Over the last few weeks, I have been discerning the Benefits of CMMS Systems. From the tangible and intangible benefits, to finally, the direct and indirect costs associated with implementing CMMS systems. So, if you’re just tuning in, please check out the two previous posts:
According to Facilities.net — “squeezing more out of computerized maintenance management systems (CMMS) may help keep the red off your balance sheet,” because let’s face it, the bottom line matters. CMMS systems have many benefits, however, today we’re discussing the costs associated with implementing a CMMS. It always boils down to determining the dollar and cents. Although wishing I could give an ironclad money back guarantee to illustrate that CMMS systems are a bargain because of the savings and scouring productivity, I’ll settle for sharing the direct and indirect costs.
- Software license fees —They’re usually paid annually or month to month. In essence, you rent the software. Meaning, you won’t be responsible for updates or back-ups. The software will improve over time and you pay the same original licensing fee. Be leery of companies that leave the option open to increase your annual rates at their discretion. Surely you can see how that would be very lucrative and extremely taxing on your organization.
- Set up fees — Setting up CMMS systems is usually a one-time Make sure it’s easy to integrate and migrate your data. You must also consider the cost of organizing your own data before the data migration, not including the set-up costs from the vendor. Depending on the state of your company, data import and conversion can be complex or simple. Typically, this is one charge unless further data migration is required down the road.
- Training and Support —Is it included as part of your maintenance management system? Or will you have to keep paying for more training if needed? Support hours should be flexible and a phone call should be easy to make and get through. Personalized training is the best way to understand the features and how they will be used for your organization. You want on-going support as part of your maintenance management system purchase at no additional charge.
- Changing processes and getting staff up to speed — this indirect cost is difficult to estimate but it’s important to dedicate time to the onboarding process. This process involves several training sessions depending on the size of your maintenance team and how drastic the change. For example, if your current operations are strictly paper then there will be a significant learning curve and possible resistance. It’s important to set aside adequate time for data migration and training. Make sure to get feedback from staff by keeping a list of questions and concerns for upcoming training sessions.
In addition to the cost savings and benefits of using a CMMS system, your organization is guaranteed to provide better customer service, improved productivity, and increased efficiency. The cost savings across your organization will give you an increasing positive ROI year after year.
- Reduced data entry time and effort
- Maximized labor and equipment resources
- Reduced time looking for parts
- Decreased time and energy putting together reports, and so much more.