Web-based CMMS vs. locally-resident CMMS

A number of recent CMMS introductions have included off-the-shelf, low cost, web-based packages. On the surface these packages would seem to provide additional flexibility to the maintenance department by allowing remote logon to the CMMS from any location with internet access. However, as existing locally hosted CMMS can already be accessed remotely, and new pocket maintenance systems allow for web-based work orders to be generated and communicated via mobile phone or PDA, the real benefits of a web-based CMMS remain unclear.

To explain further, a Web-based CMMS can only be accessed via an internet browser. Essentially the CMMS supplier acts as an ASP (Application Service Provider), holding and supporting all your CMMS data remotely on their servers.

the upsides of a web-based cmms software include:

• Easy remote access to the CMMS from anywhere with access to the internet
• Administrating the system and server (updates, maintenance, backup etc.) become the responsibility of the ASP
• Initial set-up and implementation is fast, and capital expenditure costs are minimal

the downsides of web-based cmms software include:

• Increased business risk - potentially losing control of your data should the ASP suffer catastrophic data loss or even business closure
• Slower response times - bandwidth issues can arise as the local request is submitted via your internet connection to the server on the other end, which then has to poll the CMMS database before getting back to you again via your internet connection.
• Reliability issues - may creep in when you're relying on electronic data transmission via the internet for your mission critical data.
• More complex operating environment - if the system goes down will you know who to call? It may be a problem with your ASP and their CMMS, or potentially an issue to do with your internet connection, there again your internet connection may be fine but there's a fault in the transport layer provided by your phone/cable company. With a locally-hosted CMMS there's no finger pointing should anything go wrong.
• More limited system functionality - unlike a resident CMMS, the design and implementation of the web-based CMMS can be restricted by the need for a more limited database, bandwidth and other response-based constraints.

Contact Idhammar if you would like further information and advice on the CMMS software options available to you and your organisation.