Two types of CMMS software are available with their own sets of features and benefits. Let's find out which one is right for you.

1. Types of CMMS Software – Which One is
Suitable for Your Needs?
There are two types of CMMS software: on-premise and cloud-based.
The option you choose will have a significant impact on your business. In
recent years, companies thrive to keep a challenging pace with the
industry and economic trends. To maintain a competitive edge, business
owners need to find ways to increase efficiency mindfully. A
computerized maintenance management system(CMMS) is a solution
that constantly helps companies to meet their objectives.
The CMMS market is also keeping pace with the increasing number of
available vendors and the product line they offer. For those new to
maintenance management systems, CMMS is described as highly

2. sophisticated software that utilizes data to overview the maintenance
operation with the status of each piece of equipment. In terms of
functionality, CMMS offers the ability to track work orders, schedule
maintenance, generate reports, and provide preventive maintenance.
Although there are many CMMS products available in the market, the
key difference is based on the way in which the software is deployed.
Based on these criteria, the two types of CMMS systems are formed,
“on-premise” and “cloud-based”.
Types of CMMS software
On-premise CMMS software
An on-premise CMMS software is an in-house system that handles
maintenance and inventory management that runs via a physical server
located on-site. You typically pay upfront for the installation of the
software and are responsible for setting up firewalls and IT infrastructure
on your own servers. It also requires additional costs for software
upgrades or the purchase of newly added software. This type of CMMS
system was used before the arrival of high-speed internet and CMMS
software-as-a-service products.
Cloud-based CMMS software
Unlike on-premise CMMS software, a cloud-based CMMS is managed
by the provider itself; they run on the servers owned by the software
provider. Cloud-based CMMS is sometimes referred to as web-based
CMMS. With this software, new updates happen automatically. You get
all the new features of the software without installing a new version. And

3. the hosted infrastructure is managed by the provider. With on-premise,
the new updates should be installed by yourself with additional
expenses. Businesses can get this model from the CMMS provider with
a time-based subscription plan. With cloud-based CMMS businesses
can focus more on the core responsibilities while avoiding the need to
recruit additional IT staff to manage the software.
On-Premise vs Cloud-Based CMMS –
Comparison
When deciding between both types of CMMS software on-premise and
cloud-based, the following are the pros and cons you should consider,
Security
The security of the system depends upon the integrity of security
measures and the consistency adhered to by the end user. Cloud-based
CMMS systems have advanced data encryption that will be updated
over time as required. With the web-based CMMS, third-party data
centers are used to ensure the customer’s data security.
Vendors providing cloud-based CMMS will run frequent tests to check
the vulnerability that the customer data is not accessible by others. While
the on-premise may be quite vulnerable compared to the cloud-based
because it may be accessed by global hacking threats but they rely on
the security software purchased by the company as well as the in-house
employees and the vigilance of system users. With cloud-based type,
firewalls, security upgrades, maintenance, and antivirus software are
provided by the vendor, but with on-premise type, these things should be
manually managed.

4. Accessibility
On-premise type can be installed and configured on the company
network and the software is accessible within the facility. This limits the
maintenance management activities done on the field, which makes
information and work order status inconsistent. In contrast, cloud-based
CMMS software application allows the team to track, manage and
respond from anywhere, and on any device with the help of an internet
connection. Without the need of going to the office, this saves time and
helps to increase productivity.
Mobile access
One of the most alluring features of web-based CMMS software is the
ability to interact with other devices, such as tablets and mobile phones,
as well as camera and scanner plug-in tools. When taken as a whole,
these elements improve the maintenance system by enhancing its
functionality and enabling on-site maintenance management tasks.
Instead of using paper and pen systems, updating the program from a
PC, or with mobile access allowed personnel to access their mobile
CMMS software while fixing or doing preventative maintenance on
equipment. When it is implemented properly, there are significant
efficiencies realized.
Short implementation times
Getting everything and running an on-premise solution with your team’s
help takes a lot of time and energy. While web-based CMMS software is
done in a short implementation time and you can put more energy into
maintenance management instead of software implementation.

5. CMMS costs
Cost plays a significant role in the decision-making process when
making any significant purchase. Knowing the upfront and ongoing
expenses of the CMMS systems is essential, especially when choosing
between on-premises and cloud-based systems. On-premise platforms
often have three times the yearly licensing rate of web-based systems,
starting with the up-front fees. There are no additional system fees,
therefore this amount is a one-time payment. On the other hand, a
cloud-based system has a reduced initial cost, but over time, the
long-term expenditures related to licensing fees are higher i.e., the
maintenance department would pay an annual subscription/license price.
On-premise CMMS platform needs hardware, firewalls, antivirus
software, and an IT staff member to maintain and manage various parts
of the system’s operation. It includes installation, data entry, updating,
security, and employee training. While in cloud-based CMMS extra
expenditures are not necessary for software updates, system upgrades,
security, tech support, as well as training for in-house data input and
employee onboarding. Everything is included in yearly license fees,
except on-site inventory audits and staff onboarding. On-premise
systems give CMMS buyers complete control, but cloud-based systems
rely on continuous vendor relationships to maintain data availability.
Convenience
The key advantage of on-premise CMMS is that they give businesses
complete control and system customization. These CMMS software
characteristics could be crucial for companies that are expanding, going
through a transition, or that don’t exactly fulfill the criteria for cloud-based
solutions. On the other hand, employees may utilize cloud-based

6. systems without any prior technical knowledge other than the ability to
click or tap a device, which is recognized to be user-friendly.
Advantages and Disadvantages of
On-Premise CMMS
On-premise software boasts the following advantages:
● Dedicated staff for maintenance and support
● Get control over the data and system within the company
network
● Critical data is stored and handled internally
● Large companies with strict regulations prefer on-premise
software because it gives more control over their data and
process.

7. ● On-premise software has broader customization and can
integrate with other systems.
● Although the cost is higher, on-premise software pays well over
time.
Disadvantages of on-premise CMMS software are:
● This type takes longer implementation time.
● Implementing on-premise software is complex with its installation
and configuration needs.
● The company is responsible for the IT infrastructure to run the
software with ensured resource availability.
● The upfront costs of on-premise are higher
● The cost to set up the infrastructure is high
● Configuring, testing, purchasing, and implementing the server
costs more than the CMMS software price.
● On-premise CMMS is costly and time-consuming for maintaining
and upgrading.
● For any updates in the software, maintenance teams will be
responsible for implementing those updates.
● In this type, additional charges are applied for upgrades and
features. If your team doesn’t have the required skill set, an
additional cost of external hiring may be required.
Advantages and Disadvantages of
Cloud-based CMMS
Advantages of cloud-based CMMS software:
● The total cost of ownership and upfront costs are low compared
to on-premise

8. ● Infrastructure requirements not required
● Software license costs do not apply to cloud-based
● Can access the CMMS system at any time and anywhere
● Best for start-ups and SMBs that don’t have more capital and IT
resources, or technical experts
● More security advantages with cloud-based systems
● Less likely to be affected by viruses because of no local data and
regular security updates.
● Increased reliability and availability by hosting with multiple
servers
● The application, server, and network are monitored 24/7, 365
days a year.
● Automatic data backups- Backed up continuously without
manual coordination and synchronization
● Information is stored off-site to prevent unexpected disasters in
different locations.
● More flexible and scalable- The software is scaled according to
the needs and timeline. You can start from low to high as you
grow.
Disadvantages of cloud-based CMMS software:
● Need high speed and stable internet connection
● If the connection is not secure and fast the software will
experience difficulties in working
● Customization is not available
● More security precautions are needed for the cloud-based type
● Changing back end process is not possible
● Limited within the cloud solution since it is built for a variety of
industries
● Since it is not hosted with an intranet, additional work needs to
be done to ensure the security parameters.

9. On-Premise CMMS is Great for
Companies With:
Mission-critical equipment: Internet connectivity is not a barrier to
accessing maintenance information for mission-critical equipment.
Needs for condition monitoring: Businesses can utilize their networked
equipment to start condition-based maintenance (CM) or predictive
maintenance (PM) work orders when it is set appropriately.
Customization requirements: On-premise CMMS gives the company
more control and is easier to interface with other systems.
Strict compliance requirements: Custom security solutions can secure
auditing data more effectively.
Cloud-based CMMS is Suited for
Companies With:
Limited IT resources: There is nothing to install with cloud-based
maintenance software. All configuration, data security, and product
upgrades are managed by the CMMS provider.
Mobile accessibility requirements: Any internet-connected mobile device,
such as smartphones and tablets, can access cloud-based CMMS
software.

10. Non-sensitive maintenance data: Cloud storage is a good choice if no
special data security measures are required. Vendors promise data
security and availability.
Which is Better: Cloud-based vs
On-Premise CMMS Systems?
Despite the differences between the two types of CMMS software
on-premise and cloud-based, both are focused on streamlining
maintenance management and impact the company on how it performs
and manages its operations. The answer depends on the needs of
finance, security, and technical suitability. Before deciding between
on-premise and cloud, carefully consider the advantages and
disadvantages of both types. Don’t just simply look at the costs, consider
the factors including customization, security, compliance, and control.
After the decision between the types of CMMS systems, business
owners need to thoroughly investigate the CMMS suppliers and their
offerings. They should also analyze each vendor according to their
demands, corporate goals, staff resources, and budget. Although the
trend is toward web-based CMMS, on-premise solutions are still an
excellent choice. Having a selection of system platforms just increases
the alternatives available.
View Source:
https://www.fieldcircle.com/articles/types-of-cmms-software/