Choosing the right cloud facilities management software

Cloud facilities management software is an important evolutions for the industry since the 70’s. The rise of super apps for facilities management is inevitable even in facilities management. The cloud infrastructure and services enable many businesses to scale their technology cheaper than before.

Let’s break down what are the options for cloud facilities management software, how they work, and why they’re essential, whether you’re in Malaysia, and the South East Asian countries.

Cloud facilities management software

What does cloud software means?

Cloud software refers to applications and services that run on remote servers accessed via the internet, rather than on local computers or servers within an organisation’s physical premises. Users can access these applications through web browsers or dedicated client software.

In cloud computing, the provider manages the infrastructure, including hardware maintenance, security updates, and technical support, allowing organisations to focus on using the software rather than maintaining it. For example, the software is hosted on well-known cloud providers such as AWS (Amazon Web Services), Microsoft Azure, Google Cloud, or Alibaba Cloud.

Cloud software vs on-premise software

The opposite of cloud software is on-premise software. On-premise software refers to applications and systems that are installed, hosted, and operated on computers or servers physically located within an organisation’s own facilities. This traditional approach to software deployment gives organisations direct control over their IT infrastructure and data.

With on-premise solutions, the organisation purchases perpetual software licenses and is responsible for the entire system environment, including:

• Installing and configuring the software on local hardware
• Maintaining and upgrading the physical servers and equipment
• Managing security protocols and data protection
• Implementing system updates and patches
• Ensuring backup and disaster recovery procedures
• Providing technical support and troubleshooting

On-premise software typically requires a dedicated IT team to manage the infrastructure and often involves higher initial capital expenditure, but offers complete control over data security, customisation, and system performance. This approach may be preferred in situations where regulatory compliance, data sovereignty, or specific security requirements demand keeping systems and data within organisational boundaries.

Comparing cloud software and on-premise software

Here’s a comparison between cloud software and on-premise solutions:

Aspect	Cloud Software	On-Premise Software
Location	Hosted on remote servers accessed via internet	Installed on organisation’s local servers/computers
Initial Cost	Lower upfront costs, subscription-based pricing	Higher initial investment for hardware and software licenses
Maintenance	Provider handles updates, security patches, and infrastructure	Organisation is responsible for all maintenance and updates
Accessibility	Available anywhere with internet connection	Typically accessible only on-site or through VPN
Scalability	Easily scaled up or down as needed	Scaling requires purchasing additional hardware/licenses
Security	Provider implements security measures, but data travels over internet	Organisation has complete control over security, data stays within premises
Reliability	Depends on internet connection and provider’s uptime	Depends on local infrastructure reliability
Control	Less direct control over infrastructure	Full control over all aspects of the system
Implementation	Faster deployment, minimal hardware setup	Longer implementation timeframe
Updates	Automatic updates managed by provider	Updates require IT staff time and planning

Facilities management software

Think of Facilities Management Software as your all-in-one command centre for everything related to your physical space. It’s a broad term that encompasses various tools to help you manage buildings, equipment, and resources efficiently. This can include:

• Space Management: Optimising how you use your space.
• Maintenance Management: Tracking and scheduling maintenance tasks.
• Asset Management: Keeping tabs on your equipment and their condition.
• Energy Management: Monitoring and reducing energy consumption.

For small businesses and school FM companies, whether you’re a small business owner in Kuala Lumpur or a school administrator in Dubai, effective facilities management is crucial.

It can mean maximising resources and minimising downtime. For schools, it’s about creating a safe and functional learning environment. Facilities Management Software can help both by:

• Reducing costs: By preventing breakdowns and optimising maintenance schedules.
• Improving efficiency: By automating tasks and providing real-time data.
• Enhancing safety: By ensuring regular inspections and maintenance.

Being hosted on Cloud means the software is hosted on cloud service such as AWS, Azure, Google, instead of users’ owned server or on-premise.

What is CMMS?

Now, let’s zoom in on a core component of many facilities management software solutions: the CMMS. CMMS stands for Computerised Maintenance Management System. It’s specifically designed to streamline maintenance operations. This is one of the legacy system that has been well-known and evolved in the industry.

What is CMMS used for?

A CMMS is your digital assistant for all things maintenance. The terms “CMMS program” and “CMMS software” are often used interchangeably. They refer to the software application itself.

Whether it’s a cloud based (SaaS CMMS) or on-premise solution, the core functionality remains the same. (More and more organisation choose cloud based facilities management software due to unlimited benefits and value). It helps you:

• Track assets: Keep a record of all your equipment, their location, and maintenance history.
• Schedule maintenance: Create preventive maintenance schedules to avoid breakdowns.
• Manage work orders: Assign tasks to technicians, track their progress, and record completion.
• Manage inventory: Keep track of spare parts and supplies.
• Generate reports: Get insights into maintenance costs, equipment performance, and more.

Who Uses CMMS?

CMMS is used by a wide range of organisations, including:

• Manufacturing plants: To keep production lines running smoothly.
• Hospitals: To ensure critical equipment is always operational.
• Hotels: To maintain guest rooms and facilities.
• Property management companies: To manage maintenance across multiple properties.
• Schools and universities: To maintain buildings and grounds.
• Small and Medium companies.

How CMMS Works?

A CMMS typically works like this:

1. Asset Information: You input information about your assets into the system.
2. Maintenance Schedules: You create preventive maintenance schedules based on time, usage, or other factors.
3. Work Orders: When maintenance is needed, the system generates work orders.
4. Task Assignment: These work orders are assigned to technicians.
5. Tracking and Completion: Technicians update the work order status as they complete tasks.
6. Reporting and Analysis: The system generates reports on maintenance activities.

Why is CMMS important?

CMMS is important because it helps organisations:

• Reduce downtime: By preventing equipment failures.
• Extend asset life: By ensuring regular maintenance.
• Improve efficiency: By streamlining maintenance processes.
• Reduce costs: By optimising maintenance schedules and inventory.
• Improve safety: By ensuring regular inspections and maintenance.

Comparing the cloud facilities management software

We did a comprehensive review on this topic here. These terms are closely related. Here’s a quick breakdown:

Aspect	CMMS	CAFM	EAM	IWMS	FMS
Primary Focus	Maintenance	Facility Management	Asset Lifecycle	Workplace Management	Facility Operations
Scope	Maintenance Operations	Buildings & Spaces	Entire Organisation	Entire Workplace	Buildings & Spaces
Relationship	Core component of CAFM, EAM, IWMS	Included in IWMS, often overlaps with FMS	Included in IWMS	Encompasses CAFM, EAM, and more	Often overlaps with CAFM

Choosing the right cloud facilities management software

When choosing a facilities management software, consider your specific needs and budget. Look for a solution that is:

• User-friendly: Easy to learn, use and minimise the onboarding time – user interface and user experience is an important part of the software
• Useful features: Users must be able to use at least 80% of the features for their daily task
• Scalable: Able to grow with your organisation.
• Integrable: Able to integrate with other systems you use.
• Supported: Backed by reliable customer support with in depth industry knowledge

Whether you’re in Malaysia, the USA, or the Middle East, implementing a CMMS or cloud based Facilities Management Software like FOX can significantly improve your operations. It’s an investment that pays off by reducing costs, improving efficiency, and ensuring the smooth running of your organisation.