Hosted/SaaS vs. On-Premise Installation

Learn which option is best for you and your facility maintenance needs.

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Webinar Transcription

My name is Marty De Los Santos, as Adrian mentioned we are going to be going through the system today of looking at Hosted vs. On-Premise installation of CMMS application. As you know, there is a chat functionality which I just requested you utilize. If you have any questions as we are going through or at the end, please feel free to submit those questions via chat and we will address what we can. If there are any question that requires some further information, we can have your appropriate account manager get in contact with you to address any questions there as well.

All right, just getting started here. What is your primary concern related to CMMS? Please check an item and submit your responses.

It looks like work order management and preventive maintenance are the two key items, responding to corrective maintenance and reporting on maintenance activities, not as much, but thank you very much for that information. So again we’ll be sure we cover work orders, both your unscheduled and preventive maintenance for work orders as well.

So little about who we are, MicroMain. We are headquartered in Austin, Texas. We’ve been around since 1991, as you can see, providing maintenance management software, facility management software during that time. Currently we do have over 3,700 customers that actually do utilize the application. Here are just some of our customers, some logos that you may recognize as well. The development of the applications, support of the applications, of course sales, all takes place here in Austin, so when you call us, chances are you’re getting somebody down the hall from me, working here in our headquarters in Austin.

So let us know, how you’re currently managing your maintenance process?

It looks like several folks are using their home-grown system, some using CMMS, some considering a change, at least there’s nobody down at the bottom. Oh, here we got one that’s not using a CMMS and that’s fine. You’ll be surprised at the number of folks we talk to who are still doing things very manually and if it works it works, but understand there are some obvious advantages of utilizing a CMMS program.

All right so cloud-based CMMS software. One thing we hear from time to time from folks that we work with is there is an uncertainty as to whether or not using a cloud-based system or installing it locally would be the best option for their organization. We do run into certain organizations where it’s already clearly defined from an IT or even from a company perspective that this the way we purchase software.

For example, the plus side of having it hosted where it’s cloud-based is it does remove the IT burden, so you can focus on your own maintenance operations. What we mean by that is you’re not having to have your own technical folks internally always ensuring the application is up and running, managing your back-ups and everything along those lines. In a hosted environment, that’s handled for you by MicroMain. Plus it can be accessed anywhere. You’re not tied to your network, so if you’re out and about, you’re at home, you’re somewhere else but you still need to be able to get logged in to manage your work orders or to run reports, or to do other things with the application, with the cloud-based system you can do so.

And advanced security, our hosting environment is an SSAE 16 compliant environment, so again all your back-ups are managed, but also disaster recovery is already in place, it’s a very secure both from a technical stand point from firewalls also to physical stand point, not just anybody can have access to the databases … on the servers where the databases are stored.

In many cases it can even offer a low cost intro getting into maintenance applications vs. a lofty one time cost that could come into play.

Installing it locally, again there’s benefits to it as well, of course internet connectivity is not required for a locally installed solution. Again it is a one time purchase, you own the software so there’s no recurring subscription items, the only recurring cost that could come into to play would possibly be like maintenance and support costs, and those are usually a small percentage of the overall purchase, but the software itself, you own it.

Again another key reason why we’ve heard that folks think that a locally installed system makes sense is, could be your organization …. especially, we’ve heard this in manufacturing environments, maybe there are some very secretive proprietary information that you may be maintaining, the equipment that you’re maintaining, that you just don’t want out on the web. So we have run into organizations where their organizational requirement is that it is in-house keep a safeguard on the pieces of equipment that you’re maintaining.

So how do you know which one is right for you? The following question will help to identify key points to consider in helping making that decision, … and again the key thing here again, it’s really your decision. The plus of a company like MicroMain is that we do offer both options. We’re really to keep it up to you guys to make a decision from a business perspective is, which is right for our organization? We’re not dictating to you which option you need to select.

So about how many users will need access to manage this system? This is not asking about number of people requesting work, requesting the problem, just actually ones that are getting in and logging in, whether there’s need to run reports or for actually maintaining and managing work orders and equipment.

Seems like in the zero to the 10 area is where most of you guys will reside, which is fine. We have many companies that are single user organizations, some that have five to 10 users, even 11 plus users depending on the size of the organizations. One thing that you will find with MicroMain is we play very well regardless of the size of your organization.

Discussed this a little bit earlier, the IT burden, who handles that? Of course a host, this is some cloud-based, you’ll hear the term SaaS as well, means the chore of maintaining your software is not on you or your IT department, it’s on our hosting environment, on MicroMain. That’s managed for you and again it’s 24/7 cloud-based access to your data, hastle free upgrades, no more worry about system requirements. We’re housing all that information.

Again as mentioned before, data security. It is an SSAE, some of you may know the term SaaS 70, I think that’s recently changed to SSAE 16, compliant, so again your back-ups, your disaster recovery, the security of the facility as well, both electronically, technical as well as even physical security of where the servers are managed.

Is your data routinely backed-up? Well in a SaaS environment with MicroMain, yes. If you’re installing it locally of course that’s on your own IT department and on your own organization as to how often your system is backed-up.

How can I access my software and data? With the SaaS system, hosted cloud-based, anywhere any time from really any device that offers you web and internet access. Each user gains access with unique login credentials, we’ll help you to manage those. And yes, can an individual and groups CMMS program rights be managed by an in-house administrator? Absolutely, you may have five users, 10 users, there may be a couple that need full accessibility to this site. So what I mean full accessibility is you’re really an admin user, the rights to update and manage the property, buildings, assets that maybe other users don’t really need that same level of accessibility and you can definitely manage that as well.

Data security, I mentioned briefly, there’s physical security procedures, network security procedures that are in place, and we do have plenty of information that’s available, related to that. Again we are a compliant hosting site, our hosting site is a SSAE compliant hosting facility. What that means is they’ve gone through the examination, somebody has examined their property to determine that they meet certain requirements as a hosting environment and they have.

The cost of SaaS. Cost can vary depending on what kind of information, number of users. So what are the factors that affect the monthly-annual cost? With the MicoMain system it is a number of users as well as what modules come into play that may require users. The only set-up fees is to implement a SaaS program, there’s a one-time database set-up fee which helps in creating the database, defining those users and there are some costs associated with that, at least from just the set up, database storage capacity included, sufficient space available, absolutely we do not charge anything else for data storage, and there’s plenty of data space available, even if you’re uploading images pictures, documents that you want to have associated with your CMMS application.

Software Upgrades are included at no additional cost with our SaaS service, so your products upgrades as well as even your technical support, is included with the subscription cost with the SaaS system.

What else should you know? Who owns the data? It’s your data, so with MicroMain CMMS software, SaaS, cloud based system, it is our software but the data is all yours. If there ever comes a time where the term needs to end, where you’re like ‘hey, you know what, it’s no longer working for us or we need to make a change,’ it is your data, you will get a copy of your data.

There is a contract for the SaaS service, it’s a minimum of 12 month agreement with our solution, and yes there are discounts and prospects for longer term commitments, for example we offer billing either on a monthly or annual basis, annual billing does provide a discount on some of the licensed items as well.

Again the CMMS SaaS solution, it does provide the same power as a locally installed software to manage all your maintenance processes, your maintenance costs, reporting capability, the UI is for the main application for MicroMain is identical, whether you’re installing it locally or accessing it over the web. So managing all your on-demand work orders, PMs, labor assets, parts and inventory, all that is available with both our hosted SaaS solution as well as even our locally installed.

Again there’s an additional functionality, work requests, the ability for folks outside of the maintenance department to submit a problem. Like if they’re walking around and they see a problem on the second floor, they can submit that via work request module.

And mobile functionality, do we want to eliminate paper? We have a lot of companies that want to, and so their technicians may be utilizing a smart phone or a tablet to manage work orders.

What I mean by that, they’re able to pick up their work orders on that mobile device, update their labor time, update parts that are needed, update any kind of inspection checklist, meters, and be able to close up those work orders from a mobile device as well.

With MicroMain mobile, it’s not device specific so it’s not brand specific as well, whether you’re Android, Apple or some other make or model as long as it is a web enabled phone or tablet.

So speaking of which, would hand held devices help to improve your maintenance performance and manage your work flow? Yes.

For several of you guys absolutely will and again we can … with either myself, if I’m the rep for your area or your current regional account manager, if you want to see this kind of functionality we can show this to you as well, and how your technicians can manage your work orders from a mobile device.

Again it saves on time … we understand you’re not an environment where all of you guys are hovering in an office together, you’re out and about around the facility, production area, building, whatever your business may be, from that mobile device, a technician can see an issue, pull up that asset on their mobile device, see if there are any existing work orders that are open, and if not, can open a work order right there on the spot and maintain that piece of equipment.

So we’ve covered some information relating to your search, you understand which makes more sense. Again related to our SaaS system, there is no IT burden, focus on maintenance and operations, cloud-based from any device, advanced data security, routine back-ups of your data, cost effective and flexible pricing. Let’s actually get into some of the application as well, and we can even show you some of the mobile functionality a little bit today as well.

Again whether you decide that SaaS is the right for you, or is purchasing and installing it locally is right for you, again the UI is going to be identical regardless of the scenario.

All right, on my screen you should be seeing our maintenance application. Again it’s an access front-end [sequel] database back-end on the front-end, so it’s going to behave very similar to your Outlook, Word, Excel products or easy maneuverability through the application, different options that are available.

Again work orders is the core functionality of the CMMS application, things revolve around this. What we are looking at on the screen right now is our task list, for a lot of organizations, or actually most organizations we deal with … it’s your scheduled work orders that are the main priorities. We want to make sure we’re not forgetting to do things, so under MicroMain, we call those tasks, and the first steps as we’ve done here with a few items here is, just give definition to what we want done.

We wanted to find what we want, how often are we doing it. We have different frequency options that are available, this one happens to be a monthly item. If it’s something that’s done quarterly you can still select the monthly option, but just change this to show every three months vs. one month.

Description, what are we doing, you can be as detailed as you want in here to define what are we doing related to this particular PM. And whatever you include here will be part of every work order that’s generated off of this PM.

Summary’s going to keep track of your cost information, as you start adding information and performing these tasks.

Assets, you can assign a single asset or multiple assets to a task in MicroMain. In this case I have six air handlers, it could be six production line equipment depending on your line of business, that you’ve associated with this particular monthly item. Every month I will have six unique work orders and the plus of that is all six of these items … six of these assets have their own unique history. So upon performing work to each of these assets, something is unique that’s occurring with each one, you can note that, again and that kind of relates to that particular asset history.

You can predefine who is going to do the work. You don’t have to but its available, whether it’s your own in-house staff or maybe you utilize a third party contractor to come and do the work. What parts may come into play? You can predefine that as well; what other costs, what inspection items, so you can create, define an inspection checklist that “Hey, while you’re doing this work, review these items” or maybe you’re creating a task that is a reminder only that you have to do certain inspections. So this list could be rather lengthy if there’s several inspections are going to be performing on a given asset.

Activities, there may be certain activity items that you want to clearly define or maybe in this case there are some things that don’t happen monthly. This item happens every three months, every six months, every 12 months and the system knows based on these time frames when to include these activities on these PM work orders.

You can also attach documents as well, if you want any kind of documents, may be its helpful information, guidelines for the technician when they’re performing these tasks. So again we’ve have defined all these items… and how do this get generated?

In MicroMain, you have a couple of options. The plus item is here, you can have the system automatically schedule this for you and automatically create these work orders as these trigger elements are being initiated. So again on that monthly item that happens on 7th of every month, the system will know based on that due date when to trigger these work orders off of this defined inspection, and so I would just have to go to my work orders list and they would appear here and request a status, whatever you call your work orders; preventive inspections, it’s your choice. And now from here I can run with it. Of course if you’re on a mobile device, and you have access to all the work orders, you can start seeing these items also on your mobile device as these work orders are being created automatically by the system.

On demand work order, something that’s unscheduled, again those occur as well. How do those get initiated? It could be from our request module where let’s say an employee sees an issue, they log in, submit a request, that request will ultimately reside here and request its status.

Other option would be just to create a brand new work order on the fly if need be, and I can do that here, just hit New, I can fill out my information, pick my service, whatever that service may be, and you can define services that are very unique for each piece of equipment. Pick a property or based on the hierarchy I can just go in and pick a piece of equipment and its going to know where that equipment lies, property building and location, and I can add as much information as I need to to this work order. Only things that are required are the asset, property and service field. With this I can issue this work order, but maybe you want to also to define whose going to do the work, pre pick whose going to do the work, pre pick what parts may come into play, it’s your choice.

From a labor standpoint, I can just click in here, it’s going to open up to show me my technicians, whether they’re my own in-house or third party contractors. I can pick the appropriate persons, if its multiple people I can pick multiple people for this work order, hit Okay and now they are assigned to this work order. If you guys are utilizing email with your technicians, they can also go to email notice now, that you’ve assigned them to a work order.

So I’ve assigned this to Paul, I’m going to issue this work order and Paul on his mobile device, he can see the work order that I just assigned to him, it’s got a little person with the hand raised, it means it’s assigned to Paul, Paul also has access to others as well but let’s just focus on the one he’s got assigned to him, he can see the service, the asset that we’re are working on, he can update the status.

Under details he can also update any kind of sub-status, priority level, if you guys utilize failures, what was the failure. If you’re tracking downtime what was the downtime, maybe this asset was down for five hours and upon diagnosis you realize there was a defective part, it’s saved. Paul can update his labor hours whether he’s putting in and out times or just specifying total time that he actually spent, hit Save. If anybody else worked on this with him he could even add more technicians to this, again whether it’s your own in-house or third party, you can update parts. Right now we don’t have any parts on this work order, I can add parts.

Scanning, if you guys are utilizing barcodes, we can even scan parts to this work order. But I’m going to click Add here and now I can search for parts. I’ve got this ‘only search for parts service associated with the assets’ so you can creates parts to assets relationships in MicroMain. So if you have this box checked then and then I start typing, it’s going to start looking for anything that has a W in it, for example we have widgets here and I’ve got this at three different locations, I have got three different storage locations in my facility for this particular part, and I can see what’s available at each one. So I’m going to pick the east dock room because it has plenty available, maybe I needed to use two parts here, click save.

If any other parts were needed I can add those. Under More is where I can manage my inspection checklists. Under points, I can update meters with the metered asset, I can add any other cost elements if anything else came into play outside of parts unable to complete this work order, and I can also see documents or add images as well to this work order. But let’s go ahead and complete this work order, again I’ve done my work, I going to mark it as completed.

Once I mark it as completed from my mobile device I can no longer edit it so I click okay, so now if I go back to the main application … let me just filter this to show me completed as well, here is the one that we just completed by Paul.

So again Paul was my guy, it took him three hours, parts, he used two of these items and if you’re utilizing cost information with parts and labor it’s going automatically start calculating that information and it will store that under the summary section. Initially we had estimated now we have actual cost, and if you have any kind of charge or percentage mark ups it will show you your charges as well.

Under resources, again parts and inventories is going to be managed for you as well so you always know what you have at hand, what’s available. You can order parts as well, you can define the minimum inventory levels and even keep track of that with an alert that lets you know whenever you have parts that fall below minimum and you can reorder those parts, there is a PO system built into MicroMain, it’s your choice if you want to use it or not. Again you don’t have to, but some of our customers use it, some will use it just as a notification to their purchasing department that it’s time to purchase more parts.

So that’s the main application, again there’s a lot of functionality that’s available, it’s not all required to be used, but again the UI, whether we’re hosting it for you and its cloud-based or whether you’re installing it locally it’s going to be the same when you log into the application.

Is there any other questions? And again you can utilize the chat window to chat in any questions that you may have.

Okay Marty, this time it doesn’t look like there are any questions. We would like to thank everyone for attending the webinar and thank you Marty. And an email with the recording link will follow.