Computerized maintenance management system (CMMS) software can help your fleet better track its assets and organize preventive maintenance schedules, but selecting one that is the right fit can be a challenge. There are several aspects to keep in mind when searching for CMMS software, including upfront cost, ongoing costs, and ensuring the software’s functionalities fit your fleet.

Purchasing software

Think about it: When purchasing software, you pay thousands of dollars and all you get is a disc, a code for a download, or, in the old days, a tape. The fact is software development has to be funded well before anyone sees the product. In one extensive system, we estimated we had 30 person-years of development before we made our first sales call.

Once the product is written and debugged, the software business can be quite lucrative (look at SAP or Microsoft). Of course, the highest ongoing cost is the next version or next new product.

The price you pay for software is directly dependent on the assumptions the marketing department makes about the number of units they will sell. In the example above, the software has 30 person-years of development. Multiply that by $200,000 of burdened cost per year, and the total development cost is $6 million.

Using that example, if the company estimates they will sell 20 units, each unit will have to be sold for $300,000 just to recoup the development cost and break even. If 100 units are sold, each until will cost $60,000; if 1,000 units are sold, each unit will cost $6,000; and so on.

This pricing means the same type of software can have wildly different sticker prices. In development, companies – especially smaller ones – are only able to estimate the number of units they will sell.

Software as a Service

Software as a service (SaaS) refers specifically to business software applications that are delivered on-demand via a cloud provider instead of being deployed on local platforms. Users pay for the applications as a subscription rather than purchasing the software outright.

SaaS is a concept that is as old as the computer. In SaaS, you pay a relatively small monthly rental fee that includes the software and the storage. Everyone seems to be migrating toward that business model. Google was a pioneer with Google Drive, Docs, etc.

Much of the development has taken place in the SaaS arena. SaaS requires a consistent Internet connection to operate since it is a cloud-based product. As long as you have stable Internet service, SaaS is an excellent option. Without a stable Internet, SaaS can be a huge problem.

This business model is not new by any means. Originally, this was called timesharing where you could rent the computer and software and pay by the second. One of the significant general-purpose packages today, Maximo asset management software, has timesharing in its corporate history. The original designer, Project Software & Development Inc (PSDI), was known for timeshare project management software.

Functionality to consider

Whenever you choose a maintenance management system, design a new system, or revamp an existing system, consider these components separately and in this order:

1. Daily transactions: This component includes all data entry, such as work orders, receipts of parts, payroll information, fuel logs, and physical inventory information. Look for: Completeness, speediness, quick data entry, logical format, and consistent format.
2. Master files: The master files are fixed information about the vehicles, parts, technicians, and organization. In better systems, the master files drive the report headings, utilization fields (hours and miles are never mixed), and screen headings. Look for: Completeness is the big issue because it is tough to add new fields to a master file after the system is already in use. Not having space in a master file for information that you want to store (after the system is installed) is a common significant difficulty.
3. Processing: The daily transactions are processed either in a traditional batch mode or online. Processing updates the preventive maintenance (PM) schedule, summarizes detailed repair data for reports, and keeps all accounts current. Look for: Does the application work? Process some data through at least one full cycle and see if all the accounts, schedules, and master files are updated correctly. Accuracy and completeness are challenges for this application. Most of your bugs will occur during unusual processing conditions.
4. Demands: The demands of a maintenance system include reports and screens. There should be reports where there is a large amount of data, or where analysis is required. Inquiries should not require going to print. Imagine how you expect to use the system and then see how the system will behave. Look for: Many different ways to look at the data, a complete basic set of reports and screens, future ability to alter or add reports/inquiries to suit your changing needs, and growing expertise.

Reviews and feedback

Currently, the first several pages of Google search results when searching for a CMMS are dominated by selection or referral sites. These sites collect commissions from the vendors for referrals. Some of these sites offer a fast way to uncover possible product options. They also provide added value in the form of ratings, summaries, and the ability to compare systems.

When searching for CMMS options online, companies will sometimes claim certain functionality or improvements with their products. These claims may not provide a full picture of the product and sometimes they refer to a specific benefit a client got in one particular situation. The claims are almost always expressed in phantom savings, not real, replicated savings, but there are exceptions.

They may say something such as, “Find out how most customers reduce their asset maintenance spend by over 30 percent,” or, “Achieve a 36 percent reduction in downtime and 60 percent reduction in associated costs – the average impact of Asset Performance Management.”

In a way, we are used to exaggerated claims made by advertisements, since we have had a lifetime of listening to them. Many claims can be taken with a grain of salt.

When purchasing CMMS software, it is imperative to find an option that includes the functionalities your fleet requires in order to fully realize the benefits of your investment.