Why Choose a Cloud-Based CMMS Over a Traditional On-Premises System

Why Choose a Cloud-Based CMMS Over a Traditional On-Premises System

The benefits of a CMMS (Computerized Maintenance Management System) have been proven countless times throughout multiple industries. Thousands of CMMS users have been using such systems for decades now, with new and improved models being introduced. 

Currently, multiple businesses are using on-premises CMMS software, but many are switching over to cloud-based systems. Cloud systems typically provide businesses countless benefits, particularly easier access to the stored data anytime, anywhere. What’s more, cloud-based systems have been gaining popularity with more affordable storage, mobility, and faster speeds, making them a viable option for many companies. 

Suppose you are on the fence about whether to move to cloud-based storage or continue using the on-premises system. In that case, it is important to have a better understanding of how beneficial the cloud-based CMMS can be for your business. 

How On-Premises Systems Work

On-premises software is installed on a network or a computer. The software, along with the information created, is linked to the physical devices on which the CMMS has been installed. The biggest example of on-premises software is Microsoft Word. 

The on-premises system plays a major role in maintenance management through the following features:

1. Hardware and Software Requirements. All the hardware required, including servers, is housed on-premises. The system usually needs extensive setups that must be customized according to the needs of the business by in-house personnel, contractors, or providers.   

2. Maintenance and Installation. The hardware and software setup is mostly done on-premises by either a vendor or limited external support. The business has to be responsible for the system’s storage and security, along with software upgrades. 

3. Access of System. To access the system, the users must be on-premises and linked to the same network.

4. Pay Structure. Businesses have to make one-time, up-front payments to use the on-premises software. 

5. Mobile Capabilities. There is little to no mobile capability when it comes to on-premises software. 

How Cloud-Based CMMS Solutions Work

Cloud software provides businesses with the capability for accessing and storing information on the cloud. Think of the cloud CMMS as a bank, where your money isn’t tied to a single physical location as you can take out the money from any other branch that is feasible for you. 

Similarly, you don’t have to be at a specific location, using the same network to access the stored data. You can easily access the information no matter where you are. The cloud can be one of the best tools for your maintenance management. 

Some major elements of a cloud-based CMMS include:

1. Hardware and Software Requirements. All hardware and software are created, implemented, run, maintained, and managed through a third-party provider. All you need is an internet connection to utilize the software. 

2. Maintenance and Installation. The cloud-based CMMS providers host the system on their servers, which means they handle all the upgrades, data security, management, and installation. 

3. Access of System. The features of this software can be accessed anytime and anywhere using the internet. You can even use some cloud-based systems for a few hours if the internet connection is lost. 

4. Pay Structure. These systems offer a subscription payment model with little to no up-front cost. These are priced per month or per user and include support fees. 

5. Mobile Capabilities. The majority of the cloud-based CMMS software utilize their own mobile access, which ensures businesses can access the system through any mobile device. 

Reasons to Switch to Cloud-Based CMMS Over a Traditional Solution 

Here are some of the major reasons many businesses are turning to cloud-based CMMS 

Software and moving on from the traditional on-premises one:

    • Easy And Quick Implementation

An on-premises software needs all required resources, like servers and hardware, to be available onsite. It might appear simple, but it can prove to be time-consuming and costly for management. 

Cloud-based CMMS allows businesses to start using the software with just a secure internet connection and authorized devices. This also means the implementation of cloud software is much faster and easier. You can demonstrate the ways of using and benefits of the software, and the staff can start using the system immediately. 

    • Improved Security and Support

The provider handles almost everything in the cloud-based CMMS software, including maintenance and security. This means your IT personnel can manage other important tasks without having to worry about CMMS maintenance. 

The on-premises system requires a dedicated IT team to resolve the issues that can easily divert them from other major tasks in the organization. Troubleshooting problems can also be cumbersome, time-consuming and costly. 

With cloud-based CMMS, the provider will deal with any problems your users might identify. All you need to do is report it, and the provider will find and implement the solution. 

    • Unrestricted Access

One of the biggest reasons many businesses are moving to cloud-based solutions is that you don’t get tied up in a specific location. The users can access the data and maintenance whenever they want and from anywhere. 

On the other hand, on-premises CMMS requires the users to on the same location as the system to use it. The cloud-based solution makes management of maintenance easier since your team can access it from anywhere through authorized devices. 

Cloud-based systems provide you with higher portability. If you have an internet connection, you can access the system from anywhere. 

The technicians, maintenance manager, and management can utilize their mobile devices to monitor the maintenance, assign tasks, identify problems, and offer feedback from anywhere, which is something on-premises systems can’t offer. 

    • Automated Updates 

When you use the on-premises CMMS, updating the system can prove disruptive and time-consuming. A cloud-based solution makes the updates quicker and easier. You automatically are notified about any latest update, and all you need to do is accept them. 

The cloud-based system makes the updates automatically. The improvements in the system continuously happen to provide the best experience without your maintenance team having to invest time and energy in them. However, the on-premise CMMS makes even the small update long and tedious. 

    • Lower Upfront Costs

The cloud-based CMMS needs no additional hardware devices or servers, lesser personnel to manage, and is easier to implement. You can use the software anytime from any authorized device. This saves your businesses a larger amount in upfront and maintenance costs.  

Moreover, the payment method of a cloud-based solution is extremely simple. You can either pay the providers based on each user or select a yearly package, whichever works best for your business’s needs. You pay for what you use. 

On the other hand, on-premise CMMS has more upfront costs and requires more personnel, additional servers, and costlier solutions. 

    • Higher Scalability

A unique benefit offered by cloud-based CMMS software is the higher scalability. If you have fewer maintenance team members, you need a solution that meets the requirement of a lower workload. But if you wish to expand your team, you will need a system that meets the requirement of a higher workload. 

With the cloud-based solution, you don’t need to make a lot of effort as your team expands. 

However, for on premise CMMS, you need more servers and other resources to meet the requirements of a growing team. 

    • 24/7 Monitoring

If the server crashes in the on-premise CMMS, the entire business will come to a halt until the IT personnel identify the problem and resolve it. If this issue occurs on the weekend, the system will be down for hours. 

When it comes to cloud-based CMMS, all the servers are constantly monitored. These servers are also situated in facilities with various internet apps, which means the monitoring and maintenance costs is split between the entire customer bases of the providers. Moreover, there are technicians available at all times to get the system up and running in no time. 

  • Improved Productivity

Cloud-based systems can drastically improve productivity throughout your business. Your personnel can simply log on to the authorized devices to immediately start using the system. They get instant access to important data, like tasks, vendors, assets, availability of spare parts and more. 

This not only cuts down costs but also the response time. It also reduces the chances of unexpected breakdowns that can help you avoid disruptions and maintain productivity

    • Lower Load on IT Resources

Cloud-based systems are managed and monitored by the providers. Your business can simply reap the benefits of the system without having to stress about the installation updates, offering support, maintenance, and implementation. 

Your IT team can offer a simple manual on the installation of the cloud-based system on authorized devices or install it within a few minutes, and all employees are good to go.  

However, you need a dedicated team to oversee the updates, implementation, and maintenance in the on-premise system. This also requires additional hardware, servers, and even more personnel, resulting in increased costs and time. 

    • Better Collaboration

The cloud-based system makes sure that the technician information, spare parts, vendors, and assets are in a centralized location that allows for easier collaboration. The authorized personnel can continue to monitor the system and its progress, the repairs, and work orders. 

The maintenance team can offer feedback, report issues, and also inquire about further details. The status of the assigned work orders can be updated by technicians anytime and anywhere. This ensures that the entire team is on the same page. 

It also enables other employees to submit any work request and make updates accordingly. Some cloud-based CMMS software also allows the team to include videos or images for better understanding. 

You can also assign emergency work tasks to relevant workers when and as needed to get the work done immediately. This enhances and maintains collaboration and streamlines processes in ways on-premise CMMS can’t. 

Wrapping Up

While both on-premises and cloud-based CMMS software enhance the maintenance and management for businesses, the cloud-based proves to be cost-effective and more feasible. 

On-premises systems can result in higher costs in both the long-term and short-term, with ongoing maintenance, licensing fees, upgrades and replacements every few years. Your business can avoid all of that with the implementation of cloud-based CMMS, all the while reaping the advantage of better control, accessibility, security, and compliance.

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