Multi-site operations software for companies with branches in several states, agencies with many premises and contractors serving many buildings: one planned preventive maintenance (PPM) standard, each premises' own records, and a regional view of what is late.
FieldEx brings field service management and a computerised maintenance management system (CMMS) together for Malaysian organisations that look after many branches, premises or buildings. Every premises has its own assets, contacts and service zone, one PPM plan runs across all of them, each building takes complaints through its own QR code, and reports show progress by branch, state or region.
A company with branches from Johor Bahru to Kota Kinabalu answers to Bomba, the Department of Occupational Safety and Health (DOSH) and Suruhanjaya Tenaga at every one of them, premises by premises. FieldEx keeps each premises as its own site, with its own certificates, PPM and complaints, and rolls them up so head office and each regional team see the same picture. Book a demo to see your own branches in it.
Every branch that is designated premises does. Section 28 of the Fire Services Act 1988 (Act 341) says every designated premises requires a fire certificate, renewable annually. Under section 29(4), before a certificate is issued, the Director General has the premises inspected and must be satisfied that adequate fire-fighting equipment and fire safety installations are in place and working. So a company with eight designated branches holds eight certificates, each with its own expiry date and its own inspection.
The Fire Services (Fire Certificate) (Amendment) Regulations 2020, P.U.(A) 290/2020, require each designated premises to set up a fire safety organisation of one fire safety manager and at least three fire safety officers. Under regulation 6E(1)(f), the organisation must ensure that all fire-fighting equipment, fire safety installations and the fire command centre are maintained and remain in good condition. It must also run a fire drill at least once a year, train occupants at least yearly, and provide the latest Fire Safety Report for the certificate renewal. The Fire Services Act sets a fine of up to RM50,000, up to 5 years' imprisonment or both for failing to set up the organisation.
In a portfolio, that means a named owner per site and a way for head office to see that every one of them is keeping up.
Only with the Energy Commission's permission. Suruhanjaya Tenaga's guide to applying for a competent person to handle more than one installation (May 2025) explains that, under regulation 63(3) of the Electricity Regulations 1994, a competent person may not register their certificate with more than one employer or installation without the Commission's written permission. Where permission covers electrical and solar installations, one competent person may handle no more than 3 electrical and 3 solar installations. Applications must include a location plan or Google Maps view showing the distances between the installations, and the competent person must be present when the premises are in use.
Section 15(2)(a) of the Occupational Safety and Health Act 1994 (Act 514, reprint as at 1 June 2024) requires employers to provide and maintain plant and systems of work that are, so far as is practicable, safe and without risks to health. Section 15(2)(d) extends the duty to every place of work under the employer's control, which must be maintained in a condition that is safe and without risks to health. For a company with many branches, every one of those workplaces is covered.
The weekly test is usually done by site staff, the annual one by a contractor; both need to land on the same record.
Section 18(1) of OSHA 1994 places duties on an occupier of non-domestic premises made available to people who are not their employees as a place of work. The occupier must keep the premises, the means of access and exit, and any plant or substance in the premises or provided for use there, safe and without risks to health. A building owner hosting tenants' staff and maintenance contractors carries that duty at every building.
Across a portfolio, the question is less where each site keeps its log book than whether head office can produce any site's records on the day they are asked for.
Premises by premises, and 5 years ahead. The Tatacara Pengurusan Aset Tak Alih Kerajaan (TPATA) Induk, Versi 2.0 (2021), requires an asset management operations plan and budget to be prepared every year, covering up to 5 years, for each premises, and requires assets to operate to the agreed service level (Tahap Perkhidmatan Yang Dipersetujui, ASL). JKR's Garis Panduan Pengukuran Tahap Prestasi Penyenggaraan Aset (TPPA), Edisi 2021, then measures each agency on PPM carried out against PPM scheduled.
For an agency or concessionaire with hundreds of premises, the plan only works if each premises' PPM and service levels can be read separately and added up.
Use one published schedule as the floor. JKR's Government Building Scheduled Maintenance Guidelines (GBSMG, Rev. 01, February 2019) say the schedules and frequencies they set are a minimum guide for each component, system, asset and premises. GBSMG also fixes when the longer tasks fall: the yearly (Y), 2-yearly (2Y) and 5-yearly (5Y) schedules are carried out at the 6th, 18th and 60th month respectively.
With one minimum applied the same way everywhere, a building in Penang and one in Kuching are maintained to the same standard and their results can be compared.
At each building. The Occupational Safety and Health (Plant Requiring Certificate of Fitness) Regulations 2024, in force from 1 June 2024, require maintenance records for every lift, covering the condition of its safety devices, any damage, repairs and alterations, and the maintenance report must be kept on the premises where the lift is installed. A lift without a valid certificate of fitness from the Department of Occupational Safety and Health (DOSH) must not be operated.
So a central filing room at head office doesn't satisfy the rule; each building needs its own lifts' records to hand.
In one register, with each complaint tied to its premises. JKR's work process JKR.PK(O)07 (January 2018) sets the flow: receive and record the complaint, register it, verify and investigate, assign it to in-house maintenance or the facilities management (FM) contract, then update the complaint register and the mySPATA database. JKR's client charter commits to acknowledging complaints within 1 to 3 days and responding within 7 days, and JKR.PK(O)07 gives an example target of a response within 15 minutes for urgent (segera) breakdowns.
So a critical site may register every pump and panel down to its components, while a small branch registers its main plant only.
A large American facility services company with a regional presence in Singapore runs its field teams across many buildings on one FieldEx system. Before FieldEx, service requests were emailed to field teams by hand and managers had no live view; now more than 100 technicians and contractors work from one schedule, maintenance is grouped by equipment type and location, and every job ends with a digital checklist and a PDF report.
Chubb, an integrated security provider, runs security operations from 18 branches across Malaysia on FieldEx. Its story describes a central dashboard of active, pending and completed jobs, tasks assigned automatically by skill, availability and location, SLA reminders to avoid penalties, and jobs that can't be closed until every SOP step is done, with a 50% increase in daily completed tasks.
One that keeps each branch as its own premises, runs one PPM standard across all of them, takes complaints by building and reports by region. FieldEx does this in one system, with a mobile app in English, Bahasa Malaysia and Chinese. See our guide to CMMS software.
Yes. Each premises carries its own yearly certification, with its own due date, reminders and the certificate attached.
Yes. The company hierarchy limits each manager to their own records, while head office sees every branch.
Yes. FieldEx creates a QR code for every premises, and complaints made through it arrive as jobs with the premises filled in.
Yes. A site PPM plan can cover many premises, and asset PPM plans add matching assets automatically, including at new branches.
Yes. Each subcontractor can be its own group, receiving only the jobs and premises assigned to it, and completing them on the mobile app.
Yes. Parts and equipment transfer between stores, branches and technicians' van stock, with approvals by zone and a full movement history.
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.
