Updating your CMMS

Computerized maintenance management software (CMMS) vendors have been promoting and selling web-based CMMS systems for years. Such a service hosts your database of information on the vendor’s computer system.

Now, some CMMS companies are starting to phase out their older Microsoft Access and SQL-based software in favour of these new versions. We’re entering a new age of CMMS programs. However, what does it mean for the user?

Although many CMMS providers will keep supporting their old software versions for a few more years, others are going to gradually reduce the support offered until the older programs are written off completely.

It’s a good idea to ask your system vendor how much longer you can expect to receive full service and support for your current program. If you’re just now looking at buying a CMMS program, you should ask the same question.

You don’t want to purchase software that only has a few months or a year of CMMS development and support left.

Many maintenance departments are small and are more than happy with programs they already have. Even if a program you use is being phased out, you really need not worry. Most CMMS programs that have been around for several years are very stable and will continue to give good service for years to come, with or without support from the vendor.

However if you’ve been dissatisfied with your program or you want to purchase add-ons that your old program doesn’t support, maybe it’s time to upgrade to a new version. Your current CMMS vendor probably will have an available upgrade or you can purchase new software from a different provider to get the features you need.

Up to this point, this CMMS Solutions series of articles has discussed software that is loaded onto your company’s own servers and networks and is maintained by your own IT department. But now the new breed of web-based CMMS systems is a viable option. These are the ones that are hosted by the vendor and do not reside on your own in-house computer system.

Web-based CMMS systems

Let’s take a quick look at what these new programs have to offer.

Hosted databases are unique in that the CMMS provider keeps the program and your database on its servers and you access them using the Internet. To access the CMMS system, all you need is a high-speed Internet connection and a relatively new computer.

What are the advantages of a hosted CMMS service?

* An internal network at your site will not be needed, saving money for your organization. A LAN (local area network) can be costly to maintain and needs to be upgraded as technology evolves.

* With a hosted environment, anyone with an Internet connection can use the system. In most cases there is no software to load on to your computer. All you need is a URL address to your CMMS provider’s website.

* After the initial database configuration is completed, you can start using the program.

* One of the big benefits that I personally like is that you can access the program from anywhere you are as long as you have access to the Internet. If you’re away from the workplace, you can continue to check on the progress of work orders, can order parts, generate requests and more.

The fees you pay for a hosted database usually cover the number of users that can access the system, software upgrades and maintenance of the program. You can purchase 24/7 software support as well.

However, it’s not all perfect. Let’s look at a few disadvantages I’ve noticed.

* If you don’t have a sufficiently fast Internet connection, you can see a slow response time when using these programs. So before you purchase, check your line speed at any location from which you intend to log on to the program. A line upgrade might be necessary.

Also check the speed of your connection during peak usage times. Things can get slow when children and adults get home from school and work and log on to the Internet all at once. I’ve seen it take up to 20 seconds to move between screens and fields within a program. Believe me, this can extremely frustrating when entering data or trying to create a quick work order.

Before you commit yourself to a web-based software, thoroughly check the response time of the program throughout the day to cover peak Internet usage times.

* If your company uses a proxy server, ensure that it will function properly with the hosted database. Sometimes additional hardware will need to be purchased to overcome data connection issues.

Checking these issues will help you determine if web hosting is for you.

Changing software

Another option is to use newer Access, SQL or Oracle versions of software that are now available to upgrade your existing CMMS. You can host them yourself, as usual.

Before you decide to change to a new version of software, whether you install it yourself or plan to access it via the Internet, you will want to ask a few critical questions.

* Can your current database migrate to the new database? If so, ask what process is involved and what the costs are. Some CMMS companies have told me that it may take as long as three weeks to migrate an existing system to a new database. This can be an expensive process if you need assistance from the CMMS provider. It can cost up to US$2,000 per day for these services. Sometimes it’s better to just start from new and keep the old program for historical data.

* Will your current barcode scanner and other add-on devices work with the new software? Most all-new programs use Windows-based scanner programs and your old DOS-based scanner probably will not work.

* Is there a demo version or URL site available so you can see what kind of a learning curve there will be for your personnel? It will also give you a chance to check the Internet speed if you’re looking at a hosted environment.

* What support is available to assist in the implementation and training? Is there local support?

There you have it. Many of you will be happy with the system you already have for years to come. Meanwhile, many others, for various reasons, will want to move on to new and powerful software. If you make the latter move, be sure to look before you leap.

Next issue, we’ll take a closer look at the new CMMS software that is available and what these programs have to offer.

Peter Phillips of Trailwalk Holdings, a CMMS consulting and training company based in Nova Scotia, can be reached at 902-798-3601 or by e-mail at peter@trailwalk.ca. Phillips also will answer questions on specific CMMS issues or problems for our readers.