{"id":6219,"date":"2021-12-20T23:58:19","date_gmt":"2021-12-20T23:58:19","guid":{"rendered":"https:\/\/mpulsesoftware.com\/?p=6219"},"modified":"2025-07-30T06:16:29","modified_gmt":"2025-07-30T06:16:29","slug":"roadmap-to-choosing-a-cmms-in-2022","status":"publish","type":"post","link":"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/","title":{"rendered":"Roadmap to Choosing a CMMS in 2022"},"content":{"rendered":"<p>After nearly two years of COVID-19 related challenges, maintenance professionals are looking to make changes in 2022.<\/p>\n<p>Many of their wish lists include buying or upgrading CMMS software.<\/p>\n<p>Here\u2019s a roadmap to help you navigate the CMMS selection process. Start researching CMMS management systems by outlining your needs from the product, the price, and the software vendor.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-flat ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#The_Product\" >The Product<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Ease_of_Use\" >Ease of Use<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Comprehensive_Feature_Set\" >Comprehensive Feature Set<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#The_Price\" >The Price<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Pricing_Models\" >Pricing Models<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Make_Your_Choice\" >Make Your Choice<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#The_Vendor\" >The Vendor<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Viability\" >Viability<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Expertise\" >Expertise<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Responsiveness\" >Responsiveness<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Policy_and_Process\" >Policy and Process<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/mpulsesoftware.com\/blog\/cmms\/roadmap-to-choosing-a-cmms-in-2022\/#Trust_Your_Gut\" >Trust Your Gut<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"The_Product\"><\/span>The Product<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>To achieve the best results with maintenance\/asset management software, your staff should be able to use the software easily, and the software needs to have a comprehensive set of features and functions. Your CMMS software requirements will serve as the basis for your search.<\/p>\n<p>Start with realistic expectations about what your organization needs, and what your team will use.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Ease_of_Use\"><\/span>Ease of Use<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>You can be the best judge of this one because you know your staff. Ask yourself these five questions to guide your decisions.<\/p>\n<h4 style=\"padding-left: 40px;\"><strong>1. How computer savvy is my staff?<\/strong><\/h4>\n<p style=\"padding-left: 40px;\">If some of your staff are unlikely to use any computer, make sure the software you\u2019re considering accommodates users who will only be comfortable with paper processes. For instance, you should be able to print out work orders and easily incorporate their use with online usage.<\/p>\n<h4 style=\"padding-left: 40px;\"><strong>2. How important is mobile usage to my team now and in the future?<\/strong><\/h4>\n<p style=\"padding-left: 40px;\">A growing number of users are at the other end of the spectrum from \u201cpaper-only\u201d users. They only want to enter and view data on handheld devices or tablets. Mobile technology is fast becoming the most important interface for maintenance professionals who do most of their work away from the office computer. Make sure your vendor has a mobile app that\u2019s purpose-built for the devices your team will be using.<\/p>\n<h4 style=\"padding-left: 40px;\"><strong>3. Will I be able to easily configure the software to my custom needs?<\/strong><\/h4>\n<p style=\"padding-left: 40px;\">Be sure to ask your vendor how easy it is to configure the system to match your workflow, terminology, security, and language needs. You should be able to customize these settings yourself, without relying on your IT staff or the vendor, or incurring service fees.<\/p>\n<h4 style=\"padding-left: 40px;\"><strong>4. Is the software I\u2019m evaluating purpose-built for maintenance and asset management?<\/strong><\/h4>\n<p style=\"padding-left: 40px;\">Employees are generally happier with software that\u2019s written specifically for the jobs they\u2019re doing. Be wary of general-purpose software that has been retrofitted for asset management or maintenance tracking usage.<\/p>\n<h4 style=\"padding-left: 40px;\"><strong>5. Is the software easy to access from any computer?<\/strong><\/h4>\n<p style=\"padding-left: 40px;\">Today\u2019s leading solutions offer access through a standard web browser. It\u2019s the easiest way to access software and doesn\u2019t require special software installed on your desktop or laptop machine. It\u2019s best to find a vendor that offers both the option to install the software locally on your company servers, or to have it professionally managed on a hosted server.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Comprehensive_Feature_Set\"><\/span>Comprehensive Feature Set<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>When your CMMS implementation process is successful, the last thing you\u2019ll want to learn later is that you don\u2019t have room to grow. Ask yourself these three important questions when you\u2019re evaluating the depth and breadth of an application\u2019s features and functions.<\/p>\n<h4 style=\"padding-left: 40px;\"><strong>1. Does the software include advanced features\u2014or the option to add them?<\/strong><\/h4>\n<p style=\"padding-left: 40px;\">Advanced features like condition-based maintenance, cost center budgeting, and advanced inventory tracking can become important as your organization matures. You may not use these functions initially\u2014and shouldn\u2019t have to pay for them right out of the gate\u2014but make sure there\u2019s a reasonable upgrade path. You might need to add them later.<\/p>\n<h4 style=\"padding-left: 40px;\">2. Will I be able to easily integrate it with other systems?<\/h4>\n<p style=\"padding-left: 40px;\">If software becomes an \u201cisland,\u201d its usefulness is limited, and staff may be forced to learn and use other systems. Look for software based on industry-standard technologies so it can easily integrate with other standard software applications, like accounting, HR, and building automation. Ideally, you should be able to set up integrations and data exchanges yourself, without calling on your IT staff, the vendor, or expensive consultants.<\/p>\n<h4 style=\"padding-left: 40px;\">3. Will the software share data across multiple sites?<\/h4>\n<p style=\"padding-left: 40px;\">If your organization has multiple sites, each with their own maintenance manager, you\u2019ll need software that allows each site to operate independently, but still allows easy information sharing across sites. Be sure you can consolidate reporting at the regional or corporate level, if needed.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"The_Price\"><\/span>The Price<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>When you\u2019re beginning your evaluation of a software package, it\u2019s fair to expect sales reps to provide price-range estimates.<\/p>\n<p>Of course, you\u2019ll have to cooperate by answering questions about your specific needs. The more accurate answers you give, the better price estimate you\u2019ll get.<\/p>\n<p>Early quotes that include optional features and \u201cadd-ons\u201d may provide more precise estimates, but they can also add complexity early in the discussions. If you decide to include such items in preliminary quotes, be willing to devote some extra effort to understanding the details.<\/p>\n<p>If the range of the estimate is in your ballpark, you can feel confident about going forward with evaluating the product and company. Once you\u2019ve narrowed down your choices to a few favorite vendors, ask each sales rep to refine her pricing. Make sure you calculate the five-year total cost of ownership. Include startup training, integration services, data migration from legacy systems, hosting, and maintenance\/support agreements.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Pricing_Models\"><\/span>Pricing Models<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Typically, there are two ways to purchase software.<\/p>\n<h4 style=\"padding-left: 40px;\">Subscription Pricing<\/h4>\n<p style=\"padding-left: 40px;\">This purchase method is often referred to as Software as a Service, or \u201cSaaS.\u201d When you opt for SaaS, you\u2019re actually renting the software and you pay a monthly or yearly fee. This is a common option with many applications today\u2014but it may not be the best one for you.<\/p>\n<h5 style=\"padding-left: 40px;\">Advantages<\/h5>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\">Easier on cash flow up front and over the first 2-3 years.<\/li>\n<li aria-level=\"1\">May be able to purchase it without a formal procurement process (i.e., you\u2019re just signing up for a service).<\/li>\n<li aria-level=\"1\">You get to try out the product and the vendor without fully committing.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5 style=\"padding-left: 40px;\">Disadvantages<\/h5>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\">Higher total cost over the long term.<\/li>\n<li aria-level=\"1\">Vulnerability to price increases.<\/li>\n<li aria-level=\"1\">You never own the software.<\/li>\n<li aria-level=\"1\">Stop paying and you lose access.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4 style=\"padding-left: 40px;\">Licensed Purchase<\/h4>\n<p style=\"padding-left: 40px;\">With this option, you will purchase a license to use the software (in practical terms, forever) for a one-time fee. Typically, you will also have the option of purchasing or renewing a yearly maintenance agreement that includes software updates, tech support, hosting services, and access to training. It\u2019s usually charged as a percentage of the software\u2019s original price.<\/p>\n<h5 style=\"padding-left: 40px;\">Advantages<\/h5>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\">Less expensive over the long run than the neverending subscription. Usually it\u2019s a 2-3 year breakeven vs. SaaS pricing.<\/li>\n<li aria-level=\"1\">You own it. If your company\u2019s budget gets tight one year and you don\u2019t get your yearly allotment, you will still be able to use your software because you own the software license.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h5 style=\"padding-left: 40px;\">Disadvantage<\/h5>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\">Higher upfront cost.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px;\">If you\u2019re leaning toward a subscription model, find a vendor who will allow you to switch to a license purchase model in the future if your situation changes. It\u2019s a good option to have just in case. Make sure your procurement method doesn\u2019t preclude you from other options, such as where you can host the application.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Make_Your_Choice\"><\/span>Make Your Choice<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Once you\u2019ve selected packages within your range, evaluate features and company characteristics. Finally, you should then further assess price, taking into account pricing models, five-year total cost of ownership, training, and other vendor-recommended investments.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"The_Vendor\"><\/span>The Vendor<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Think about a company in terms of four factors. The first is viability, or its capacity to survive and stick around. The second is expertise\u2014the organizational knowledge it brings to bear on the issues pertinent to our industry and product type. The third factor is responsiveness, the company\u2019s ability to meet customers\u2019 needs in a timely fashion. Fourth and finally, policy and process, the formal procedures an organization has in place to respond to business situations.<\/p>\n<p>Use this list to evaluate each potential vendor.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Viability\"><\/span>Viability<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>If the company is a \u201chousehold name\u201d or publicly traded, it\u2019s easier to judge their stability. Established, known brands usually have a long track record and offer plenty of publicly available information. However, if a smaller company provides the best fit for your needs, there are good ways to assess its viability too.<\/p>\n<h4 style=\"padding-left: 40px;\">Questions to Ask<\/h4>\n<p style=\"padding-left: 40px;\">Consider these questions to better understand its capabilities.<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\">Does the company\u2019s website suggest it\u2019s a viable company or does it look unprofessional? Do you have the impression that they build a site several years ago and haven\u2019t had the funds to update it since?<\/li>\n<li>How many customers and users do they have?<\/li>\n<li aria-level=\"1\">Does the company have professionally prepared literature or other resources for the topics that are important to you? If not, the company either doesn\u2019t have the funding to produce relevant content, or it hasn\u2019t paid much attention to that topic. That could be a problem if that topic is important to you.<\/li>\n<li aria-level=\"1\">If your point of contact is unavailable (e.g., illness, vacation), can you call a main number and get connected to someone who can help?<\/li>\n<li aria-level=\"1\">Does the sales rep have standard tools of the trade, like a conference call number, webinar tools, and a mobile number to share?<\/li>\n<li aria-level=\"1\">What do they offer for tech support? You\u2019re not purchasing low-end consumer software, so you should expect phone support from a human being. What other training and support resources do they offer? Does the company offer \u201chow to\u201d videos or regular webinars? Do they have an online knowledge base or support portal? Do they have a tool for tracking tech support cases?<\/li>\n<li aria-level=\"1\">How often is the software updated? Are you notified of updates? How are these updates performed?<\/li>\n<li aria-level=\"1\">Can they support their claim with a third-party source of information? Can you get an objective reference from one of their customers?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h4 style=\"padding-left: 40px;\">References<\/h4>\n<p style=\"padding-left: 40px;\">The best reference is the one you find yourself. To find one, leverage any trade associations or alumni networks you or your co-workers belong to. Contact companies in your geography that may use maintenance management software and ask their advice.<\/p>\n<p style=\"padding-left: 40px;\">Keep an open mind about references. The business doesn\u2019t have to be exactly like yours to provide good insight about the company (and the product). A hospital, government entity, manufacturing company, zoo, and power plant do have things in common when it comes to maintenance. It\u2019s a great way to network. It\u2019s likely you\u2019ll have something of value to share, and you won\u2019t get stuck with a reference that a sales rep picked to impress you.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Expertise\"><\/span>Expertise<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Ideally, you want a vendor whose main focus is providing the products and services you\u2019re buying. The company should also have relevant experience in your industry and understand what you do.<\/p>\n<h4 style=\"padding-left: 40px;\">Questions to Ask<\/h4>\n<p style=\"padding-left: 40px;\">Here are a few questions to help you figure out whether they do.<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\">Does the company focus on CMMS and maintenance, or is it a side business or loss-leader for something else they sell? For example, do they really want to sell you an ERP system, other software or ancillary services?<\/li>\n<li aria-level=\"1\">Do the backgrounds of the company\u2019s leadership team make sense to you? Remember that you want your vendor to be a viable company. While a leadership team of all maintenance guys may have appeal to you, you want techies, finance folks, and marketing jocks in the mix too.<\/li>\n<li aria-level=\"1\">What\u2019s the company\u2019s technical depth? How do they answer technical questions about your CMMS requirements? Whether or not you\u2019re technical, you can make a judgment about this. For example, ask about certifications. What\u2019s the underlying technology? Is it based on familiar technology standards? Tap into your IT staff or geek friends and get their gut feel.<\/li>\n<li aria-level=\"1\">Does the company have customers who are similar to you in terms of industry, size, and geography?<\/li>\n<li aria-level=\"1\">Do they offer a CMMS implementation guide, and do they discuss the benefits of a professional CMMS implementation program? Buying the software is just one step of many, and you\u2019ll probably need some help to get it up and running.<\/li>\n<li aria-level=\"1\">Does the company outsource technical support and training? Outsourcing has its place, but tech support and training aren\u2019t good areas to outsource. Even if the outsourced service provider is US-based, it won\u2019t have the same level of expertise or dedication as inhouse employees.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><span class=\"ez-toc-section\" id=\"Responsiveness\"><\/span>Responsiveness<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>A great company is no good to you if it doesn\u2019t respond to your requests for help.<\/p>\n<h4 style=\"padding-left: 40px;\">Questions to Ask<\/h4>\n<p style=\"padding-left: 40px;\">Consider these questions when evaluating a company\u2019s responsiveness.<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\">Is the company responsive and organized during the sales process?<\/li>\n<li aria-level=\"1\">If not, what\u2019s the likelihood it will be after the sale?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>If you asked a question that the sales rep couldn\u2019t answer, that shouldn\u2019t be a red flag (unless it was a really easy question). What you want to scrutinize is whether the sales rep responds in a reasonable time with a reasonable answer. If they don\u2019t, either the individual is disorganized, or he\/she doesn\u2019t have technical resources readily available. If that\u2019s the case, it could indicate a poorly funded, poorly manned organization, or a poorly trained staff. That\u2019s a recipe for miserable tech support.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Policy_and_Process\"><\/span>Policy and Process<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>If a company has poorly defined processes and policies, you\u2019ll notice it when they\u2019re responding on the fly to ordinary requests or challenges. Strong, professional companies have established, well-defined ways of tackling most issues.<\/p>\n<h4 style=\"padding-left: 40px;\">Questions to Ask<\/h4>\n<p style=\"padding-left: 40px;\">Here are some questions to think about.<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li aria-level=\"1\">Does your sales rep seem to easily answer your questions regarding the CMMS implementation steps or tech support escalation procedures?<\/li>\n<li aria-level=\"1\">What\u2019s the company\u2019s post-sale process? Does it seem like something they\u2019ve given thought to that will improve your chance for success?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Trust_Your_Gut\"><\/span>Trust Your Gut<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Whether you\u2019re considering a large vendor or a small one, there are many ways to assess whether a company will be a good long-term partner. Many of the questions you\u2019ll be able to answer naturally through your observations during the sales process, or by studying the company\u2019s website. Ultimately, though, you should trust your gut and only select a vendor you\u2019re certain you\u2019ll be happy with over the long haul.<\/p>\n<p>When you find the right CMMS software for your team, you\u2019re on your way to creating an efficient and productive maintenance department that can cope with the constant change of modern maintenance. And that\u2019s the bigger goal of every maintenance manager, whether they work for a small business, a government agency, or a large enterprise.<\/p>\n<p>Have questions? <a href=\"https:\/\/mpulsesoftware.com\/contact\/\">Contact us<\/a>. We\u2019re here to help.<\/p>\n<div class=\"acf-layout__buttons\"><a href=\"https:\/\/mpulsesoftware.com\/contact\/#demo\" target=\"_self\" aria-label=\"Request Demo\" class=\"btn\" rel=\"noopener\">Get a Free Demo!<\/a><\/div>\n<p>[related-content]<\/p>\n","protected":false},"excerpt":{"rendered":"<p>After nearly two years of COVID-19 related challenges, maintenance professionals are looking to make changes in 2022. Many of their wish lists include buying or upgrading CMMS software. Here\u2019s a roadmap to help you navigate the CMMS selection process. Start researching CMMS management systems by outlining your needs from the product, the price, and the software vendor. The Product To achieve the best results with maintenance\/asset management software, your staff should be able to use the software easily, and the software needs to have a comprehensive set of features and functions. Your CMMS software requirements will serve as the basis for your search. Start with realistic expectations about what your organization needs, and what your team will use. Ease of Use You can be the best judge of this one because you know your staff. Ask yourself these five questions to guide your decisions. 1. How computer savvy is my staff? If some of your staff are unlikely to use any computer, make sure the software you\u2019re considering accommodates users who will only be comfortable with paper processes. For instance, you should be able to print out work orders and easily incorporate their use with online usage. 2. How important is mobile usage to my team now and in the future? A growing number of users are at the other end of the spectrum from \u201cpaper-only\u201d users. They only want to enter and view data on handheld devices or tablets. Mobile technology is fast becoming the most important interface for maintenance professionals who do most of their work away from the office computer. Make sure your vendor has a mobile app that\u2019s purpose-built for the devices your team will be using. 3. Will I be able to easily configure the software to my custom needs? Be sure to ask your vendor how easy it is to configure the system to match your workflow, terminology, security, and language needs. You should be able to customize these settings yourself, without relying on your IT staff or the vendor, or incurring service fees. 4. Is the software I\u2019m evaluating purpose-built for maintenance and asset management? Employees are generally happier with software that\u2019s written specifically for the jobs they\u2019re doing. Be wary of general-purpose software that has been retrofitted for asset management or maintenance tracking usage. 5. Is the software easy to access from any computer? Today\u2019s leading solutions offer access through a standard web browser. It\u2019s the easiest way to access software and doesn\u2019t require special software installed on your desktop or laptop machine. It\u2019s best to find a vendor that offers both the option to install the software locally on your company servers, or to have it professionally managed on a hosted server. Comprehensive Feature Set When your CMMS implementation process is successful, the last thing you\u2019ll want to learn later is that you don\u2019t have room to grow. Ask yourself these three important questions when you\u2019re evaluating the depth and breadth of an application\u2019s features and functions. 1. Does the software include advanced features\u2014or the option to add them? Advanced features like condition-based maintenance, cost center budgeting, and advanced inventory tracking can become important as your organization matures. You may not use these functions initially\u2014and shouldn\u2019t have to pay for them right out of the gate\u2014but make sure there\u2019s a reasonable upgrade path. You might need to add them later. 2. Will I be able to easily integrate it with other systems? If software becomes an \u201cisland,\u201d its usefulness is limited, and staff may be forced to learn and use other systems. Look for software based on industry-standard technologies so it can easily integrate with other standard software applications, like accounting, HR, and building automation. Ideally, you should be able to set up integrations and data exchanges yourself, without calling on your IT staff, the vendor, or expensive consultants. 3. Will the software share data across multiple sites? If your organization has multiple sites, each with their own maintenance manager, you\u2019ll need software that allows each site to operate independently, but still allows easy information sharing across sites. Be sure you can consolidate reporting at the regional or corporate level, if needed. The Price When you\u2019re beginning your evaluation of a software package, it\u2019s fair to expect sales reps to provide price-range estimates. Of course, you\u2019ll have to cooperate by answering questions about your specific needs. The more accurate answers you give, the better price estimate you\u2019ll get. Early quotes that include optional features and \u201cadd-ons\u201d may provide more precise estimates, but they can also add complexity early in the discussions. If you decide to include such items in preliminary quotes, be willing to devote some extra effort to understanding the details. If the range of the estimate is in your ballpark, you can feel confident about going forward with evaluating the product and company. Once you\u2019ve narrowed down your choices to a few favorite vendors, ask each sales rep to refine her pricing. Make sure you calculate the five-year total cost of ownership. Include startup training, integration services, data migration from legacy systems, hosting, and maintenance\/support agreements. Pricing Models Typically, there are two ways to purchase software. Subscription Pricing This purchase method is often referred to as Software as a Service, or \u201cSaaS.\u201d When you opt for SaaS, you\u2019re actually renting the software and you pay a monthly or yearly fee. This is a common option with many applications today\u2014but it may not be the best one for you. Advantages Easier on cash flow up front and over the first 2-3 years. May be able to purchase it without a formal procurement process (i.e., you\u2019re just signing up for a service). You get to try out the product and the vendor without fully committing. Disadvantages Higher total cost over the long term. Vulnerability to price increases. You never own the software. Stop paying and you lose access. Licensed Purchase With this option, you will purchase a license to use the software (in practical terms, forever) for a one-time fee.<\/p>\n","protected":false},"author":6,"featured_media":6220,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[12,13,18],"tags":[],"class_list":["post-6219","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-cmms","category-maintenance-management","category-workplace-efficiency"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.0 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Roadmap to Choosing a CMMS in 2022 | MPulse Software<\/title>\n<meta name=\"description\" content=\"Be prepared for success by choosing the right CMMS software for facility management in 2022. 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