Software as a Service (SaaS) companies provide software on a recurring subscription service model. The subscriber can access the SaaS product from any location with an internet connection. The software instance and user data is stored on a remote server, also known as the  “Cloud” which brings costs down for the SaaS company and the users. 

Computerized Maintenance Management System (CMMS) are ideal for SaaS companies. CMMS automation features and standardization keep SaaS businesses sprinting towards value creation for their customers.

What is SaaS CMMS Software?

SaaS CMMS software that is hosted in the cloud does not need infrastructure and can provide value to SaaS company customers via the internet. CMMS software provides automation in maintenance operations that reduces time and money spent on maintenance task coordination.

The users can use compatible desktops, laptops, and smartphones to connect to the CMMS. The SaaS supplier handles the complex backend work, including server maintenance and security. The cloud infrastructure used by SaaS CMMS providers provides flexible performance and cost structure that allows businesses to scale up or down with ease.

Managing Maintenance Operations with SaaS CMMS 

1. Work Order Maintenance

A CMMS helps you manage work orders by allowing you to:

  • Filter, review, assign, and submit work orders
  • Analyze work orders and workflow
  • Schedule automated reminders and triggers for maintenance alerts
  • Incorporate your business checklists and documentation into work orders

2. Asset Management

A CMMS provides a way to organize, track and optimize your business assets by assisting you with:

  • Creating asset hierarchies
  • Build asset profiles
  • Equipment usage and performance tracking
  • Generate custom reports

3. Maintenance Reporting

A CMMS provides business intelligence for your maintenance data allowing for:

  • Real-time KPI dashboards for tracking and presenting at board-level meetings.
  • Creation of maintenance and audit logs for review and analysis.
  • Maintenance operation reports to share information across the business. 

Benefits of SaaS CMMS

  • Lower initial investment: because SaaS CMS uses subscription models, you are not locked into the large upfront cost of purchasing an entire local server.
  • Less IT support needed: Your business can save money by leaving the IT support costs and time to the SaaS CMMS provider. 
  • Price flexibility: Typically there are multiple service levels that allow your business to start small and scale up without worrying about large increases in costs at each juncture.
  • Ease of use: Browser based SaaS CMMS make accessing the software from anywhere and any device simple. 
  • Scalability: SaaS CMMS can grow with your business and makes costs proportional to your success. 
  • Security: cloud hosted software like SaaS CMMS have access to top-notch security features like 256-bit SSL encryption, firewalls, intrusion detection, encryption, and physical security over the server units.
  • Low Cost of Ownership: server upgrades, security updates, and software troubleshooting is left to the SaaS SMS provider and spread out to the other users on the multi-tenant server creating economies of scale that reduce everyone’s cost of ownership.
  • Mobile connection: The ability to utilize SaaS CMMS software from any device and location with an internet connection provides additional opportunities to keep your business alerted to maintenance issues, organization, and task completion. 
  • Redundancy and Performance: SaaS CMMS providers can utilize the massive cloud computing infrastructures of companies like Amazon Web Services or Google Cloud, which each allow for redundant servers across the world in case one region has a major outage, the others can pick up seamlessly without your business experiencing downtime. 

Factors to note when considering a SaaS CMMS

  • Functionality: Important features needed in a SaaS CMMS include a word order builder, scheduled maintenance planner, maintenance dashboard, asset profiles, inventory control, a mobile application, and one-click reporting. 
  • Integrations: You will need your SaaS CMMS to work well with your existing systems. Lack if integrations will counter the time and cost saving you would otherwise achieve 
  • User Interface: If the system is complicated to use, it will be underutilized and fail to achieve the efficiency gains that would otherwise be possible. 
  • Vendor Credibility: It is important the the SaaS SMMS provider is not on the brink of going out of business. Are they established? Can they refer you to another customer or case study of someone in your industry?
  • Cost: Assess the upfront cost and the recurring subscription costs. What is the Return on Investment? 
  • Cloud infrastructure and plan for server downtime: SaaS SMMS providers should have set up redundant servers in different parts of the world to insure their service is always available to your business. 

How SaaS CMMS Improves Your Business

With automation, flexibility, cost-savings, and high availability, there is little reason not to incorporate SaaS CMMS into your business. Keeping your maintenance tasks organized and in front of your team will reduce maintenance challenges and focus your time on value creating activities.