What is CMMS?
A CMMS, or Computerized Maintenance Management System, is software designed to help organizations streamline maintenance operations.
As the name suggests, it tracks assets, schedules work orders, and manages inventory, making it easier to maintain equipment and facilities efficiently.
But that’s just scratching the surface.
As you read on, you’ll see how a CMMS goes beyond the basics, helping you turn maintenance into a strategic advantage for your business.
Types of CMMS software – On-premise vs Cloud-based CMMS
CMMS software is broadly classified into two types based on where it operates from —on-premise and cloud-based.
We have tried to highlight their differences, benefits, and suitability for modern facility management needs in this section.
| Feature | On-Premise CMMS | Cloud-Based CMMS |
|---|---|---|
Accessibility | Limited to specific locations, lacks flexibility for remote or mobile access | Accessible anytime, anywhere with internet access, supporting remote and mobile access (even offline access) |
Upfront Costs | High initial costs for setup, licensing, and hardware; ongoing costs for maintenance | Lower initial costs; often subscription-based with minimal hardware requirements |
Real-Time Data Integration | Generally limited, with slower updates and integration challenges | Supports real-time data integration, ideal for connected and flexible maintenance operations |
Scalability and Updates | Requires manual updates and is less scalable; scaling can be costly and time-consuming. | Automatic updates with flexible scalability, aligning well with evolving O&M and IoT integration needs |
Data Control | Data is stored locally; it offers higher control and customization over data storage and security | Data is hosted on remote servers; secure, but controlled by the provider |
What are the key functionalities performed by legacy CMMS software?
For many industries, CMMS software is more than a maintenance tool—it’s a strategic platform that drives operational efficiency and directly impacts success metrics.
Let’s explore the key functionalities that make it indispensable for operations and maintenance teams.
Asset management
Legacy CMMS provides basic asset tracking (model numbers, serials, purchase dates) but lacks real-time performance insights. This limits data-driven asset lifecycle decisions, leaving asset teams with only static information for planning.
Maintenance management
Conventional CMMS platforms support preventive maintenance scheduling, reducing breakdowns. However, they lack predictive capabilities and cross-departmental integration, often isolating maintenance teams and limiting unified workflow coordination.
Work order management
Legacy systems allow for basic work order creation and tracking. But they typically lack collaborative tools. So the work orders can be painfully slow to process, with limited visibility across teams. As a result, both technicians and facility managers are disconnected from the larger maintenance picture, leading to slower response times and operational inefficiencies.
Inventory management
Legacy CMMS handles basic inventory tracking, helping teams prevent stockouts and maintain parts availability. However, without integration with work orders, teams may overstock unnecessary items or miss critical parts. This lack of alignment with actual maintenance needs keeps inventory management reactive and limits the system’s ability to optimize resources efficiently.
Reporting and documentation
Reporting in legacy CMMS offers only basic, static reports on maintenance and asset history, with limited customization. These reports don’t support dynamic data-sharing across departments or systems, leaving leaders with isolated insights that fail to support strategic, coordinated planning.
But what’s the problem with legacy CMMS — Why have they become a gone case?
Legacy CMMS often feel like puzzles that never quite fit together.
A typical workday for a technician has them jump between five different apps just to complete one task.
And after all that hassle?
Scattered vendors, outdated records, unreliable data, and surprise costs. It’s a vicious cycle that drags response times, asset uptime, and tenant satisfaction down.
It is unsurprising that the era of legacy CMMS has clearly become a thing of the past.
It’s no wonder that 90 out of 140 facility managers now want to switch their CMMS, frustrated by outdated features, poor integration, and weak reporting.
Rajvel, CPO of Facilio, puts it best:
Case in point: Investa’s tech shift for operational sanity
Rajavel shares the example of Investa, one of Australia’s top commercial real estate firms, which struggled significantly with multiple disconnected solutions.
Investa's problems with their age-old legacy CMMS
Rigid contracts
Fixed contracts limited the number of buildings, making it difficult to scale up or down as needed.
Zero flexibility
Adding or removing properties was cumbersome and time-consuming.
No API support
The legacy software couldn’t integrate with other systems, creating operational silos and inefficiencies.
Investa's goals
To tackle these challenges and accelerate their path to success, Investa needed a unified CMMS software capable of breaking down the silos created by over a decade of fragmented systems.
- Streamline operations and eliminate manual tasks.
- Achieve portfolio-wide visibility.
- Enhance contractor engagement and vendor compliance
General Manager of Facilities Services of Investa
Facilio’s solution to Investa
Facilio’s Connected CMMS delivered a unified, scalable solution within 5 months.
Key transformations
- Centralized asset data and maintenance history.
- Seamless management of routines, tenant requests, and work orders.
- Integrated KPIs, SLAs, compliance, and financial management.
- Easy-to-use apps for tenants and technicians.
Business outcome
Investa gained the flexibility and integration capabilities their legacy CMMS lacked, paving the way for seamless, portfolio-wide operations.
Here’s a snapshot of Investa’s operations—before and after adopting Facilio. You can also read the full case study of Investa’s success story here ->
| Functionalities | Investa before Facilio | Investa after Facilio |
|---|---|---|
CMMS Contracts | Rigid contracts that couldn’t adapt to changes in the portfolio. | Scalable and flexible Connected CMMS accommodating portfolio dynamics. |
System Integrations | Disconnected systems without API support, making integration difficult. | Seamless integration through an API-first design, unifying all systems. |
Workflow Management | Fragmented workflows for asset management, maintenance, and compliance tracking. | Streamlined workflows covering maintenance, tenant requests, and incident management. |
Visibility and Coordination | Limited visibility and lack of coordination across properties. | Unified asset repository and real-time collaboration across teams and properties. |
Invoice Requests | Manual invoice requests causing delays and inefficiencies. | Automated invoice processing speeds up workflows and reduces manual effort. |
Invoice Requests | Manual approach to vendor selection, often inconsistent and time-consuming. | Automated vendor selection ensures compliance and streamlines contractor management. |
Your CMMS is so outdated –it's high time you upgrade.
Your CMMS is long overdue for an upgrade—it's time to take action.
Before we go on to explain more about it, take a look for yourself at the recent poll we conducted, the results of which speak volumes about your current state of affairs.
As you've likely noticed, it's clear that you need a better solution. Successful property operations depend on a strong technological backbone—one that only an advanced CMMS can provide to drive your business forward.
What is a Connected CMMS?
Connected CMMS is a modern, revolutionary approach to property operations that links systems, people, and processes in a seamless way.
It goes beyond just managing work orders and maintenance to automate tasks, improve stakeholder engagement, and boost efficiency—all within one platform.
For instance, instead of relying on multiple tools like email, spreadsheets, and separate systems, Connected CMMS consolidates workflows across property maintenance, vendor management, asset performanceand IoT data into a single, consolidated platform. This provides a unified view for large operations teams, streamlining processes and enhancing coordination.
People also read
Here’s Why We Built The First-Ever Connected CMMS - Rajvel Subramanian
What does a Connected CMMS do better than a regular CMMS?
While traditional CMMS systems focus on basic maintenance management, a Connected CMMS goes far beyond regular day-to-day affairs by integrating real-time data, automation, and collaboration across your entire organization. Here's how it outperforms its legacy counterpart.
Let’s compare Connected CMMS and Legacy CMMS head-to-head.
| Functionalities | Legacy CMMS Limitation | Connected CMMS Benefits |
|---|---|---|
Work Order Management & Scheduling | Manual tracking, limited visibility, and delayed task assignments. | |
Parts Inventory Management | Manual stock management and disconnected processes. | |
Asset Management | No predictive analysis, limited real-time data, and reactive maintenance. | |
Maintenance Management | Lack of automation and visibility, leading to unplanned downtime. | |
Inspection & Audit Readiness | Paper-based checklists, manual tracking, and risk of missing audits. | |
Compliance & Reporting | Limited visibility, delayed reporting, and potential compliance gaps. | |
Vendor Management | Manual vendor management and lack of real-time insights. | |
Service Request Management | Slow request processing and lack of streamlined communication. | |
Field Service Management | Disconnected workflows and delayed responses due to lack of coordination. |
Drag-and-drop scheduling, automated workflows, and real-time visibility for tasks.What Connected CMMS does that legacy CMMS can’t?
Let’s be clear—Connected CMMS isn’t just an upgrade; it’s a leap forward.
Unlike legacy systems, Facilio’s Connected CMMS overcomes the limitations of traditional software by offering advanced capabilities in key areas, transforming how property operations are managed and executed.
Here's how it goes beyond what legacy CMMS can do.
Easy integration with your existing systems
A Connected CMMS can integrate with your ERP, HR, and financial systems. This means all your data flows seamlessly between departments without any extra work.
Access anywhere with mobile and web support
With a Connected CMMS, you can manage work orders, assets, and inventory from your phone or computer, wherever you are. You get instant updates and can respond in real-time. Legacy CMMS, on the other hand, is usually stuck on desktops, making it harder for teams on the go to stay in the loop.
Smart user management for more control
A Connected CMMS offers Single Sign-On (SSO) and can handle unlimited users at the same time. You can track performance and make adjustments easily. Whereas legacy systems often have limits on how many users can be active, making it tough to scale and manage.
Automate tasks and get proactive insights
A Connected CMMS automatically routes work orders and gives you recommendations based on trends. It helps you stay ahead of issues and cut down on downtime. Legacy systems rely on manual work and lack smart automation, which leads to slower responses and more mistakes.
People also read
Top 25 benefits of a Connected CMMS
How to choose the best CMMS software (CMMS evaluation guide)
Here’s a checklist to help you compare and evaluate various CMMS software options. We have broken this down into six key steps that will guide your decision-making process.
In addition, you can also download a printable version of our CMMS evaluation guide. This will help you to easily identify and select the best CMMS software for your requirements.
Industry-Level Considerations
KEY CONSIDERATIONS
Assess the industry-specific needs your CMMS must address. Different industries have different challenges and requirements (e.g., retail vs healthcare).QUESTIONS TO ASK
- 1. What is the industry you work in (Retail, Healthcare, etc.)?
CHECKLIST
- Ensure CMMS accommodates industry-specific needs and regulations.
- Evaluate the flexibility and customizability of the solution.
Stakeholder-Level Considerations
KEY CONSIDERATIONS
Identify all stakeholders (internal and external) who will benefit from the CMMS and ensure the system can accommodate them.QUESTIONS TO ASK
- Who are the key stakeholders that need access to CMMS data?
- What roles need to be integrated (Facilities Managers, IT, Contractors)?
CHECKLIST
- Define key stakeholder roles.
- Ensure the system supports data sharing and collaboration.
- Verify the integration capabilities for all users.
Organizational Considerations
KEY CONSIDERATIONS
Consider the size of your organization, building ecosystem, systems, and processes in place, and how the CMMS will fit into your workflows.QUESTIONS TO ASK
- What processes need to be automated?
- How will the CMMS integrate with existing systems (ERP, HR, etc.)?
CHECKLIST
- Assess compatibility with existing systems.
- Confirm the scalability of the solution based on organizational growth.
Measuring ROI
KEY CONSIDERATIONS
Clearly define your ROI expectations before choosing a CMMS, linking business goals with relevant product features.QUESTIONS TO ASK
- What are your key business goals (Energy optimization, increased productivity, etc.)?
CHECKLIST
- Define must-have features aligned to business goals.
- Prioritize features that directly impact ROI.
- Calculate potential cost savings.
Validating Your Understanding
KEY CONSIDERATIONS
Shortlist 2-3 platforms and conduct discovery calls with sales teams to validate your understanding of features and capabilities.QUESTIONS TO ASK
- What are the limitations of each platform?
- Does the platform meet all the requirements outlined in previous steps?
CHECKLIST
- Schedule calls with shortlisted platforms.
- Prepare questions based on the previously defined criteria.
- Validate features and limitations.
Making a Choice
KEY CONSIDERATIONS
Once you have gathered all the data, use a side-by-side comparison of shortlisted platforms to make an informed decision. Consider both short-term and long-term needs.QUESTIONS TO ASK
- Does the solution solve immediate pain points and also support future growth?
CHECKLIST
- Create a comparison matrix of features and pricing.
- Review the long-term adaptability of the CMMS.
- Finalize the decision based on business needs.
CMMS implementation guide
Implementing a CMMS can be challenging—about 80% of CMMS implementations fall short of expectations.
Common reasons include inadequate planning, ineffective execution, and choosing a vendor that doesn’t align with your business needs.
To avoid these pitfalls, here’s a 10-step CMMS implementation plan, divided into pre-implementation, during-implementation, and post-implementation phases.
CMMS pricing - How much does it cost?
CMMS pricing varies based on factors like features, user count, and deployment type.
A basic cloud-based solution ranges from $30 to $150 per user/month, potentially reaching $4000/month for advanced features.
On the other hand, on-premise solutions and other advanced CMMS typically start with an annual fee of $10,000, plus implementation and support costs. Custom pricing applies to larger enterprises with specific needs.
What do you get when upgrading from legacy to connected CMMS?
Upgrading from a legacy CMMS to a connected system isn’t just a tech change—it’s a strategic move that drives ROI across your operations.
Here’s how a connected CMMS boosts your ROI
Cost savings and efficiency
Automate scheduling, reduce downtime, and cut labor and operational costs.
Better asset utilization
Use real-time data and predictive insights to prioritize and extend the life of critical assets.
Improved operational productivity
Streamline systems to reduce tool-switching and boost team productivity.
Enhanced compliance and risk management
Simplify compliance tracking and reduce audit risks, lowering potential legal costs.
Portfolio-wide impact
Optimize energy consumption and operational expenses across large-scale properties.
