Webinar: Hosted vs. On-Premise Installation

Weighing your options between Hosted and On-Premise local installation of a CMMS? In this webinar, Mark Stellfox explains how to make the installation choice that is right for your business or organization.

Webinar Transcription

Hi, everyone. Mark Stellfox, MicroMain Software, one of the account managers over here. I’m going to take you through the presentation overview comparing the hosted SaaS, in the cloud hosted solution. You access it via the Internet from a web browser and then that’s us doing the tech support upgrades versus our on-premise installation where you buy, install in your location.

A little bit about MicroMain. We are headquartered in Austin, Texas. We’ve been providing facilities award-winning asset maintenance and facility management software since ’91. So we’ve been doing this for 24 years. MicroMain offers the CMMS, the CAFM, and capital planning. We have a couple of other modules included for doing mobile work orders or work requests and also a specific healthcare version.

Here is a couple of customers. We have over 3,700 customers worldwide. Most of our businesses is North America, but we’re in about 26 different countries now. And we’ll do a quick polling question. So what is your primary focus? Preventive maintenance? Corrective maintenance? You just want to check off there and then submit, and then we can do a little poll on the attendees here. I’ll go ahead and skip over to the results if you just want to check one of those boxes and then hit the submit button. Looks like the primary focus is for preventive maintenance and a small percentage for corrective, which is unscheduled type of work. In the system, we’ll handle both so you set up all of your scheduled PMs in the system and then do any unscheduled work orders also.

Cloud-based CMMS Software. So, not sure if cloud-based or on-premise installation is the best for your CMMS software needs? Cloud-based software is also known as SaaS or Software-as-a-Service. That’s us hosting it in the cloud or on our server doing all the tech support upgrades on the back end, and you just worry about going to work and having a system operational. So, it offers the benefits of removing the IT burden, so you can focus on your maintenance operations. Get easy cloud-based access from any device with network access. As long as you have a connection, you can get to the software and rely on advanced data security. Count on backups. So we’re backing up the data continually all day long. Then take advantage of cost-effective pricing.

On-premise or local installation. So on-premise installation offers these benefits: Internet connectivity not required. So you basically have it so a client server is installed at your location. You just access it on your network. Your information, proprietary information is secure behind your firewall according to your IT’s requirements. Next, one-time purchase, you own the software versus the software the service is monthly or annual prepaid.

Another polling question. What is your current maintenance process? Using CMMS, considering a change in CMMS, have a home-grown system or not use a system at all? So you guys just want to check off one of the selections there and hit the submit button to submit your response. Then I can just skip to the results. Looks like everyone is using a CMMS. Then choosing a CMMS solution. How do I know if a cloud-based SaaS solution is right for my company? The following questions will help you identify key points to consider when choosing between a local on-premise installation or SaaS hosting of CMMS software.

Who handles the IT burden? SaaS means the chore of maintaining software availability is no longer on you or your IT department’s list. So that’s hosted by us, and we’re doing all the text support upgrades, and we’re just making sure the software is up and running on our end. You just log into a web page and go to work. So SaaS hosting should include 24/7 cloud-based access to your software and data, hassle-free software upgrades, no more worry about system requirements or data security. We take care of all that for you.

Good question. Is my data routinely backed up? How often is it backed up? If you have a software, the service provider, what is their disaster recovery procedure? And then, where is the physical data stored? So how often are they backing up data? MicroMain is backed up continually all day long. We do have a disaster recovery procedure in case something catastrophic would happen to our data center. It’s backed off into another one, and then we can get up and running, have a plan to get you up and running pretty quick.

Another polling question. Are you currently performing preventive maintenance? Yes or no. If you want to click your response, we’ll skip over to the results. So I’m going to go ahead and skip to the results of here. Are you currently performing preventive maintenance? Yes or no. It looks like most of you are and some of you are not. So 14% not and about 86% are. So that’s good.

How can I access software and data? Can you access the software and database from any device, anytime? Can each user gain access with unique login credentials? Does the SaaS provider manage login credentials? Can individual or group CMMS program rights be managed by an in-house administrator? What about data security? What are the physical security requirements and then what are the network security requirements? Security should meet and exceed industry standards. We have a lot of government agencies using our software that sell top level security. So the data is secure in your end. No need to worry about anybody getting into or seeing your information.

And what’s the cost of SaaS? So there are many factors that affect the monthly or annual cost, the number of databases you’re going to have, concurrent users, additional logins. Are there set-up fees to implement SaaS? What will be included with that? So software installation, account setup, login credential setup, SQL server setup, and configuration. Is database storage capacity included and is sufficient space available? Do they have enough space to store your data and do they have additional charges if you fill up the database, which is usually a long time down the road. Are software upgrades included in SaaS costs? Don’t incur additional cost to upgrade, gain access to new functionality.

What else should you know? Who owns the data? What is the term of contract, 12 months, a couple years? Does the contract auto-renew? This ensures continuous access without any service interruptions. Is there a contract termination option? A 30-day opt-down? Is the contract flexible to meet a specific company budget or contract needs? Are there discounts or price breaks for longer term commitments? And the information in the database for the first question, who owns the database? It should be yours. We don’t have the contract. I guess a lot of competitors have contracts where they keep the data. It’s not yours because they want to lock you into their service. We don’t do that. It’s your data that you’ve been working on for however long you’ve been with the hosting service.

CMMS SaaS solution. Provides the same power as locally installed software to manage maintenance processes, costs, and reporting. So on-demand work orders, preventive maintenance work orders or PMs, your labor tracking, assets, parts and inventory. It does have a purchase order piece included with the core system, and then additional functionality will be work request module for web-based work order submission. So requesting work from a web page and checking the status from a web page of what they submit in and mobile device. Take your software to the field where the work is performed instead of doing paper work orders, writing notes down and then going back and updating the system or handing off to an administrator. Do them real time out in the field with a mobile device, smartphone, tablet or run a web page.

Installation solution checklist. We’ve covered questions in this webinar to ensure your search for the right software solution addresses these important issues. So no IT burden, focus on your maintenance operations, cloud-based access from any device, advanced data security, routine back-ups of your data, cost-effective and flexible pricing. I’m going to jump over and do a quick tour of the software high-level overview, and then we’ll come back and answer any questions that you might have.

Let me share my desktop here. So you should see my desktop now, and then you can hit the actual size in case you haven’t already done that. So this is the core program, the CMMS software, that you could have on-site or hosted in the cloud by MicroMain. This is the opening dashboard real-time snapshot of what’s going on with your work orders, so your preventive work orders, your corrective work orders are going to show up in your work order list, which I’ll go over in just a minute. These are going to be little shortcuts you can set up. Instead of coming to the ribbon bar at the top and clicking into one of the icons, you can just set the shortcut there and jump right over.

So essentially, under facilities is where you’ll build the database for any new customers. You have your properties, buildings, and then all your assets. That’s anything you’re going to do scheduled or unscheduled work to. Set that up there and then the next logical step would be to set up all your scheduled work under task. This is all your PMs or any other scheduled work. Here’s my entire task list: air handler PM, annual inspection, clean the windows, fire door or fire extinguisher inspection, quarterly building inspection, vehicle oil change, weekly cleaning, you name it. Anything calendar-based or meter-based, you’ll set up over here as scheduled work. It will automatically become a work order in the work order list for you to take care and manage depending on how far you want to look out, a week at a time, two weeks at a time, a month at a time, etc.

So you set up all your scheduled tasks over there under tasks. It will become work orders along with anything unscheduled and show up at the bottom of the list. This is a preview of whatever work order you are selected on and then the top left you can see the filters filtered on what work is requested, open, and on hold right now. But any filter can be checked. And refresh up here will just basically filter the list below. That’s what’s going on here. Now, what you need to worry about past due, coming due today, or due in the near future. A lot of filtering at the top by property, building, asset. If you want to see what’s assigned to a certain technician, apply that filter. You can filter any of these columns however you like, the due date, oldest to newest, maybe the priority smallest to largest. If I want to see what PMs are assigned to this technician up here. So apply a couple of filters.

So there’s three preventive maintenance. This is one of my scheduled tasks that became more work order. You can do the paper work orders and also electronic. This one if you have inspection points, this checklist is printed out with the work order if you’re doing it on paper. And here is the actual work order if you don’t…you always see this piece if you don’t have an inspection point. So it shows the service air handler PM. The property is located at the description procedures what need to happen. The boxes, the asset information, air handler 01, description, location, rooftop building 3. It is under warranty. It does have an inspection checklist. Already have a technician, Todd, assigned to that job. Here’s the parts he needs to take with him. And then we have a place to capture other costs so you can track labor parts and other costs.

Down at the bottom, a place for a primary and secondary failure code to run a mean time between failure report. Lack of maintenance, defective part, broken belt, and you can run that mean time average, asset downtime. And it’s good to write any unique comments on a unique repair so others can view what was done in the future. So that’s the paper work order. I’ll jump over and show the mobile interface in case you want to do work orders electronically on a smartphone, a tablet, or in a web browser. I’m on my laptop. This is Internet Explorer, and I’ll come down to air handler PM 1403. It’s at property 1, building 3, the rooftop. It’s air handler 01. You can see what needs to happen. Here is the procedure, the description, what needs to be done or reported issue, what is not working properly with any descriptions. Comments can be added under the comments section. Technicians can either clock in and clock out under the labor section or just update their time spent. Any part can be added from your inventory. So this is inventory. I would just update the quantity here either adding or if you want to get into barcoding, you can scan the part on to it.

If you have inspection points, those can also be barcoded and then you can scan those and it does pull up the appropriate point. And then inspection points, you can have comments on there. Here’s the point to check the bearing collar set screws. Just add a little comment just to be obvious for technicians, “Make sure they are tight.” So those can be either passed or failed. If you do fail it, you can create a corrective work order from a failed inspection point. You can add in other costs if you had to run to a supply store and buy some materials. Add that in out in the field. It documents that the work order had a set of instructions, some pictures, schematics, something like that maybe a PDF format. You could view those on the interface, on the mobile interface, the technician can see what those special instructions would be or schematics, or they can click on the new button down here and upload an image back to the work order.

Out in the field, technicians can create a new work order. It will have a month view, week view, day view and there’s a time shift function included with the mobile interface. So if you get mobile, you get our timesheet functionality. So that was the paper work order and then electronic work order. I’m going to take you into our work request module which allows work order submission from a web page. So I’m going to log in here. This module is for unlimited users to submit a request and then users that submitted that request can check the status of what they submitted.

So you’re just going to pick in this office over here. Service, check the air conditioner, then type a description, blowing hot air, submit the request. That will create a requested work order right in the system over here. 1419 check air conditioner. It’s at property 1, building 3. Todd submitted. There’s this phone number. So it created that work request form. At any point in time, the requester can view the status of what they submitted and see where they are, completed, requested. Maybe run a filter. Do I have anything on hold? There’s one on hold. They can click into it. Why is it on hold? One needs the approval to close. So the work’s probably completed. Someone needs to get check on it, but it needs approval to close before it’s actually closed in the system. So that was another add on.

So basically with this system, you’re going to set up any asset you’re going to do scheduled and unscheduled work to. The scheduled task will become work orders or any unscheduled work from the request page or integrate into the system or work orders. And then, on the work order, you’re tracking who did the work. So work orders, you can come in here add labor to it either supplier or staff. It will show you the hours scheduled, the day the work is due. I’m going to give this to Todd Bell. Todd might go out there and realize he needs to add apart to it. Put a filter on there, update the quantity use so that will remove it from your inventory. And then if he incurs any other costs, he had to buy material or something, that can be added in. Otherwise, completed and that is a completed work order. 1419 is now completed off my list here, but it is in the completed checklist.

At the end of the day, you’re going to be able to run reports. We have over 500 in the system. Reports are broken into groups on the report page section here. Here is the different for groups. If I get into the assets, asset downtime, asset depreciation, highest maintenance cost, highest maintenance issues. When you select a report, it does give you a summary in there. You can export them to Excel if you have Excel. You can print preview or go right to the screen. Also graphs, but it is a matter going through and either individually picking out reports or graphs. Once you figure out the ones you like, then you set up your batches. Then all I have to do is come in. Here’s my morning batch. I have a monthly key performance indicators, Friday reports so like whichever one.

When I hit print, it’s either going be sitting on the screen for a quick preview or on your printer. And if there’s no data to report, it tells you here, “Parts to reorder by supplier has no record.” So I don’t have anything below minimum. Here’s the past due work orders reports, number of completed work orders by type. So this looks at your on-demand, basically, 70% so 69% is unscheduled, 1% is mobile. Preventive, I have 31% and then routine 19%. I’m sorry. I guess I was looking at the wrong column. Days past due for completed work orders. Here is a nice graph, completed work orders by type and percentage. Zoom in. So you can see 20% is routine, 9% is preventive and then most of my stuff is unscheduled on-demand so 70%. Parts needed for open work orders, number of completed work orders by task, and it breaks down the actual percentage of total work orders per task for the date range as you had selected on that report. So that closes the presentation.

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