Is a cloud or web-based CMMS (Computerized Maintenance System) what your organization needs? Well, as with most things, one size does not fit all in the CMMS world and the applicability of online solutions to your reality depends on a wide variety of conditions. It is undeniable that cloud-based CMMS implementations are on the rise and if your organization is looking for a new maintenance management software on the market, the web variant should be considered at least minimally.

What follows is a list of general points and considerations based on a list of frequently asked questions related to online computerized maintenance management systems. Hopefully this will be of some help to someone considering such systems.

With a cloud-based system…

… is following an obvious technological 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 in one direction, all associated systems will adjust to support that development, so you tend to be progressively better served with better technology solutions at a fraction of the cost. It will be cheaper because you do not own the platforms, the provider does.

… saves on IT system maintenance costs.

This one is easy, you no longer own the servers, nor do you have to bear the maintenance costs.

…you don’t have to wait for an overburdened IT department to fix or deploy things for you.

This is partly true. Yes, you are not waiting for your own IT department to implement solutions for you, you are waiting for an external provider. The truth is that they are also just as overloaded as your IT department would be.

… you need to make sure you own your information.

Make sure with the provider in writing that this is the case. Most providers will guarantee this.

… you need to ensure that 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:// in the address bar).

…you need to ensure that departing staff are removed from the list of people who can log into the system

It may require serious prosecution because the last thing you want is an unhappy ex-worker wreaking havoc on your system. Remember, these systems are available on the Internet!

… your OT process can be followed from anywhere with an Internet connection.

Think, for example, of teams that deploy to the field and complete their virtual paperwork along the way. This makes information available in near real time.

… access to the system can be done using any device that can run a browser.

iPad, iPod, Android devices—virtually any portable device can be used in the maintenance effort—technicians can refer to data sheets and drawings online as they work. If the maintenance manager needs a progress report for a meeting, just click two buttons and you’ve got it!

… their online CMMS are usually modular.

This is great because you can add modules dynamically, without having to install the software yourself. A simple request to the provider will make that module available to your organization in minutes. If the module doesn’t work for you, no problem! It is removed from your list and you do not have to continue paying for it.

…has a low-cost startup fee.

There isn’t a huge upfront investment like you would with most offline solutions.

… you pay as you go.

Usually monthly or yearly, you only pay for what you use.

From experience, the most common concern with cloud-based CMMS is that users have trouble transferring company data to someone else’s servers. But where does that reluctance come from? We have to be realistic about this: First of all, the service provider wants your business and will protect your data or lose a customer. They don’t want that. Second, are people really looking for your data? The reality is that unless you’re in the military, your maintenance information is only of interest to you and of no value to others.

As you can see, some of the above points may or may not apply to you. For example, if your organization already has a capable and efficient IT department, it may make sense to proceed with a LAN-based solution. In very general terms, large companies will be less suitable for the use of a web-based CMMS compared to a small or medium-sized company. This is because the support infrastructure in a large company already exists, while in smaller organizations that infrastructure is extremely limited or simply non-existent. When in doubt, you can always visit a CMMS provider online and sign up for a free trial or just find a free CMMS solution and try it out for a while.

In short, the final decision will depend on your specific needs. There are no absolute hits or misses, but one thing is for sure: the online CMMS solution should at least be seriously considered alongside the more conventional options.