The verdict in three sentences
For a plant with 450 assets, a well-deployed off-the-shelf CMMS is enough in 70% of cases and costs 3 to 5 times less in year one. Custom is justified when BRCGS requirements, cleaning plans, food-grade lubricant traceability and links to line PLCs go beyond what the package can configure. Either way, the return comes from 20 to 30% fewer unplanned stoppages, not from the software itself.
Off-the-shelf or custom: costed comparison
| Criterion | Off-the-shelf CMMS (SaaS) | Custom CMMS |
|---|---|---|
| Licence | EUR 40 to 120 per user per month | None, code owned by the plant |
| Deployment | EUR 10,000 to 25,000 | EUR 55,000 to 100,000 |
| Timeline | 2 to 4 months | 4 to 6 months |
| Year 1 cost (18 users) | EUR 18,600 to 51,000 | EUR 55,000 to 100,000 + maintenance |
| Years 2 to 5 cost | EUR 8,600 to 26,000 per year | Maintenance EUR 1,000 to 2,000 per month |
| Specific BRCGS requirements | Configuration, sometimes workarounds | Built in natively |
| PLC and meter integration | Limited standard connectors | Custom (OPC UA, Modbus) |
Rule of thumb: if more than 25% of your needs fall into the "workarounds" column, compare custom seriously over 5 years.
What a BRCGS audit expects from maintenance
BRCGS Food Safety Issue 9 requires a documented maintenance plan, control of work in production areas (tools, parts, cleaning after work), food-grade lubricants and traceability of corrective actions. An auditor will ask for work orders, line release after maintenance and evidence of preventive maintenance on critical equipment.
| Requirement | What the CMMS must produce | Configuration effort |
|---|---|---|
| Preventive maintenance plan | Routines per asset, frequencies, history | Low |
| Line release after work | Hygiene checklist signed off by QA | Medium |
| Food-grade lubricants | H1 reference per lubrication point | Medium |
| Foreign bodies | Inventory of parts and tools in and out | High |
| Instrument calibration | Due dates and certificates for probes and scales | Low |
| Corrective actions | Link between non-conformity, root cause, work order | Medium |
Where the ROI comes from
On 3 ready-meal lines, one hour of unplanned stoppage typically costs EUR 1,500 to 4,000 (lost output, scrapped materials, overtime). Moving to preventive cuts these stoppages by 20 to 30% after 12 months, provided technicians log their work on a tablet at the machine. Plan 3 to 5 days of training and a 4 to 6 week survey of the 450 assets (coding, criticality, critical spares).
Mini case study
Ciarán, maintenance manager at a ready-meals plant near Dublin, records 210 hours of unplanned stoppage a year at EUR 2,500 per hour: EUR 525,000 in losses. A well-deployed CMMS cuts these by 25%, or EUR 131,250 a year. Off-the-shelf option: EUR 18,000 deployment and 18 users at EUR 80 per month, EUR 35,280 in year one. Custom option with PLC integration: EUR 80,000 plus EUR 18,000 of annual maintenance. Both pay back in under a year; Ciarán picks the package and keeps EUR 20,000 for a specific PLC connector.
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FAQ
Is a CMMS enough to pass a BRCGS audit?
No, but it supplies 80% of the maintenance evidence requested. You also need written procedures and trained technicians, about 3 to 5 days of training.
How long does it take to code 450 assets?
Allow 4 to 6 weeks with a half-time technician. It is the most underestimated task and accounts for 15 to 20% of the deployment budget.
Does the package work without network on the shop floor?
Most mobile apps work offline and sync later. Check it in the demo, because 30% of chilled areas have weak Wi-Fi coverage.
Can the CMMS connect to line PLCs?
Yes, through OPC UA or Modbus, to trigger maintenance on actual running hours. Budget EUR 8,000 to 20,000 depending on the number of PLCs.
What annual budget after year one?
EUR 8,600 to 26,000 a year for an 18-user package, or EUR 12,000 to 24,000 of maintenance for custom.
Let's scope your project. Send us your asset count, technician headcount and BRCGS requirements: we compare package and custom over 5 years and price a 4 to 6 month roll-out. Detailed quote within 48 h. WhatsApp +221 77 596 93 33. Request a quote
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
