At eMaint, we understand there are many different CMMS providers on the market today, and that not all solutions are created equal. It can be a challenge to determine which is the best fit for your organization. To help you guide your search and cut through all of that clutter, we developed ten CMMS essentials to look out for, as well as a list of eMaint’s robust feature, services and training options. For a better understanding of why eMaint is the best CMMS provider for you, use these materials to see how eMaint stacks up among the other providers you may be considering.

Person using phone to access CMMS system on mobile device

10 Considerations Before Selecting CMMS

1. Flexibility

There’s no one way to manage maintenance. Every industry, company and department has individualized needs. For example, the terminology, compliance standards and daily processes of a manufacturer are very different from a healthcare facility. Consider all the aspects of business that are individual to your organization, and how you might want to expand or scale back in the future.

2. Cost Transparency

Purchasing and implementing CMMS is an investment. That’s why cost transparency is of the utmost importance when going through the selection process. Without an upfront description of pricing, you may be hit with hidden fees for support, and no one likes surprises when it comes to the bill.

3. Training and Implementation

An estimated 80% of CMMS implementations fail to meet expectations due to a lack of post-sale training and implementation support. To avoid being part of this statistic, it is important to select a CMMS provider that provides more than just software, but also has robust training options, implementation support, consulting services, and account management that fits your schedule and preferences.

4. Locally Hosted vs. Cloud Based

There are two different types of CMMS models: Software-as-a-Service (SaaS) and a locally hosted model. Though locally hosted solutions were more popular when CMMS first arrived on the market, the web-based, Software-as-a-Service (SaaS) model provides a lower Total Cost of Ownership (TCO). SaaS solutions also provide a more rapid implementation process, require less IT with automatic updates, and allow users to access their CMMS anytime, anywhere through mobile devices.

5. Customized Data Organization

Establishing an effective asset hierarchy is an important step in organizing and structuring your CMMS data. Each organization requires a different data structure, so it is vital to ensure that your CMMS solution supports your data organization needs.

6. Customer Success

CMMS providers should be fully committed to customer success. Part of what makes an implementation and go-live successful is a partnership between an organization and its CMMS provider. A successful CMMS implementation is challenging without the help of specialists to track and guide you throughout all stages of the journey.

7. Data Conversion

Data Conversion can be one of the most time-consuming tasks during implementation without an effective CMMS tool. Whether your organization is migrating from another CMMS system, spreadsheets, or a paper-based solution, moving your data into a new CMMS solution should be relatively seamless.

8. Accessibility & Data Entry

Accessibility is key for any software solution, and it is especially important for CMMS. With a system that’s meant to make your job easier, navigation should also be simple and intuitive. In a modern, effective solution, there are fewer keystrokes, and ease of both entering data and using it to get the most meaningful insights from your information.

9. Mobile Access

Mobile applications take the idea of anytime, anywhere access to the next level. With the rise of smartphones and tablets, more clients are seeing the benefits of accessing their CMMS remotely through a mobile device. CMMS solutions offering mobile access give you the power to schedule, track and report in-the-field as you work.

10. Professional Services

Successful implementations go beyond the software. To make long-lasting, positive changes within your organization, you might need a little help from your CMMS provider. An engaged Professional Services team can take your CMMS usage from good to great, and function as your one stop shop to avoid the pitfalls of working with multiple vendors. Professional Services should also involve sharing industry best practices with useful, up-to-date information in the form of webinars, white papers, and more. This may be one of the most important considerations when thinking ahead for your organization, and in sustaining improvements as the novelty of your CMMS begins to fade.

For even more information on how to select a Computerized Maintenance Management System, check out “5 Common Mistakes Made When Selecting CMMS.”