I have recently been on some discussions on whether or not it’s a good idea, from the customer point of view, to go for an online CMMS instead of the conventional approach of running the CMMS package on your own systems. As with everything there’s no clear answer for what option is the best, it all depends on a lot of factors that have to do with the particular way your company is organized and the resources it has available. So, rather than attempting to analyse all possible organizational setups, I will try to list out all the points implied by the cloud based option along with some comments designed to get you and your colleagues thinking on how a particular point may or may not apply to your case. I also include an additional note on whether a particular point is a positive or negative implication of the cloud-based route.
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| …you are following an obvious technology trend. | Think Google docs, think dropbox. You may already use some of these tools. If you do, you are already in the cloud! The fact is that as technology progresses one way, all associated systems will adjust in order to support that development, so you tend to be progressively better served with better technological solutions at a fraction of the cost. It will be cheaper because you don’t own the platforms, the vendor does. |
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| …you save on IT systems maintenance costs. | This one is easy, you don’t own the servers anymore, you also don’t have to take on the maintenance costs. |
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| …you do not have to wait for an overloaded IT department to fix or implement things for you. | You have the vendor to do this for you. |
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| …you must ensure you are the owner of your information | The best way to do this is to confirm with the vendor if you can make a data backup anytime you would like. |
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| …you must ensure all your data is transmitted securely | Your organization’s information is yours and yours alone. Make sure you connect to your provider using a secure connection (https:// instead of http:// on the address bar) |
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| …you must ensure that staff that leaves is removed from the list of people that may login to the system | May require serious procedural enforcement because the last thing you want is an unhappy ex-worker creating havoc on your system |
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| …your WO process can be followed up from anywhere with an internet connection. | Think, for example, teams that are deployed to the field and complete their virtual paper-work on the road. This makes the information available in almost real-time. |
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| …access to the system can be done using any device that can run a browser. | iPad, iPod, android devices, practically any time of handheld can be used on the maintenance effort: technicians can look at datasheets and drawings online while they are performing the job. If the maintenance manager needs a report on the fly for a meeting, click two buttons are you have it! |
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| …your online CMMS are usually modular. | This is great because you can add modules dynamically, without having to install software yourself. A simple request to the provider will make that module available for your organization in minutes. If the module doesn’t work for you, no problem! It’s removed from your list and you don’t have to continue to pay for it. |
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| …you have a low cost start fee. | No large entry investment like you would have with most non-online solutions. |
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| …you pay as you go. | Usually monthly or yearly, you only pay what you use. |
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So there are more positive points than negative. However, I believe all the positive points potentially balance only one negative point and this is the reluctance users have in letting go of company data on to somebody else’s servers. But where does that reluctance come from? We have to get realistic about this: in the first place, the service provider wants your business and WILL protect your data or they WILL lose a customer. They don’t want that. Secondly, are people really after your data? Reality is that unless you’re in the military, your maintenance information interests only you and has no value for others.
Hopefully the information compiled above will assist you in justifying to yourself and others the benefits of transitioning to an online CMMS solution.
By Rui Alves, founder of cloudruge.com, a free online CMMS.
