Published: March 17, 2025 Updated: March 17, 2025
SaaS Benefits: Why CMMS Provider Hosting is the Future of Maintenance Management
Normally, when you purchase software, you install it onto your computer. While this may benefit you, what happens if your computer develops a glitch and you lose your information? What happens if your computer breaks down?
If you have discussed investing in a computerized maintenance management system (CMMS), you know the importance of saved information. The solution: SaaS or web-based CMMS software. In this article we'll do the following:
- What is SaaS and How Does It Work?
- Why SaaS and CMMS Provider Hosting Are the Future of Maintenance
What is SaaS and How Does it Work?
SaaS stands for Software as a Service. This means delivering software applications over the internet, typically through a subscription model. Here's a breakdown of the key points:
Delivery Model: Forget traditional software purchases and installations. The provider hosts the application and the information. You access them through a web browser icon or a mobile app.
Subscription Based: Instead of a hefty upfront cost, you pay a recurring subscription fee.
Advantages of SaaS and CMMS provider hosting
Seamless Access and Centralized Data Management
Centralization - Before web-based solutions came along, implementing a CMMS required significant IT investment. Businesses had to purchase, build, and maintain their own infrastructure, a resource-intensive undertaking.
With a CMMS provider, you have instant backup to your information. If your work computer fails, you still have access to your CMMS data.
Note that many CMMS providers do offer self-hosting options. Some companies have the infrastructure to maintain the software.
Always Updated with the Latest Features
Always Up to Date - The vendor takes responsibility for maintaining and updating the software. You always have access to the latest features and functionality without the hassle of manual updates.
Instant Access - You can access your SaaS applications from any device with an internet connection. A desktop computer. A laptop. A tablet. A smartphone.
CMMS mobile adds value to the system. It enhances collaboration and operational flexibility for your team.
Lower Costs and Higher ROI with SaaS
Reduced Costs - Eliminates the need for dedicated IT staff for maintenance.
Cloud-based systems require a minimal upfront investment. Many companies offer various subscription fees often payable.
You may have a lower total cost of ownership (TCO). Cloud-based CMMS translates to a lower TCO and a higher Return on Investment (ROI).
Scalability: Growing Your Business
Scalability – Look for a provider that offers the features you want. Sometimes package deals save you money. However, you risk receiving features you don't need.
For instance, your company wants to focus on maintenance and work orders. A company offers that in one of its "packages." However, you also receive barcoding options even though your company doesn't use barcoding.
Instead, look for a provider where you can choose the modules you need. Then, later, when your company evolves and grows, you might need more features that the provider offers. Easily add or remove users as your business needs evolve.
Enhanced Security and Data Protection
Security - SaaS providers typically prioritize data security with robust backup solutions. Remember, at the beginning, I gave a scenario of your computer glitching. What happens if hackers break into your computer?
With a provider-hosted service, you know your information stays protected.
Better Time Management and Reduced IT Burden
Better Time Management - You don't worry about updates or upkeep. This allows you to use the system as designed – to help organize your maintenance department. You focus on the important issues.
Training and Support from Your CMMS Provider
Training – The CMMS provider should offer several ways for you to train to learn your system. In-house, onsite, and online training still offer the best methods.
Support – Instead of relying on internal IT personnel, you call the experts…the CMMS provider. With your information in their hands (on their servers), the support team has easy access to assist.
Attachments – While included in the benefits of a quality CMMS, these operate so much easier with a SaaS system. Upload images of equipment, documents for safety protocols, and links for online instructional videos. Attach these to your work orders and asset records.
Benefits of having attachments: Maintenance technicians can view these from their work orders. Also, you can upload images from your mobile app.
Streamlined Collaboration with SaaS Integration
Collaboration – With SaaS, you share data more easily with colleagues. With assistance from the provider for integration, the CMMS transfers data to third-party systems like accounting and enterprise resource programs (ERPs).
Why SaaS and CMMS Provider Hosting Are the Future of Maintenance
In today's world, businesses need cloud-based systems, software-as-a-service applications, and expert providers standing behind the product. For a CMMS, you need the security and assurance your data stays secure and easily accessible. Your maintenance department relies on records, documentation, and reports to operate effectively and efficiently.
Look for a company that provides the SaaS and CMMS you can trust to remain reliable for decades.
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