How do you budget and plan for the maintenance and upgrade of your BMS software?

1 Assess your current system

The first step is to evaluate the current state of your BMS software and identify any gaps, issues, or opportunities for improvement. You can use a BMS audit or a performance benchmarking tool to assess your system's functionality, reliability, and compatibility with your hardware and network. You should also review your system's documentation, warranties, and support contracts to determine what services and updates are covered and what are not.

2 Define your goals and priorities

The next step is to define your goals and priorities for your BMS software maintenance and upgrade. What are the main drivers and benefits of maintaining and upgrading your system? For example, you may want to enhance your energy efficiency, security, compliance, or occupant satisfaction. You should also prioritize your needs and wants based on the urgency, impact, and feasibility of each option. For example, you may need to fix a critical bug or vulnerability as soon as possible, but you may want to wait for a new feature or integration that is not essential or compatible with your current system.

3 Estimate your costs and benefits

The third step is to estimate the costs and benefits of your BMS software maintenance and upgrade. You should consider both the direct and indirect costs and benefits of each option. Direct costs include the fees for software licenses, updates, support, and installation. Indirect costs include the downtime, disruption, and training required for the system change. Direct benefits include the savings, revenue, or performance improvement from the system enhancement. Indirect benefits include the customer satisfaction, reputation, or competitive advantage from the system innovation.

4 Compare your options and alternatives

The fourth step is to compare your options and alternatives for your BMS software maintenance and upgrade. You should evaluate the pros and cons of each option based on your goals, priorities, costs, and benefits. You should also consider the availability, compatibility, and quality of different software vendors, products, and features. You can use a BMS software comparison tool or a request for proposal (RFP) process to compare and contrast different software solutions and providers.

5 Create your budget and plan

The fifth step is to create your budget and plan for your BMS software maintenance and upgrade. You should allocate sufficient funds and resources for your chosen option and ensure that it aligns with your overall facility budget and plan. You should also schedule your system change in advance and coordinate with your software vendor, staff, and stakeholders to ensure a smooth and successful transition. You should also monitor and evaluate your system performance and feedback after the change and make any necessary adjustments or improvements.

6 Maintain your system and update your plan

The sixth step is to maintain your system and update your plan for your BMS software maintenance and upgrade. You should perform regular checks and tests on your system to ensure its functionality, reliability, and security. You should also keep track of any changes or updates in your software vendor, product, or feature and how they affect your system performance and needs. You should also review and revise your budget and plan periodically to reflect any changes or opportunities for further enhancement.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?