Cloud-Based vs. On-premise Facility Management
Software: What Should You Choose?

A successful facility management software system is dependent on the system you choose and the level that it aligns with that system. Different organizations value different security features and customizations, so choosing between cloud-based and on-premise depends on the needs of your business. Facility management software includes many features for managing assets, maintenance, work orders, inventory, energy, utilities, vendors, projects, visitors, and more.

The Modern Choice: Cloud-based FMS

Cloud-based facility management uses cloud computing to equip users with remote access to data and systems, encouraging real-time monitoring. The ability to check on your facilities is important for businesses that must be notified instantly of any changes from anywhere. Remote facility management is now a standard for many companies, especially since we are in an age where we expect instant access.

Automatic Updates and Maintenance

Organizations that adopt a cloud-based system enjoy automatic updates and a streamlined maintenance process without the difficulties of added installations. It makes it a frictionless experience for the user and reduces the IT department’s workload as they do not have to establish and maintain an enterprise or facility management solution. This responsibility is shifted to the service provider, allowing the facility operations team to benefit from the latest features without the traditional costs and obstacles of legacy enterprise space management software.

Integration with Other Cloud-Based Systems

Integration with ERP, CRM, and IoT is critical in achieving a comprehensive view of facility data. It makes tracking assets, managing maintenance, and optimizing space utilization easier. Integration with ERP systems makes it easier to track expenses, integration with a CRM enables a more personalized approach as facility managers track customer preferences, and integration with IoT allows managers to monitor and manage building systems with real-time data insights for improved efficiency and cost savings.

Remote Access and Scalability

It is common for facility managers to be in their field during work hours and unable to access their office where they can view the facility management system. However, with a cloud-based system, managers can access the software from any mobile device, which means from any location. As long as there is a stable connection, facility personnel can manage the building operations with a close eye.

Which Industries Benefit from Cloud-Based FMS?

Cloud-based FMS works well within industries that require remote access, including retail, hospitality, real estate, education, and healthcare for non-sensitive functions.

The Traditional Choice: On-Premise FMS

On-premise means that data is stored within the company’s own facilities or data center. Why might a business want an on-premise system? While it cannot be accessed from anywhere, it gives businesses control over their own data, hardware, and software configurations. This is important for industries with sensitive data, such as healthcare, government and defense, finance, and manufacturing.

Control and Customization

Hosting and maintaining your own data ensures full control over the system. This level of control allows businesses to customize to the nichest degree. Organizations in highly regulated industries must use an on-premise model because of compliance and regulations.

Offline Access

Even though on-premise systems cannot be accessed from anywhere, they do not have to rely on an internet connection for functionality. Organizations can implement their own controls and security measures with self-hosted facility management software.

Cloud-Based vs. On-Premise

What is in Store for the Future of FMS?

Many organizations are making the transition to a cloud-based model because of its lower upfront costs, scalability, and quick implementation. It encourages more collaboration with real-time data sharing, enabling better decision-making. However, there is a third option that many organizations are opting into. Hybrid facility management software offers the best of both systems, combining cloud and on premise capabilities. They are designed for organizations that have a combination of on-site and remote workers, allowing for a more flexible and efficient way to manage facilities.

Making the Right Choice for Your Business

At the end of the data, there isn’t a wrong choice, just a better choice for your business. Refer to the table above to determine what factors are most important to your business. Evaluate your business needs to identify which systems might be the best fit. Business size, industry, budget, and IT infrastructure are factors to consider.

Still having trouble deciding? Not sure who to turn to with your journey or transition? Consult with Chetu’s expert team, as we provide end-to-end solutions, from consultation to implementation and monitoring.