “wish list” items Separating your list of requirements by function, such as IT requirements, reporting, software integration, etc. Prioritizing requirements, if necessary Including an area for vendors to respond to these requirements and identify what’s part of their basic package and what requires customization, a feature extension, or an upgrade Including a section for vendors to outline the price—include optional features or additional charges Training, Implementation & Support Options Include information about your training, implementation, and support requirements. Provide an area for vendors to outline exactly what services they offer, and how much they cost. Once you’ve written an RFP, you’ll send it out to vendors. Give them ample time to respond—at least two weeks, preferably three. It takes time and effort to write an RFP, but the payoff is worth it if you save yourself the pain that comes with making the wrong decision. Questions? We have answers. Contact us. We’re here to help.
CMMS Software Checklist
When you’re researching CMMS software, a demo from the vendor is a great way to get direct answers to your questions about how their software works—and how it would work for your maintenance team. Take advantage of this opportunity. Below are five questions you should ask in every CMMS demo. 1. Will the Software Meet Our Needs? Before you’ve made it to the demo process, you’ve probably made a list of your pain points and “must have” features. Here’s your chance to get specific with vendors. Have them walk you through a sample workflow so you can see the steps firsthand. Ask what can be customized to meet your needs, and if the software is scalable as your maintenance operations change. 2. Can Our Users Work with It Comfortably? CMMS software that is never used is wasted money and time. Involve all the stakeholders early in the process and include key users in the demos so they can see it firsthand. Encourage them ask questions that relate to how they’ll use the software. 3. What Are the Specifications? Find out what hardware and system requirements are required. This process will likely involve your IT department or technology support staff. Go through each requirement and make sure it works for you. If you’re moving towards mobile maintenance, don’t forget to include the type of devices—such as desktops, tablets and smartphones. Also, ask questions about how the CMMS software integrates with other organizational software, like accounting or financial software. 4. What Implementation, Support and Training Options Are Available? It takes a lot more than installing software to get your CMMS software up and running. The best way to make your CMMS software a success is investing in the right resources to get you to “Go Live” day. Ask for specifics about a vendor’s services—including implementation, training and support. Determine what you will be responsible for versus the vendor. 5. What Does It Cost? You’ve probably already gotten a ballpark number to determine if the software is in the realm of possibility. Now it’s time to get specific about your needs, so vendors can be accurate with their price quote. You may realize you need to refine some of your requirements… and that’s okay. Use your CMMS demo time wisely, and you’ll be that much farther along in getting the right software for you. More questions? We have answers. Contact us.
Is It Time to Expand Your Maintenance Operations with CMMS?
When you’re using maintenance software on a daily basis, it’s easy to learn to work within the parameters of your current system without realizing what else you might be missing. That’s what happened to Lisa, an MPulse administrator for a utility district. While things were running smoothly with their older version of MPulse, as she started researching an upgrade to the newest release, Lisa realized her organization’s needs had changed over time. “We’re not just looking for the newest release,” she explained. “We need to implement new functionality. We’re looking to capture and track additional data, increase our reporting capabilities, and add more complex features.” Scaling Up CMMS Software In the software business, we call this scalability—which simply means your CMMS software can accommodate changes in size or volume as your needs change. So, Lisa needs not only the newest version of MPulse, but a more robust version. The good news is that MPulse is easy to scale. We designed our software that way on purpose because we know how things change in the maintenance field. It’s not uncommon for organizations like Lisa’s to start with simpler versions of our software, and then once they are up and running, see the benefits of more advanced features or enterprise management capabilities with global settings, global reporting, and enterprise-wide inventory search and transfer. That’s because when your organization grows, maintenance feels the impact. Suddenly you’ve got more equipment to maintain, additional production to support, new staff members to manage, extra inventory to store, and different safety procedures to perform. Scalability is Cost Effective From a customer’s standpoint, software scalability is cost effective because you can buy what you need when you need it. Whether it’s adding user licenses or expanding functionality, it’s more affordable to scale up your CMMS software instead of starting from scratch every time. Scalable CMMS software keeps you on top of the increased workload—whether it’s more equipment, additional production, new staff members, extra inventory, different safety procedures, etc. Things change. You can’t predict these changes, yet CMMS software scalability ensures you are prepared when they happen. Have questions? Leave a comment or contact us. We’re here to help.
How to Calculate the Total Cost of Ownership for Your Assets
When it’s time to buy or replace an asset, it’s easy to focus purely on the initial purchase price. But digging deeper could save your organization a lot of time and money in the long run. The key is to calculate both the direct and indirect costs, which is called Total Cost of Ownership (TCO). TCO is the full cost of an asset over its life cycle or “cradle to grave”—a number that might look very different from the initial purchase amount. Calculating Total Cost of Ownership Total cost of ownership is a simple equation. TCO = [Initial Cost] + [Operating Expenses] + [Maintenance Costs] + [Downtime Costs] + [Production Costs] – [Resale Value] Initial Cost: The amount of the initial purchase. Operating Expenses: Cost of installation, testing, and training, plus energy usage and insurance (if applicable). Maintenance Costs: Cost of repairs and maintenance, including both PMs and unexpected repairs. Downtime Costs: Labor costs of delayed work, lost production, lost revenue, etc. Production Costs: Output levels or production levels as well as environmental costs. Resale Value: The amount that could be recouped by selling the equipment after a certain timeframe. Finding TCO Data Let’s look at an example. Kai needed to buy his maintenance shop a new generator. He looked at three—and the price of one was about 20% higher than the others. It should be an easy decision, right? Pick the least expensive one. But Kai knew he had to dig deeper by looking closer at the TCO for each one. While the TCO equation seems easy, getting that information isn’t always simple. Kai had a good start within his MPulse Maintenance Software. First, he found the existing data for his current compressor. Then he could compare that information against the new compressors and estimate the operating expenses, projected downtime costs, and production costs by pulling some key reports. The maintenance costs and resale value took a little more research. After comparing the manufacturer’s recommendations, he discovered the more expensive generator required less maintenance. Additionally, its resale value was significantly higher—making its TCO lower than the others. Kai knows it would be hard to calculate the TCO without his CMMS software. His numbers would be based more on assumptions than hard data. It’s likely your purchasing or accounting department is familiar with TCO, so tap into that resource if it’s available to you. Have you found a surprising result from your TCO calculations? Contact us to learn how MPulse can help.
Does Your Outdated CMMS Software Cost Too Much?
After two decades in maintenance management, Jose had seen a lot of changes in the field. But it really hit home when he started a new job last year. His new employer—a state agency—had CMMS software. But it was close to a decade old, and it didn’t have many of the features he’d come to expect. “It was eye-opening to see how far technology has come in a relatively short time,” he said. “The old software just couldn’t do what I needed it to do.” The Hidden Costs of Outdated CMMS Software Perhaps the most dramatic example of the problem was when Jose discovered a fleet vehicle had gone missing—and no one knew where it was. “We actually reported it as stolen,” he said. “And then we found it a few months later, parked at another site. That should never happen. We should know who had it and when, so we’d know who to ask and where to look.” Jose soon realized the lost vehicle was just the beginning. His new maintenance team was spending a lot of time and effort trying to work around the old software’s limitations—which was costing the organization far more than the price of new software. For example, Jose found… Key data wasn’t being gathered, making it hard to spot areas where productivity and efficiency could be improved Lack of data integration capability meant entering data manually, sometimes in more than one place Paper workorders were easy to misplace or lose Reporting took far longer—and was sometimes impossible—because the data wasn’t easily available or accessible Data security wasn’t up to modern standards, putting the organization at risk for viruses, malware, hacking, etc. The original software manufacturer wasn’t supporting this version, and hadn’t for some time, so help was limited The Growing Cost of Workarounds If that wasn’t enough, Jose’s team had developed some workarounds—which helped them get the job done, but took even more time away from their work. For example, the lack of historical data meant the techs often stopped working on a job to seek out others who had worked on the asset before, so they could ask questions. “This is information we should have captured—simple things like what was done and when,” he explained. “Our techs should be able to find this at a glance in our CMMS software, not spend more time searching out coworkers to ask.” Once your organization makes the leap to CMMS software, upgrades and updates may feel like more trouble than they’re worth. But software upgrades offer more functionality as technology advances, and that helps you meet the changing needs of the maintenance field. And, as Jose discovered, once you’re spending far more time and money on working around their software than the cost of the upgrade, it just makes sense. What’s changed in CMMS software? Leave a comment or contact us. We’re here for you.
How CMMS Software Can Help You Achieve ISO Certification—And Keep It
If your organization is striving for ISO certification—or needs to keep it up—CMMS software is a vital tool for your maintenance department. ISO certification verifies a company’s management system, manufacturing process, service, or documentation procedure has met the requirements for standardization and quality assurance. Two of the most common are ISO 9000/9001 for quality management and ISO 14001 for environmental standards. Many companies use ISO certification to assure customers of credibility. But some industries require it, and certain contracts will depend on it. Maintenance & ISO Certification ISO certification requires a traceable history of completed maintenance tasks and documented policies to prove you’re acting in accordance with ISO standards. Mike Goldman’s company became ISO 9000 certified without CMMS software before he was hired, but Mike knows CMMS data from facility management software is key to maintaining that certification in the future. “ISO certification is all about the process,” Mike explained. “MPulse helps you provide objective evidence that your processes are being followed—preventive maintenance tasks, lock-out tag-out, hot work permits, etc.” So, Mike set up his MPulse Maintenance Software with ISO certification in mind. “The scheduled maintenance and task functions of MPulse generate work orders for ISO quality control inspection routines,” he said. “You can create tasks for QA process audits, inspections of final product, completed tasks, HSE requirements, HAZMAT—anything really. I also generate work orders for ISO quality assurance auditing requirements and schedules, which provides objective evidence that we completed internal ISO auditing tasks.” MPulse also helps Mike’s team in other ways. “The media attachment capability ties any relevant documentation to the work order. This is a great way to keep your objective evidence handy and connected to the relevant scheduled audit trigger events.” And that documentation looks impressive to an auditor, Mike said. “Game over, you win. Hands down.” CMMS Software for ISO Certification MPulse Maintenance Software can help your organization get—and keep—ISO certification by… Recording preventive maintenance on key assets Documenting work procedures to make sure they are being followed Verifying all safety inspections and tests are done properly and on schedule Determining when it’s time to repair or replace malfunctioning equipment Creating reports and other documentation for audits Tracking employee health and safety information, trainings, and certifications Archiving work history Documenting incidents Preparation is Half the Battle The complexity of ISO certification makes it difficult—if not impossible—to simply pull the paperwork together at the last minute. That’s why CMMS software is essential for maintenance operations. Once you set up your CMMS software correctly, documentation takes care of itself because the every work order captures the data. You can quickly access this information when it’s time to pass the scrutiny of an audit—which saves a lot of time and prevents a last-minute scramble to pull reports together. Have questions? Contact us for more information about how MPulse can help your organization achieve ISO certification—and keep it.
CMMS Software Helps Public School District Take Maintenance to the Next Level
School maintenance isn’t just about taking care of buildings and equipment. Maintenance plays a huge role in the well-being of students, teachers, and administrators. When school districts like St. Mary’s County Public Schools (SMCPS) use facility maintenance software to manage maintenance tasks, they are protecting the taxpayer’s investment in public education. “We have a great team that’s committed to safeguarding the mission of SMCPS, which is to provide the best learning environment that we can,” said Sharon Dvorak, SMCPS work order specialist. “Our goal is to always ensure the comfort and safety of all our students and staff, and provide the best possible outcome for our community. MPulse helps us do just that.” Fixing What Broke For many years, the SMCPS Department of Maintenance operated in the way it knew best. The phone rang. Someone answered it and took a few notes, and then a maintenance technician went to fix the problem. There was little documentation, no preventive maintenance program, and limited historical data or background information. SMCPS wasn’t unusual. Many school districts adopted a maintenance strategy of simply fixing what broke to work within budget restrictions. In July 2004, Sharon Dvorak, work order specialist, was tasked with improving the way the Department of Maintenance handled the growing needs of the school system. Sharon implemented the biggest change just a few months later—the department’s first CMMS software system, MPulse Silver. MPulse Silver gave SMCPS the ability to schedule preventive maintenance tasks and manage work orders as well as the capacity to receive, manage, and update service requests from unlimited requesters. Sharon started using MPulse’s school maintenance software the same way most new CMMS users do—setting up the database with all the district’s building assets, employees, maintenance tasks, work order types, trades, and departments. In the autumn of 2004, with the basics in place, SMCPS began receiving and processing their first computer-generated work orders with school CMMS. By 2006, MPulse CMMS maintenance software was widely accepted throughout the organization. Fast forward to August 2016, and Sharon hit a major milestone—surpassing 100,000 opened work orders. Work Order Management Like most MPulse administrators, Sharon’s day centers around work order management. MPulse helps the SMCPS maintenance team get the highest priority work done while making sure lower priority work doesn’t slip through the cracks. “We needed to prioritize,” Sharon said. “Over the years our budgets have started to dwindle, so we needed to make sure we were spending our time—and our money—wisely.” Prior to their MPulse implementation, 100% of the Department of Maintenance’s repairs were unplanned. “Our scheduled maintenance program has taken us from a completely reactive work force to a balanced 48% planned and 52% unplanned,” Sharon said. “It’s taken our organization to a whole new level.” Download our customer success story or contact us to learn more about how MPulse customers are using our CMMS software to improve their maintenance operations.