Implementing a computerized maintenance management system (CMMS) is one of the most expensive and rewarding projects your organization can undertake. It has direct impacts on team productivity, asset lifespan, ROI and more, so the benefits are definitely worth the price. That being said, you still want to be able to estimate the costs of your CMMS implementation. There are a range of potential costs to keep in mind. This article will lay out some of the costs to expect, avoid and prepare for.
Base Software Cost
The first cost to keep in mind is the base cost of the software. CMMS systems are priced on a wide range of factors — one of the most variable of any type of business software. Some come with per-user-per-month pricing, which basically gives you a single login and lets you access the system from a single screen at a time for each purchased license. Some, like FacilityONE, prefer a per building or per square foot pricing model that charges based on the size of the facility being managed rather than the number of users who will use it. Others charge a per-license cost.
Finding out the method of pricing will let you make a more accurate estimate of your final cost in advance so you don’t get any nasty surprises after the fact like hidden implementation and training costs. All companies price their platforms differently, and the only real way to get an accurate feel for the price of a system is to request a custom quote. The nice thing about this step is it’s nonbinding and totally free!
Expansions, Customizations and Integrations
Most pricing estimates you’ll find online say “starting at” a certain price, and that’s because the price changes rapidly when you start adding any customizations or expansions to the base system. Customizations can include industry-specific offerings — for example, a nuclear power plant likely won’t be able to use a basic CMMS to record maintenance and track hazardous materials through their facility. They need a niche module to make their unique job easier.
Additionally, some systems only offer the seemingly robust features mentioned in demos if users buy expanded modules or integrate the system with another platform from the same vendor. That being said, if extensive customization is necessary to meet your unique needs, don’t shy away from it. One of the main reasons people under-adopt or adopt incompletely is that the system doesn’t offer everything users actually need to use. CMMS is an investment, and cutting corners and costs isn’t always the best way to save money in the long term.
Implementation
This is a cost that catches many people off guard. While most organizations offer some amount of employee training in the base cost, implementation guidance and further training resources are often billed as an extra cost. Do your employees want training videos? Do you want an on-site implementation coach? Do you want customer support after you’ve implemented to clarify issues and questions?
Not many companies offer turnkey implementation packages rolled into their base price at no additional cost. Many of these offerings will cost you, so determining what you want to utilize beforehand in order to gauge the eventual cost is key to avoid surprise costs.
Final Word: ROI vs Cost
One important thing to keep in mind is that no matter what CMMS you choose, it should give you return on investment. Every good thing comes at a price, so weighing the potential benefits versus the costs is key to determining what to spend extra cash on and what to forego.
You don’t want to end up being too thrifty and ending up with a bare-bones CMMS that can barely do what you need it too, but you also don’t want a sprawling system with all the bells and whistles that will bankrupt your organization. Think happy medium!
If you are looking for a cost-effective but powerful CMMS, request a demo from FacilityONE today to get started!
