Hosted vs. On-premise Installation Webinar - MicroMain
CMMS Hosted vs On-Premise Installation
CMMS: Hosted vs. On-premise Installation Webinar February 24th
February 17, 2015
Training for CMMS & CAFM Software
Work Request Promotion
March 4, 2015

Hosted vs. On-premise Installation Webinar

Uncertain if hosted or on-premise installation is the right choice for your company? Mark will discuss key factors to aid in your decision

Webinar Transcription

Today we’re going to talk about the Hosted (or Software as a Service) versus the On-Premise Installation.

A little about MicroMain. We’ve been a business since 1991. So this is our 24th year in business this year, and our core product is our CMMS software. We also offer CAFM for space planning and move management and a specialized CMMS healthcare version.

There is, I should have said this at the beginning, a full screen option at the top of your window up there you can click, you might already been in that mode.

Here’s a few of our customers. We have about 3,700 customers worldwide. Most of them here in North America, but I believe we’re in about 26, 27 different countries now.

So, if you just want to fill out these polling questions, I’ll give everybody a second to do so. What is your primary concern? Work order management, response to corrective maintenance, reporting on maintenance activities, or preventative maintenance (PM’s). Give everybody a few seconds to fill in their selection, just check off right on the screen. I’ll skip over to the results. It looks like 80% is preventive maintenance and then right behind that is 60%, work order management. And with MicroMain, all of that is going to be included to do your work orders, preventive maintenance, reporting and whatnot.

So we’re going to have a cloud-based CMMS software. Not sure if your cloud-based or on-premise installation is best for your CMMS software needs? Cloud-based software is also known as SaaS or Software-as-a-Service. So that would be hosted in the cloud by MicroMain in this case. SaaS hosting offers these benefits. It removes the IT burden, so you can focus on maintenance operations. You get easy cloud-based access from any device with network access. You can rely on advanced data security, count on routine back-ups of your data, and then take advantage of flexible pricing.

On-premise or location installation offers these benefits. Internet connectivity not required, something you’ll have internally at your location running on your intranet. Proprietary information is secured within your network, and then a onetime purchase and you own the software.

So here’s some more polling questions, if everyone answers these, my current maintenance process: Using a CMMS, considering a change in CMMS, home-grown system, or not using a CMMS. So if you don’t mind checking off on the screen then we’ll skip over to the results. Looks like 50-50, so not using a CMMS and half of you are.

So who handles the IT burden? SaaS means the chore of maintaining software availability is no longer on you or your IT department. SaaS hosting should include 24/7 cloud access to the software and data, hassle free support, software upgrades, no more worry about system requirements, and then data security.

Is my data routinely backed up? How often is the data backed-up? Weekly? Daily? Hourly? What is the SaaS provider’s disaster recovery procedures, do they have something in place, should a catastrophe occur? And where is the data officially stored? Is it dispersed geographically to provide protection from local disasters? So it should be backed up in two different locations, in case something happens. Catastrophic in one, it can be easily recovered.

How can I access software and data? Can you access the software and database from any device, any time? Can each user gain access with unique login credentials? So username, passwords. Does the SaaS provider manage the login credentials? And can individual and group CMMS programs, rights and roles be managed by an in-house administrator? So do you have control on limiting access or rights and roles, so full to read only, a couple of good examples might have edit on it, or edit options under also.

Another polling question, how many users will need access to manage the system? Zero to 10, 11 to 25, 26 to 50, 51 to 100, or a 100 or more? Looks like most of it is going to be between one and 10 and then 11-25.

What about data security? What are the physical security procedures? And then what are the network security procedures? Security should meet or exceed industry standards.

What is the cost of SaaS? So what factors affect the monthly or annual cost? Number of databases, concurrent users, or additional logins permitted. Are there setup fees to implement SaaS? What’s included? Software installation, account setup, login credential setup, SQL server setup and configuration. Is the database storage capacity included and is sufficient space available. What does additional storage space cost? Are software upgrades included in the SaaS cost? If you don’t incur any additional costs to upgrade or gain access to new functionality when new releases come out?

What else should I know? Who owns the data? Is there a contract for SaaS service? What are the terms of the contract? Is it a 12-month contract? Couple year commitment? Does the contract auto renew? This insures continuous access without any service interruption. Is there any contract termination option, 30-day opt-out, 60-day opt-out? Is there contract flexibility to meet specific company budgets or contract needs? Are there discount or price based for long term commitments? Discount for annual versus monthly payment?

Who owns the data? So the information in the database should be yours. Should your terminate a SaaS relationship, a backup of your database will be provided to you.

CMMS SaaS solution provides the same power as locally installed software to manage maintenance processes, cost and reporting for on demand work orders or random maintenance work orders. For tracking labor, for tracking your inventory and parts as well as assets, and we do have some additional modules over here on this end. Work request which is web-based work orders submission and mobile to take the software out in the field, where the work is performed.

So I’m going to go ahead and present the software quick, high level overview of the program. Let me share my desktop here, so you should see my dashboard and then you can hit the full screen option in case it didn’t jump into that mode automatically. So this software is basically CMMS for tracking work done to assets. It’s the simplest way to think about it.

So any asset, no matter if it’s an area piece of equipment, that you’re going to do scheduled or unscheduled work to, you’re going to set up in the system and either set up a scheduled task to do preventive maintenance and pull away inspections, either equipment inspections, property or building inspection, or any kind of task you’re going to do on a recurring frequency, calendar-based or meter-based. Those will become work orders. Any unscheduled work orders you’re going to enter into the system to track and manage that everything’s getting completed on time, writing reports on highest maintenance cost, highest maintenance issues, asset downtime, mean time between failures, and we do have a couple add-ons. I’ll show you our work request module and our mobile interface to update work orders instead of paper, do them on a browser-based device, smartphone, tablet, or in a webpage on a laptop, desktop.

So starting out under facilities is where you basically build the database. You have your site level, properties and buildings are placeholders for where your assets reside, and then those are the assets you’re going to maintain. I’ll just open this up. Here’s my entire asset list. Here’s an Air Handler that I have within the system. So basic information is required. Name, and property are bold throughout our entire software, the bold fields are going to be required. Put that information in, lot of detail, you can add pictures in, other details, replace, buy, replacement costs, salvage value, useful life, all those translate in the reports.

We offer over 500 standard reports in the system. Anytime you do a scheduled or unscheduled work order to an asset, it gets recorded back to that asset history file cabinet. So then you can see Air Handler 1 at Property 1, the total cost since inception through 119 work orders, pull that into a quick report. So you can see asset maintenance history for Air Handler 1. We’ll total up the cost, $799 through 40 work orders.

So essentially you’re going to set up your assets in the system under resources. Any parts that you’re going to manage, so your parts inventory can add it to the system. You can set up your min-max levels on those parts, have the system alert you when you hit the minimum, via report to open up with that parts to reorder by supplier. There’s a built in parts as orders piece within the software so you can reorder your parts. And then task in MicroMain is that’s where you set up all your preventative maintenance items.

You see I have a task list, I have a Air Handler PM, annual inspection, fire door, fire extinguisher inspection, quarterly building inspection, vehicle oil change, weekly cleaning. Any scheduled work, calendar-based or meter-based, you set up over here. It will become a work order. Show up in the work order list over here, when that frequency comes due. And this is all my unscheduled work also. So at the top left up here, you can see the work orders I’m filtered on are requested, open, and on hold, so that’s what’s going on here now. This list at the bottom is past due work orders, due today or coming due in the near future.

This is the list you want to manage, take care of. I’ll just open up one of these, run a filter for preventive maintenance, open up this preventative maintenance work order. Do a quick preview. If you have inspection points, it will print up a separate inspection checklist along with the work order. So then you can go through the different check points, so the service the Air Handler PM at property one, the asset is Air Handler 05, here’s the first inspection point, check the bearing collar, set screws. You can even add a little more detail — make sure they’re tight. If you don’t have inspection points, you’ll just see the work order, Air Handler PM at property one, here’s your description of what needs to be performed, or the issue.

The asset information is in the box here, Air Handler 05, description of it, located at floor 1, building 3, whatever is set up within the system, it will check it off if it’s shutdown, lock out, tag out, safety warranty, does have the inspection checklist. You can assign this to in-house staff, contractors who’s doing the work, add any parts from your inventory to that or add any other costs incurred, if you had to buy materials or rent something. Place down there to capture failure codes, to run a mean time between failure report, equipment downtime report, and then any unique comments on the repair, so others can pull up that asset history and see what’s been done. So that was a paper work order.

I’m going to show you the mobile interface that you can use to update and complete work orders electronically. This is one of the two that we do offer. This is our latest version, MicroMain mobile for web. You just login, username password. This works on a smartphone, tablet or you can see I’m just on my laptop here, Internet Explorer, so in a webpage. The other option we have is for Pocket PC, that’s for working offline. We don’t have a cellular or wireless connection and it works on the Windows Pocket PC platform.

So here’s the same example I just showed you, that paper copy of the Air Handler PM. This is it electronically, so you can see the Air Handler PM is the service, the asset is number six, it’s at property one. It’s opened from there, you can complete it or put it on hold, see the description what needs to happen, here’s the steps to take or the description of the problem.

Comments can be added under the comments section. Under details, you can add a sub-status, so maybe it’s waiting for parts. You can add in failure codes, lack of maintenance, defective part, broken belt, and run that meantime between failure report, asset down time report.

Labor allows the technician to either clock in and clock out on that or update their time spent at the end of that. Parts, you can see the filters on here, just click on it, updates the quantity used, or add any other parts onto the work order from your inventory. You can add in other costs, so anything other than labor or parts. You had to buy some material, they cost $25. You ran to supply store, put them on, then you just track that out here real time. If you have inspection points, that checklist shows up electronically, so then you can go through each point pass it, fail it, mark it unvisited. If you do fail an inspection point, you can create a corrective work order from the failed point.

Documents is a way to attach documents to work orders, set of instructions, a lock out tag out PDF, with some pictures that will show up over here in the mobile interface, or you can snap off an image and upload that back to the work order.

A couple other things and then I’ll move off to mobile piece. Out in the field, technicians can create a new work order. I have month-view, week-view, day-view. If you get into the bar code, then you can do the bar code search, scan that asset bar code, pull that onto the — basically opens up that asset information, shows any work orders related to it, quick little work order history, any open or requested work orders that need to be addressed. So that’s the mobile interface.

Here’s the other add-on. This is called MicroMain work request which allows unlimited users to submit a request from a webpage. So instead of calling, emailing, writing down a on a sticky note or on a work request form and handing it off to somebody and updating the system, users just fill this page down here. Bold fields are going to be required, they pick the asset, so Todd’s going to pick this off as 201, report an issue, just pick a service from the pick list, that is user-defined on your end, check the heat, and submit request.

You can have the system email one or several people that a request was submitted. That will create a requested work order right in the system over here, 12:43, check heat, here’s a description — blowing cold air. It’s at property one, building three, this office, 201, Todd Bell submitted it. There’s his phone number.

The other nice thing you can do with the request module, the requester can view the status of what was submitted, from their username password, see what’s been completed, maybe run a filter over here, just what’s in the requested state, here’s 12:34 that I just submitted.

So that’s the nuts and bolts of the CMMS software. You’re going to set up any asset you’re going to do scheduled or unscheduled work too, any parts inventory that you’ll do those repairs. There is a task you’ll set up, that’s your PMs or any other task you’re going to do, calendar-based, or meter-based. They’re going to show up and become work orders when their frequency comes due in the work order list along with any unscheduled work from the request page, or just a work order in, right into the system.

At the end of the day, you’re going to be able to run reports in the reporting module. We have over 500 standard reports. I have a couple few on the desktop right here. Parts needed for open work orders, completed work order by type graph and percentage. It’s kind of shrunk down. I’ll blow this one up a little bit. You see 70% of my work is on demand, so unscheduled, either from the request page or entering work orders right into the system versus scheduled work, preventive maintenance or routine. These are going to be inspections, fire door inspections, fire extinguisher inspections, building inspections, so most of my stuff is fighting fires, a lot of break down stuff going on.

So that concludes the presentation of the work order software. So here’s the installation solution checklist. We’ve covered questions in this webinar to ensure your search for the right software solution addresses important issues. So no IT burden, focus on maintenance operations, cloud-based access from any device, advanced data security, routine backups of your data, and then cost-effective pricing.

So are there any questions? If so just type them into the chat and then we’ll answer those. I see one on the mobile interface. What platform – is that Android, Apple? It works on any device, so browser-based devices, it’s not device specific. So we’ll work on the Apple platform, so the iPhone, the iPad Air, iPad Mini, Androids, really just depending on what device, it’s just going to a webpage. So if a device has a web browser, then you can access it. Some people are using those E-readers, it works on any of those. It just depends. Yeah, those are nice because they’re portable and you can get a rugged case to put on them. But I showed you the software on my web page, so might have a computer on the shop floor or a couple computers you can go up to and update those work orders also, but ideally smartphone or tablets going to be the more portable option.

So if anybody would like a more detailed presentation, we recommend contacting your account manager and they can go do a personalized one, so go down through and get into all the details of what you’re using, what specific questions or pain points you have now, and go through and cover every option, make sure the software is going to meet your needs. And any customers out there, if you have questions on functionality, definitely contact your customer account manager. They can get you pricing and do a presentation to show you any new features, how the software works.

Moderator: Okay Mark, it doesn’t look like we have any more questions. Thank you everybody for joining us on our webinar today. And tomorrow you’ll receive an email with a link to the recording. Thanks again.

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