10 Key Considerations When Evaluating CMMS Software

The right facilities management software can deliver an impressive ROI of up to 250% or more.

When searching for the perfect solution, it’s important to not only consider what you need right now, but also what you might need in the future. You’ll come across various types of software—CMMS, CAFM, EAM, and others—each evolving with the latest tech and digital trends.

Today’s modern solutions understand the need for connectivity, moving beyond the old siloed systems. Let’s dive into some essential features of effective facilities management software and see how they drive real business benefits.

Can the software support unique workflows with automation?

Facilities management software solutions that support unique workflows with automation can significantly reduce time spent on repetitive tasks. Facilities management teams manage a broad range of tasks: ranging from tedious but important on-demand repairs, to sophisticated preventive maintenance programs. Multi-trade projects such as store construction or location re-configuration projects are a part of the dynamic portfolio of FM responsibilities. Even saving (10) minutes per work order by automating approval workflow and invoicing compliance checks can add up to 20% – 30% costs savings across a multitude of work orders.

The facilities management system should support the workflow and communications capabilities on a range of devices, including a mobile device, a desktop device, or laptop/tablet device.

Additionally, communications and automation that can be extended to partners outside of the business, like the service providers and in-house maintenance team members who perform the work, are critical to achieving the desired outcomes.

Does it support digital RFP automation and support?

To support the work orders across various trades and complexities, platforms should support digital RFP automation and support based on the business’s underlying business requirements.

Facilities managers can use the platform to easily send a Request for Proposal (RFP) to one or more contractors, monitor RFP status, and quickly accept or sign contracts. Significant time is saved, and compliance is enhanced, through effective proposal management.

Compliance factors related to pricing, vendor performance against contractual KPIs, and outcome-based business metrics such as reduced time to respond or repair can all be more effectively managed.

Does it facilitate online submission of contractor invoices and incorporate automated compliance checks?

Modern facility management software allows the business’s teams to submit contractor invoices online easily. Compliance adherence based on specific business requirements (by trade, vendor, or location) can be incorporated into work order management processes and enhance the efficiency and compliance of vendor invoices through automation of the workflow.

This automated invoice workflow assures that only compliant invoices are forwarded through the workflow to accounting teams – saving time (and money) for everyone involved. Businesses and their facilities teams can efficiently manage contractual obligations even when processing thousands to tens of thousands of work orders per month.

Automated compliance checks can include validation of contracted rates and applicable sales taxes, any specific terms and approvals required by the trades or locations involved, line-item based coding for G/L processing, and even require audit requirements like standard checklists or images to be attached are met. Finally, integration with applicable third-party accounting systems eliminates swivel chair data entry from system to system.

Can the software provide automated preventive maintenance scheduling and offer detailed reporting on asset performance?

Assets, from refrigeration units in a grocery store to beautifully branded displays in retail shops, must be in optimal working condition. Facility professionals need solutions that support smart preventive maintenance programs and proactive scheduling to keep these assets running smoothly.

These programs help maintain the health of a wide range of assets across various locations.

Key features of modern facilities management software include:

• Automated scheduling for submitting work orders
• Tracking work status
• Invoicing for completed work
• Meeting regulatory and compliance requirements

Additionally, rich and granular data supported by reporting and analysis tools empower facilities leaders to identify trends related to:

• Manufacturer
• Location
• Parts used
• Vendors engaged
• Regions

By recognizing trends in asset degradation through preventive maintenance, organizations can save significant money and make informed decisions about whether to repair or replace assets.

Can it automate and standardize communications across multiple channels to enhance collaboration among teams?

Getting the work associated with multi-location enterprises completed requires a community of individuals from inside and outside of the enterprise to be successful.

Through automation and standardization of communications built into the workflow platform, facilities teams can achieve even greater efficiency and meet consistent standards for on-time, on budget, and within quality specifications outcomes.

Communications options should be flexible and adaptable based on roles and types of messaging across a range of channels from SMS to IVR to mobile applications and emails.

Does this software facilitate cross-department collaboration and integrate seamlessly with existing systems?

Facilities management outcomes are never achieved in isolation.

More and more, facilities managers are tapping into technology solutions that enhance collaboration across various functions. For example:

• Invoice Processing: Technology can ensure that the finance team only receives invoices after all compliance criteria are met, streamlining the approval process.
• Legal Collaboration: Working with legal teams to establish a consistent process for managing slip-and-fall incidents can help mitigate liability risks for the company.
• Construction Projects: Collaborating with construction teams to seamlessly launch new locations is essential for operational success.

The technology platform you choose should be flexible and feature modern integration capabilities. This allows you to enhance processes between teams and easily connect with other internal systems.

Can it support interdependent project management and help coordinate multiple trades effectively?

Facility management professionals are increasingly finding ways to enhance efficiency and effectiveness by fostering stronger interdependencies between projects.

Software solutions designed for facilities management can support these collaborative efforts, leading to significant savings and improved outcomes.

Sample scenarios include:

1. A straightforward project might involve coordinating multiple trades, like plumbers, contractors, and janitorial services, to address a toilet leak.
2. On the other hand, more intricate projects may require seamless collaboration across various trades to rapidly launch an e-commerce distribution warehouse.

By effectively tracking and managing budgets for these projects—sometimes spanning multiple fiscal years—organizations can ensure greater predictability in accounting and future project planning.

Additionally, preventive maintenance visits can uncover hidden issues, such as leaks, which may then require the expertise of carpenters or other tradespeople to resolve.

Does this software integrate with newer technology like asset tagging and IoT technologies to enhance asset management and maintenance?

Numerous technologies are emerging that can significantly boost the efficiency and effectiveness of facilities management, such as:

Asset Tagging Integration

One standout example is asset tagging integration. This involves tagging assets with QR or NFC codes, which can be easily scanned by smartphones or handheld devices. These tags link to databases that provide technicians in the field and engineering teams at headquarters with critical asset data.

Asset tagging enhances the accuracy, consistency, and granularity of information related to key assets. For facilities management software, being future-ready means incorporating and utilizing this type of data to optimize asset management as your business evolves.

The Internet of Things (IoT)

Beyond asset tagging, the Internet of Things (IoT) is becoming an integral part of facilities management solutions. IoT technology offers significant potential for managing highvalue assets, as disruptions can cost businesses millions in lost revenue.

With machine-to-machine messaging alerts, IoT provides a powerful, automated interface for executing preventive maintenance on critical assets. To fully leverage IoT analytics, facilities management solutions must have a robust and scalable modern platform.

Is this software built on a solid SaaS architecture that supports scalability and adaptability for future needs?

When choosing solutions that will support your business, what’s under the hood matters. With cloud-based SaaS solutions, the responsibility for availability and feature robustness lies with the software provider, not your IT team. However, it’s crucial to remember that not all SaaS solutions are created equal.

Select a Provider with Facilities Management Expertise

Taking care of your built environment is mission-critical for your business. Therefore, it’s essential to partner with a provider that understands the intricacies of facilities management. A purpose-built, well-architected solution can scale to accommodate new technologies and evolving requirements without causing significant disruptions to your operations.

Evaluate Platform Architecture and Performance

Elements like effective database and system design contribute to greater uptime, scalability, and flexibility. Be cautious of solutions that have merely been repurposed from older premise-based systems into SaaS formats. If not designed properly, these solutions can be unreliable and inflexible, forcing you into inconvenient workarounds.

Ensure that the platform you’re considering was natively designed as a SaaS solution. It’s important to ask questions about its historical performance and availability. While every provider may promise new features, understanding the pace of enhancements and how the feature release processes will impact your use of the platform is vital.

As for Fexa, you can check out information about our solution’s architecture here.

Can I easily access my data without relying on costly professional services? Who benefits from that data?

There’s a lot of discussion— and for good reason— about how data drives real value in facilities management software. Your data should be readily accessible, enabling you to leverage it for planning and ongoing operational improvements.

Self-Service Access

Ideally, you should have easy, self-service access to your information without the burden of time-consuming and costly professional services. This allows you to make informed decisions quickly, enhancing your operational efficiency.

Who Benefits from the Data?

Data is a currency in its own right, so it’s essential to know who benefits from it— you or the software provider? Clarity about how your information will be used and shared by the solution provider is vital.

Data Transparency

Make sure you understand the provider’s policies regarding data access and usage. This transparency will help you protect your valuable insights while ensuring you maximize the benefits of your facilities management software.

Conclusion

With so many solutions available in today’s market, it’s crucial to understand the key features of modern facilities management software when making your evaluation. Look beyond the attributes discussed and consider the various business models these solutions operate under.

While there’s no definitive “right” or “wrong” model, transparency is essential. Ensure you understand the software provider’s motivations behind their offerings. For instance, if they facilitate connections to service providers through their platform, ask yourself how they might benefit financially from this arrangement. Are the promised savings guaranteed, or are they merely suggested? Additionally, be aware of any hidden costs that may ultimately affect you.

Many basic solutions have been around for years, often retrofitted to address new challenges. Partnering with a provider who deeply understands the current demands of facilities management, as well as future possibilities, can provide the confidence and value you need today while preventing costly transitions later.

Remember, not all technology is created equal. Stay diligent in evaluating whether the technology can scale to meet your evolving needs, ensuring you achieve the desired outcomes and a strong return on investment for your business.

Learn more about Fexa.