Facilities management software for buildings, from PPM and cleaning to Bomba renewals

Facilities management software for owners, managing agents and FM contractors that tracks every lift, fire system, ACMV unit and switchboard, every cleaning round, every DOSH and Bomba deadline, and every occupant complaint until it is closed.

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Updated 15 Oct 2026

FieldEx scheduling board on desktop with a technician's inspection checklist open on the mobile app, as used by facilities management teams

FieldEx brings field service management and a computerised maintenance management system (CMMS) together for Malaysian building owners, managing agents and facilities management (FM) contractors. It keeps every building asset on record, runs planned preventive maintenance (PPM), cleaning and statutory inspections to schedule, turns occupant complaints into tracked jobs, and holds the certificates DOSH, Bomba and JKR auditors ask to see.

What FieldEx does for building owners and FM contractors

Running a Malaysian building means answering to several regulators at once: DOSH for lifts and air quality, Bomba for fire safety, Suruhanjaya Tenaga for electrical and gas installations, and the Strata Management Act or JKR procedures depending on who owns it. FieldEx puts all of that on the building's own asset records, so the PPM, the complaint and the certificate for each lift or pump sit together. Book a demo to see it on your own buildings.

Every building and its plant on record

One site per building or development, with its address, map pin, contacts, service zone and the assets, jobs and PPM plans under it.
One asset per lift, escalator, fire pump, hose reel, ACMV unit, chiller, switchboard and genset, with specs, photos, serial numbers, warranty and attached drawings.
Parent and component levels, such as a lift and its controller, motor and doors, each with its own history, in asset management.
A printed QR or barcode sticker for each asset, plus a log of every edit with the user and time.

PPM that runs itself

Asset PPM and site PPM plans that raise the jobs automatically, with separate checklists and technicians for monthly, quarterly and yearly visits.
Triggers by date, by meter reading such as genset running hours, or whichever comes first.
A fixed calendar or a schedule counted from the last completed visit, with missed PPM rescheduled after a set overdue period. Fixed calendar dates apply to time-based plans.
One plan across many buildings, picking up new assets that fit its criteria, in preventive maintenance.

DOSH, Bomba and ST deadlines

Recurring certifications and inspections per asset type on standard or custom frequencies, such as a 15-month lift CF, with the certifying authority recorded.
Each record shown as due, overdue or done, with reminders by email, in the app or both.
Who did it, on which date, what they found and any remarks, plus a copy of the CF or service report, through compliance documentation.
A dashboard of what is overdue, what falls due in the next 7 days and what was completed in the last 7 days.

Occupant complaints and breakdowns

A QR code for each building that opens a complaint form without logging in, with location, description, contact number and photos or video.
A branded customer portal for owners, JMBs and tenants to raise requests, request a visit date and see where each job stands, in the customer portal.
Each complaint arriving as a job in the backlog, time-stamped and ready to assign.
Response and fix targets per client, counted in working hours, with a warning before a target is missed and a flag when it is.

Technicians, contractors and van stock

Jobs assigned by skill, availability, shift, leave, service zone and live location, with a drag-and-drop scheduler for the exceptions, in scheduling and dispatch.
The FieldEx mobile app in English, Bahasa Malaysia and Chinese, with the asset's history, its checklist, number fields for readings, watermarked photos and the client's signature.
Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.
Spare parts in each store and each technician's van stock, with transfers, reorder alerts and a history of every part used, in spare parts inventory.

Cleaning rounds and deep cleans

Daily cleaning rounds and frequent checks, such as hourly toilet rounds in malls and offices, set up as recurring jobs.
Toilet, lobby and food court checklists filled in on the phone, with photos attached to the job.
Water tank, carpet, facade and kitchen exhaust cleaning on separate cycles for each block or building.

Contracts, job sheets and reports

Maintenance contracts with start and end dates, linked to the assets and PPM plans they cover.
A job sheet PDF for every finished job with the equipment, fault, fix, parts and prices, time on site, photos and the client's sign-off.
Reports on asset reliability, maintenance cost and age, and on PPM done against PPM scheduled, exported or emailed on a timetable, in reporting and analytics.
Cleaning contractors given their buildings and rounds, with every finished job recorded against the site.

Contracts, reports and records

Service contracts with start and end dates, linked to the assets and maintenance plans they cover.
Completion PDFs with the equipment, fault and resolution, parts with quantities and prices, check-in and check-out times, attachments and the customer's signature, emailed with a record of when each was sent.
Reports on asset reliability, maintenance cost, utilization and age, and on jobs, inspections and sites, exported or emailed on a schedule, in reporting and analytics.

How often must a lift be serviced, and how long is the DOSH certificate of fitness valid?

The Occupational Safety and Health (Plant Requiring Certificate of Fitness) Regulations 2024, P.U.(A) 99/2024, in force from 1 June 2024, set a 15-month validity for a certificate of fitness (CF; for lifting machinery, previously known as the PMA) for lifts, other lifting machinery, pressure vessels and boilers, counted from the date of inspection. Lift owners must have a maintenance agreement of at least one year with a competent person, and the lift must be serviced and adjusted at least once a month. The Department of Occupational Safety and Health (DOSH, or JKKP) now aligns a lift's CF with its maintenance contract period, up to 15 months, and a lift without a valid CF must not be operated.

JKR's lift guidance describes the same rhythm in practice: monthly maintenance and a full inspection every 3 months by a competent lift person.

What FieldEx does about it

The CF as a 15-month certification: each lift carries its CF as a recurring certification with a custom 15-month frequency, the inspecting authority, the result and the certificate attached.
Monthly servicing and quarterly inspections: one PPM plan for the lift runs the monthly service and the three-monthly full inspection, each with its own checklist.
The contract and the CF together: the lift maintenance agreement is a contract with start and end dates, linked to the lifts and PPM plans it covers, so the contract end and the CF date can be checked side by side.
Reminders before the lift stops: they go out ahead of the CF expiry, so the inspection is booked before the lift has to be taken out of service.

What lift maintenance records does a building owner have to keep?

The 2024 certificate of fitness regulations require employers to keep maintenance records for plant that needs a CF, covering the condition of safety devices, any damage, repairs and alterations. For lifts, escalators and walkalators, the maintenance report must be kept on the premises where the equipment is installed. JKR's lift FAQ lists the records an owner holds: the Second Schedule inspection records, the DOSH inspection logbook and the monthly lift maintenance records.

City rules can be stricter. In New York City, the Department of Buildings requires elevators to be inspected and tested twice a year. Defects found on a periodic inspection or a Category 1 or Category 5 test must be corrected within 90 days, and an Affirmation of Correction filed within 14 days of the correction.

What FieldEx does about it

Every visit on the lift's record: monthly service jobs, breakdown repairs, parts replaced and inspections stay on that lift's asset record, with the date, technician and result.
Safety-device checks as checklist answers: the monthly checklist records the condition of each safety device, and a failed answer raises the repair job straight away.
Reports on site, on demand: the building manager can download the lift's job sheets and maintenance history at any time, from the web or the customer portal.
The lift's own history: every service visit, examination, repair and part replaced stays on the lift's record, with its controller and doors as components.

Which buildings need a Perakuan Bomba, and when is it renewed?

Under section 28 of the Fire Services Act 1988, every designated premises needs a fire certificate (Perakuan Bomba), renewable every year. Jabatan Bomba dan Penyelamat Malaysia (JBPM) gives the thresholds by use: for offices, a building becomes designated premises when it is more than 30 metres high or has a total floor area above 10,000 square metres. The certificate is valid for one year, and the renewal application (Form III) must be filed at least 30 days before it expires.

Weekly: test the fire detection and warning system and manual call points, following the manufacturer's or installer's instructions, and run fire pumps and standby diesel engines for 30 minutes.
Monthly: check emergency lighting, and check that fire doors close correctly and their frames and seals are intact.
Six-monthly: a competent person tests and maintains the fire alarm system.

For a managing agent with several buildings, each certificate has its own expiry date, and each one depends on every fire system in that building being in working order.

What FieldEx does about it

One fire certificate per building: set the Perakuan Bomba up as a yearly certification on the building's main fire asset or panel, with reminders timed so the Form III goes in well ahead of the 30-day cut-off.
The systems behind it on PPM: sprinklers, hose reels, hydrants, fire alarm panels and extinguishers each run on their own inspection schedule.
A portfolio view: the dashboard and reports show every building's certificate status, filtered by service zone or client.
One calendar for the building: the dashboard calendar shows overdue, open and completed fire safety work alongside the building's other maintenance.

How often should fire protection systems and extinguishers be serviced, and by whom?

Public-sector contracts set the pace. A Selangor state government tender specification for fire protection maintenance requires the contractor to inspect and maintain the complete fire protection system once a month, and to attend emergencies within 30 minutes of the report or call. For extinguishers, Bomba requires maintenance to follow the mandatory Malaysian Standard MS 1539 Part 4:2004, carried out by competent persons and contractors registered on its Electronic Fire Extinguisher Inspection System (eFEIS). Approved units carry a barcode sticker that replaces the old H13 certificate.

Across a portfolio that is hundreds of units, each on three or four clocks at once.

What FieldEx does about it

Monthly system checks on a plan: the full fire protection system's monthly inspection runs as a site PPM plan with its own checklist for each system.
A 30-minute response, measured: a service-level agreement on the contract's business hours times each emergency from the call to attendance, with at-risk and violation alerts.
Each extinguisher scanned: every unit is an asset with a QR label; the technician scans it, answers the checklist and records the result on the phone.
Registered technicians only: extinguisher and fire system jobs can require their matching skill, so they reach the right people.

How often must ACMV systems be inspected and cleaned under the DOSH indoor air quality code?

DOSH's Industry Code of Practice on Indoor Air Quality 2010 (ICOP IAQ) asks for the building and its air-conditioning and mechanical ventilation (ACMV) system to be inspected at least every 6 months, with fans, dampers, coils and condensate pipes cleaned at least every 6 months. Condensate trays are cleaned at least monthly, and the system is checked and adjusted after its first year and at least every 2 years after that. Records must show when each piece of maintenance was done and what it was. DOSH's 2025 FAQ adds that the code sets no frequency for IAQ assessments; a yearly assessment is good practice only.

These are readings, not ticks: the record has to show the temperature, the outlet and the date.

What FieldEx does about it

Each ACMV unit on its own plan: air handling units, fan coil units and ducting run on PPM plans with the six-monthly cleaning, the monthly tray clean and the two-yearly check as separate visits.
Exactly what was done, and when: each job records the date, the technician, the checklist answers and photos, which is the record the code asks for.
Readings entered on site: number fields on the job capture temperatures and other readings against the unit.
Lab results attached: sample results and certificates are attached to the completed inspection record.

What must building management do when occupants complain about air quality?

The ICOP IAQ requires the building owner or management to set up a complaint procedure, investigate each complaint and prepare a report without delay. Where a valid complaint has no obvious cause, a DOSH-registered IAQ assessor carries out an assessment and submits the report within one month. If the air quality is found unacceptable, management must start corrective measures within one month of receiving that report.

The time limits run from dates the building manager has to be able to prove.

What FieldEx does about it

Every complaint logged: occupants report through the building's QR code or the customer portal, and each complaint becomes a time-stamped job.
Investigation and fix as steps: the job can hold ordered tasks for investigation, the assessor's visit and corrective work, each with its own owner and dates.
Reports attached: the assessor's report and the corrective-action evidence are attached to the job or the ACMV asset.
A one-month clock: a service-level agreement with stages can track the time from report to corrective action, with alerts before it runs out.

How often must the electrical competent person visit a building's installation?

Regulation 67 of the Electricity Regulations 1994 sets the minimum visits by an electrical competent person, such as a chargeman or electrical supervisor. An installation up to 600 V supplied through switchgear of 100 A or more needs at least one inspection visit a month. Installations above 600 V and up to 11 kV need at least two visits a month, and above 11 kV up to 132 kV at least four. Public entertainment premises need at least two visits a month.

What FieldEx does about it

Visits on the right frequency: each switchroom or substation gets a PPM plan for its monthly, twice-monthly or weekly competent-person visits.
Chargeman jobs to chargemen: the visit's job type requires its matching skill, so it is offered only to competent persons holding it.
Readings and findings recorded: the visit's checklist and number fields capture readings and defects, and a defect raises its repair job.
History on the generator: every test, service and part replaced is kept on the generator's asset record.

How often must a building's gas installation be checked and certified?

Suruhanjaya Tenaga's guide to the Gas Supply Act and Regulations says domestic gas installations must be checked, tested and certified by a competent person every 3 years, and other gas installations every 2 years. The licensee must draw up a comprehensive maintenance programme for the installation, with the work done by or under a competent person.

What FieldEx does about it

A two-year or three-year certification: each gas installation carries its certification as a recurring record with the right frequency and reminders.
The maintenance programme as a plan: the routine checks in between run on their own PPM plan and checklist.
The certificate on file: the competent person's certificate is attached to the completed record.

What maintenance does a JMB or MC have to fund and carry out?

Under the Strata Management Act 2013, the joint management body (JMB) must properly maintain and manage the building and common property and keep it in good and serviceable repair (section 21), and the management corporation (MC) carries the same duty once formed (section 59). Sinking fund contributions are set at 10% of the maintenance charges, and the maintenance account can pay for periodic inspections of the building, electrical wiring and water tanks. The Strata Management (Maintenance and Management) Regulations 2015 by-laws also require the MC to keep common-property fixtures, lifts, installations and equipment in good, serviceable repair, and to renew or upgrade them where needed.

Whatever the source of the deadline, the landlord needs to show when the report came in, when someone attended and when the work was finished.

What FieldEx does about it

Common property as assets: lifts, pumps, water tanks, switchboards and fire systems on the common property sit under the development's site, each with its own history and PPM.
Costs visible per asset: reports on maintenance cost and age per asset help the committee plan renewals from the sinking fund.
The committee kept informed: the JMB or MC sees equipment, upcoming asset maintenance and job reports through the customer portal.
Proof of attendance: check-in and check-out times, photos and the work done are recorded on the job and shown on its completion PDF.

How quickly must an inter-floor leak be inspected and fixed?

The Strata Management (Maintenance and Management) Regulations 2015 set the timeline for inter-floor leaks (kebocoran antara tingkat). On receiving a notice, the JMB, MC or managing agent must inspect as soon as practicable, and in any case within 7 days. An inspection certificate stating the cause and the responsible party must be issued within 5 days of finishing the inspection. The responsible parcel owner then fixes the leak within 7 days of receiving Form 28; a leak from common property is fixed by the JMB or MC within 7 days of Form 28.

What FieldEx does about it

The notice as a job: a resident's report through the portal or QR form opens a time-stamped job with photos of the damage.
Each deadline as a stage: a service-level agreement with stages for inspection, certificate and repair alerts the managing agent before each of the 7-day, 5-day and 7-day limits is missed.
Evidence with the job: photos, the inspection findings and the certificate are attached to the job and shown on its job sheet PDF.

What PPM and complaint targets does JKR use for government buildings?

JKR's operation and maintenance guidelines (Garis Panduan Pengurusan Operasi dan Penyenggaraan, GPOP) give example key performance indicators: 99% of preventive inspections done on schedule, reactive work kept to 20-30% of the total, and a backlog of four to 6 weeks. Response time runs from receiving a complaint to on-site verification by maintenance staff or the contractor, with the target set in the service-level agreement. JKR's maintenance performance handbook, TPPA (2021), measures PPM as PPM completed against PPM scheduled, weighted at 0.20, alongside complaints responded to and closed within the agreed service level.

Retention periods vary by record. HSE says legionella records are kept while current and for at least 2 years after, and monitoring records for at least 5 years.

What FieldEx does about it

PPM done against PPM scheduled: reports compare completed and scheduled PPM jobs by building, period or contractor.
Reactive versus planned: jobs carry their type, so reports show the split between breakdown and planned work.
Complaint response from report to site: service-level agreements time each complaint from creation to attendance and closure, against the contract's business hours.
Reports when asked: inspection and job data can be reported by building, asset type or period and exported on demand.

What does an asset register for a government building need under JKR procedures?

JKR's asset registration procedure (JKR.PK(O).06D) gives each asset a unique premises number (No. DPA) and a specific asset number (DAK), and requires the asset database to be complete, accurate and current, in digital or printed form. Under Chapter D of the Tatacara Pengurusan Aset Tak Alih (TPATA), annual operation and maintenance plans are prepared for each building or infrastructure asset.

Kitchen use (TR19 Grease)	Cooking hours a day	Clean at least every
Heavy	12 to 16	3 months
Moderate	6 to 12	6 months
Light	2 to 6	12 months

Source: KICS, Commercial Kitchen TR19 Cleaning FAQs; Craven Cooling, Commercial Kitchen Extraction Regulations Explained (2026).

The calendar is only the start. TR19 Grease works to measured grease: when the mean deposit inside the duct reaches 200 microns, the system needs cleaning whatever the date. Cooking method, grease output and the results of cleanliness tests can all shorten the interval, which makes each kitchen's record of past readings the thing that sets its next clean.

What FieldEx does about it

Your numbering, kept: each asset holds its identifiers, so JKR premises and asset numbers can be recorded alongside FieldEx's own reference. Extra identifier fields can be renamed to your terms, such as JKR No. DPA.
A register you can export: the asset list can be filtered by building, type, status or zone and exported for submission.
An annual plan per building: site and asset PPM plans with start and end dates lay out each year's maintenance.
Intervals that follow the readings: when readings show grease building up faster, the frequency on that system is shortened.

Who has to clean a high-rise building's water tanks, and how often?

In strata buildings it falls to the joint management body (JMB) or management corporation (MC). Selangor's housing committee chairman told The Star in May 2024 that under the Strata Management Act 2013 (Act 757) JMBs and MCs are responsible for managing and maintaining common property, which may include water storage tanks, and that they must appoint a certified contractor and have tanks sterilised before they go back into use. SPAN told the paper that the Water Services Industry Act 2006 (Act 655) doesn't cover tank cleaning for private assets.

No fixed national interval was found. A Kuala Lumpur JMB member quoted in the same article said tanks should ideally be checked every 12 months, and DBKL said it cleans, inspects and maintains the tanks at its 64 PPR housing projects every six months.

Agree the round frequency for each washroom with the client, from hourly in busy sites to daily in quiet ones.
FieldEx raises each round as a job for a named cleaner or contractor.
The cleaner completes the washroom checklist on the phone.
Anything broken or out of stock becomes a repair or restocking job.

Who (The Star, 13 May 2024)	Practice reported
DBKL, 64 PPR housing projects	Tanks cleaned and inspected every six months
Kuala Lumpur condominium JMB member	Checking ideally every 12 months
Selangor state housing committee	JMB or MC appoints a certified contractor; tanks sterilised before use

What FieldEx does about it

Every tank on record: each roof and suction tank is an asset under its block, with a six- or 12-month cleaning cycle and reminders.
The contractor's visit as a job: the cleaning contractor is assigned the job, and its checklist covers draining, scrubbing, sterilising and refilling, and photos are attached to the job.
Complaints that start a job: a resident scanning the block's QR code to report murky water creates a job for the management office.
History for the AGM: the JMB or MC sees each tank's past cleans and job reports in the customer portal.

How often should kitchen exhaust hoods and ducts in malls and hotels be cleaned?

No Malaysian rule setting a cleaning interval for commercial kitchen exhaust was found, so food court, hotel and restaurant operators often follow the UK specification TR19 Grease (international). It ties the interval to how long the kitchen cooks each day, and treats a measured grease layer of 200 microns inside the duct as the point at which cleaning is due, even before the scheduled date.

Daily cooking (TR19 Grease, UK)	Typical premises	Interval
Over 12 hours	Hotels, 24-hour food courts	Quarterly
6 to 12 hours	Most restaurants	Twice a year
Under 6 hours	Office pantries, cafés	Yearly

Source: Craven Cooling, Commercial Kitchen Extraction Regulations Explained (2026); KICS, TR19 cleaning FAQs.

Heavy frying, wok cooking and long horizontal duct runs collect grease faster, so a contractor's own readings from earlier cleans are the best guide to the next date.

What FieldEx does about it

Each hood and duct with its own interval: quarterly, twice-yearly or yearly cleaning set per kitchen and tenant.
Readings kept per clean: grease thickness can be entered in number fields on the custom job form, so the history shows how fast each duct fouls.
Report for the tenant and the mall: photos and the job report go to the client in the portal after every clean.

Customer story

Royal Facilities Management runs facilities maintenance across commercial and residential properties in Oman on FieldEx. Its story describes QR codes at each site for work requests and equipment-malfunction reports, automatic maintenance reminders and work orders, and mobile checklists for maintenance visits.

Read the Royal Facilities Management story

DKSM, a Malaysian mechanical, electrical and plumbing (MEP) and fire safety contractor, runs compliance scheduling and inventory tracking for 300+ client sites on FieldEx. Its story describes maintenance reminders and work orders created for each account's schedule, with parts logged on team leads' phones.

Read the DKSM story

Questions Malaysian building managers ask about FieldEx

Which facilities management software suits Malaysian buildings?

One that holds every building's assets, runs PPM, tracks DOSH, Bomba and Suruhanjaya Tenaga deadlines, takes complaints and keeps the certificates. FieldEx does all of this in one system, with a mobile app in English, Bahasa Malaysia and Chinese. See our guide to CMMS software.

Can FieldEx remind us before a lift CF or Bomba certificate expires?

Yes. Each certificate is a recurring certification on the asset or building, with a custom frequency such as 15 months, due and overdue status, and reminders by email, in the app or both.

Can occupants lodge complaints without logging in?

Yes. A QR code for each building opens a complaint form with photos or video, and the complaint becomes a job in the backlog.

Can FieldEx report PPM completion for a JKR contract?

Yes. Reports compare PPM completed with PPM scheduled by building and period, and service-level agreement data shows complaint response and closure times.

Can one system handle several buildings and clients?

Yes. Each building is a site under its client, PPM plans can cover many sites, and access can be limited so each team or client sees only its own records.

Can the JMB see what work has been done on common property?

Yes. Through the branded customer portal, the committee sees equipment with last-serviced dates, upcoming asset maintenance, job status and downloadable job sheets.

Can technicians use the app in Bahasa Malaysia?

Yes. The FieldEx mobile app runs in English, Bahasa Malaysia and Chinese. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Can we track spare parts across buildings and vans?

Yes. Each store and each technician's van stock is tracked, with transfers, reorder alerts and a history of every part used on each job.

Can FieldEx track genset running hours for PPM?

Yes. Meter readings on the genset build a history, and its PPM plan can trigger on running hours, on the calendar or on whichever comes first.

Can FieldEx schedule toilet rounds for our cleaning crew?

Yes. Toilet rounds can repeat every hour, several times a day or daily, each assigned to a cleaner with a checklist and photos on the phone.

Can we track water tank cleaning for every block?

Yes. Each tank is an asset under its block, with its cleaning cycle, the contractor's job reports and reminders before the next clean.

How soon can our buildings be running on FieldEx?

Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer. There is no setup fee: setup, data upload and training come with the subscription, and FieldEx onboards customers in person in Malaysia as well as online. See FieldEx implementation in Malaysia.

What does it take to get FieldEx running across our buildings?

Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer. Setup, data upload and training are included in the subscription, with no setup fee. Buildings, asset registers, checklists and report templates can be uploaded. FieldEx helps with setup, and training is included. See FieldEx implementation.

Put every building's PPM, cleaning, certificates and complaints in one place

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