When preparing to purchase an equipment maintenance software system, you might feel overwhelmed. That's understandable, as there many options out there, and comparing their endless lists of features can become a challenge. One decision you can make before you start is whether you prefer a hosted software program, which means paying monthly hosting fees, or a client-server option, which means that you buy your own server to host the software.
Benefits of hosted equipment maintenance software
Many businesses are turning to so-called "Software as a Service" (SaaS) options because they take a great deal of stress away from your company. You don't have to worry about server maintenance or downtime, and you won't be paying for more than you need. Furthermore, you can upgrade to more capacity whenever you need it, rather than having to go out and make another large investment in hardware.
Furthermore, there are numerous intangible benefits of choosing hosted equipment maintenance software. For example, many vendors offer free training and maintenance when you go with their hosted packages, which means that if something goes wrong, you don't have to come up with a bundle of cash. You can also add specialized packages, such as HVAC maintenance software or machine maintenance software, without undue financial penalty.
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Benefits of client-server systems
The other major option you have with equipment maintenance software is to go with the client-server option, which is more common in larger companies where diversity and range are priorities. You'll have more complete control over the implementation of the system, so the security and availability is entirely dependent on your IT staff's expertise.
You'll also find that some client-server equipment maintenance software has more functionality and detailed customization options. For example, if you have very specific requirements around work order formatting and routing, cable tracking, invoice generation, or charge back accounting, you may find a client-server system a better choice.
However, you should know that the initial investment for client-server equipment maintenance software will be significantly more expensive than the hosted option, and may require more money spent on maintenance since you don't have a vendor handling it for you. Training may be more expensive, but you've also got a more permanent system. Over time, the total cost for a hosted system can easily surpass your up-front investment and maintenance costs. This is an excellent choice for businesses that have reached maximum capacity and are unlikely to change significantly in the coming years.
Functionality
Regardless of the hosting option you chose, make sure the equipment maintenance software program you choose is sufficient to handle all of your business operations. Asset management, preventive maintenance, reporting, graphing, parts allocation, labor cost adjustments and condition monitoring might all be required for your business, and the EMS you choose should fulfill those needs. Additionally, make sure you investigate thoroughly with regard to price, including the cost of training and implementation.
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