The Benefits of SaaS-Based CMMS Systems

  • Blog
  • March 27, 2023
  • VLogic Staff Writer

In today’s fast-paced business environment, it’s essential for companies to stay on top of their maintenance activities, to ensure that their equipment and facilities are operating at peak efficiency. This is where a Computerized Maintenance Management System (CMMS) comes in.

A CMMS system is a software application that helps businesses manage their maintenance activities, including scheduling, work order management, asset management, and inventory management. Often, CMMS software includes a suite of multiple software modules that focus on these major facility management tasks. For example, VLogic’s SaaS-based CMMS solution includes a suite of 3 software modules: Asset Module, Work Order Module & Scheduling Module (see VLogicFM CMMS Solution).

Traditionally, CMMS systems were installed on-premises, requiring businesses to invest in expensive hardware and software installations. However, with the rise of cloud computing, businesses now have the option of using a Software-as-a-Service (SaaS)-based CMMS system, which provides several benefits over traditional on-premises solutions. In this article, we’ll explore the benefits of a SaaS-based CMMS system.

I. Cost-Effective

One of the main benefits of a SaaS-based CMMS system is that it’s cost-effective.

No On-Premises Hardware or Software

With on-premises solutions, businesses need to invest in expensive hardware and software installations, which can be a significant expense. However, with a SaaS-based solution, businesses only pay for the services they use, eliminating the need for upfront capital expenditures such as high-end server hardware and enterprise software licenses.

Lower Maintenance

Furthermore, a SaaS-based CMMS has lower maintenance costs because it eliminates the need for maintaining servers, networks, and other IT infrastructure in-house. The provider takes care of all the maintenance and support tasks, which can save the customer time and money.

Less Costly Remote Maintenance

SaaS-based CMMS allows users to access the software from anywhere with an internet connection. This means your team can work remotely, which can reduce costs associated with travel, office space, and equipment.

Less Expensive to Deploy

Traditional CMMS software can take weeks or even months to implement. SaaS-based CMMS is typically faster to implement as there are no hardware or software installations required. Customers can focus on onboarding the actual maintenance tasks: asset inventories, PM work schedules, asset support documentation, process workflows, etc.

II. Easy to Use

Another benefit of a SaaS-based CMMS system is that it’s easy to use. SaaS-based solutions are designed to be user-friendly, requiring minimal technical knowledge or training. Employees can access the system from anywhere, allowing them to manage maintenance tasks and workflows easily.

Unlike, traditional CMMS systems, that run on dated command-line interfaces or hard-to-use legacy graphical user interfaces, modern SaaS-based CMMS apps, like VLogicFM, run entirely within the user’s familiar web browser and/or user-friendly iPhone or Android mobile apps—without the need for any special plugins or other client software/hardware installations.

III. Scalable

SaaS-based CMMS systems are also scalable, making them an ideal solution for growing businesses. As the business expands, additional users or features can be added, without the need for additional hardware or software installations. This makes it easy for businesses to scale their maintenance activities without incurring additional infrastructure costs.

For example, VLogicFM’s CMMS suite includes modules that are all subscription-based modules that can be activated on demand without requiring the customer to install software or hardware on-premises. Furthermore, because active VLogicFM modules are hosted on enterprise-class cloud servers, VLogic can rapidly scale cloud-based resources (CPU, RAM, storage, bandwidth, etc.) based on customer demand. installations.

IV. Accessible

SaaS-based CMMS systems are accessible from any device with an internet connection, making it easy for employees to manage maintenance tasks on the go. This means that employees can view and update maintenance information from their smartphones or tablets, ensuring that maintenance tasks are always up to date.

For example, asset or fire/life safety audits are use cases that demonstrate the powerful impact of better cloud accessibility. In a traditional CMMS workflow, engineers must haul around reams of paper forms to meet Joint Commission asset deficiencies inspection requirements—often across multiple campus buildings.

To make matters worse, once the inspection is complete, engineers must transcribe the paper-based data into a desktop-based digital report. The whole process is time-consuming and frustrating for facility engineers.

Today’s modern CMMS systems operate entirely on the cloud. This architecture heavily leverages mobile or web-based apps for remotely accessing cloud functionality. For example, with VLogicFM’s companion mobile apps, such as VL Audit or VL Inspect, customers can scan bar codes on assets or fire doors to quickly display an inspection form for that specific asset or fire door. Furthermore, the data is accessible for reporting in real-time—no post-inspection transcribing is required.

Even the facility’s floor plan drawings are accessible on the VLogicFM CMMS system. Customers can now perform the entire inspection task without carrying around any paper at all.

V. Automatic Updates

SaaS-based CMMS systems are regularly updated, ensuring that businesses always have access to the latest features and functionalities. This means that businesses don’t have to worry about maintaining and updating the software, as the provider takes care of all updates.

Cloud-based SaaS apps, like VLogicFM, are updated as quickly as every 2 weeks during non-peak hours. The customer is not burdened with any of this. They can simply continue to reap the benefits of the software’s CMMS functionality.

VI. Improved Data Management

Finally, SaaS-based CMMS systems provide businesses with real-time data on maintenance activities, allowing them to make informed decisions about maintenance scheduling, resource allocation, and equipment replacement. This helps businesses optimize their maintenance activities, reducing downtime, and improving their bottom line.

Workflows in these cloud-based CMMS systems allow customers to be notified immediately of regularly scheduled preventative maintenance (PM) tasks and respond to on-demand service requests from regular enterprise office occupants on their mobile devices.

SaaS-based CMMS systems also take advantage of the essentially limitless storage capabilities of the cloud, to avail customers of robust repositories of support documentation, including floor plans, asset photographs, warranty documents, and service contracts, among many other types of docs

In sum, a SaaS-based CMMS system is a cost-effective, scalable, and user-friendly solution that can help businesses streamline their maintenance activities and improve their bottom line. With the many benefits that a SaaS-based CMMS system provides, it’s no wonder that more and more businesses are finally ridding themselves of legacy, on-premises maintenance applications for these powerful cloud-based CMMS solutions.