When evaluating CMMS software, there are many features to look out for, and many concerns to be wary of. First, be sure to look for hidden costs such as time spent during the configuration and installation, limited reporting that does not include the data you need, complicated interfaces that require significant training, and solutions that do not scale with you as your business grows.
Instead, you will want CMMS Software that is:
Mobile-Responsive
A top-tier, effective CMMS software will provide easy-to-use mobile capability. Without mobile capability, maintenance technicians in the field spend extra time retrieving documents or on other non-maintenance tasks, resulting in inefficiencies and lost productivity.
Conversely, a mobile-responsive CMMS app allows technicians to complete the necessary tasks for maintenance and repair efficiently by giving them the tools to:
- Retrieve procedures and documentation
- Evaluate the equipment’s maintenance history
- Check parts availability
- Initiate parts orders
- Update work order statuses.
Keep in mind, though, that all mobile CMMS software is not created equal. Some tie users to a particular type of device, which can keep users from maintaining flexibility or changing devices without additional cost.
Integrates With Existing Systems
It is essential that your CMMS software is able to integrate your other systems if you’re going to effectively use it to capture, analyze, and use data, so do your research ahead of time to make sure that the system you are looking at is easily integrated.
With Accruent’s Maintenance Connection RESTful API, for example, you can connect your key applications – such as ERP platforms or Internet-of-Things applications – to your CMMS software instantly. These connections allow for closed-loop data management in the software toolchain, enabling complete data visibility and real-time data insights that range from inventory stock availability across multiple locations to the current meter readings for key assets.
User-Friendly
CMMS software will only help your maintenance team if your employees can actually use it. Ease-of-use greatly affects user adoption and is key to ensuring you receive the return on investment (ROI) you anticipate from your CMMS software.
Ask yourself: is the software intuitive? Does it make my employees’ jobs easier, faster, and better? It is responsive to the day-to-day needs of my employees? When answering these questions, be mindful of the particular needs of your users and your facilities.
Additionally, if CMMS software requires complex configuration, it can result in an overcomplicated workflow. If this is the case, you are likely to see a lag in user adoption, particularly among less tech-savvy users. When this happens, it is common for many technicians to use the system improperly, or find ways around using it entirely – both of which result in inaccurate data and reporting. And that would entirely defeat the purpose of having CMMS software to begin with.
On the other hand, choosing CMMS software that is easy to learn and that your employees enjoy using will help you get to the benefits you expect more quickly, ultimately increasing your ROI through more accurate data.
Secure
Top-of-the-line CMMS software has an array of security features to keep your data safe, including:
- Secure cloud-based storage
- Single sign-on for secure authentication
- Access control that ensures only the right people are authorized to access the right resources.
Easy To Migrate Data
CMMS software is most effective when it has access to all relevant information. Be sure that the system you choose allows for easy migration of data trapped in spreadsheets and other legacy systems. Overall, this will help your organization:
- Realize and harness the power of digital transformation and workplace collaboration.
- Enable all organizational stakeholders to get on-demand, real-time insight into key metrics and data.
- Share insights digitally using automated notifications, scheduled reports by email, or exported reports in PDF format.
Provides Long-Term Help
While a vendor’s CMMS software itself is the most important factor in selection and buying process, the vendor organization should be equally important. Good vendors are partners with their customers, and they provide help with implementation, training and ongoing support. Implementation services, in particular, are a natural part of a CMMS software integration project. Thorough vendors will acknowledge this and include these costs upfront.
Additionally, they should provide training in many forms and not just as a one-time activity. Any suggested formal training should be outlined clearly by the vendor and should define key details including the duration, number of users that can be included in the sessions, and the materials that will be provided. As part of their proposals, CMMS software vendors typically include how training will be conducted, how much it costs, and other key details.
Finally, once your CMMS software is in place, questions will inevitably arise as companies work through growing pains. A good vendor will provide 24/7 support to help companies work through these issues, and they will be able to resolve and escalate any concerns when necessary.
Centralized
A key feature of CMMS software is that they are centralized, allowing immediate access to whatever data you need, whether it be work order statuses, inventory levels, and parts availability, recommended procedures, up-to-date data for compliance reporting and more.
See how much your company can benefit from a modern CMMS software solution. Calculate your potential cost savings now.
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