Changing your maintenance system should not reset a single planned preventive maintenance (PPM) visit or certificate of fitness (CF) date. Upload your equipment list, component details, PPM schedules and service history, and FieldEx continues from the last job your team completed.
FieldEx is field service management and maintenance management (CMMS) in one system. Malaysian teams moving from another CMMS upload their equipment, component structure, PPM schedules with last service dates, meter readings and past jobs. Certificate of fitness and inspection dates carry over, the app works in English, Bahasa Malaysia and Chinese, and data can be hosted in Malaysia.
Companies usually leave a CMMS for familiar reasons. Technicians won't use the app, PPM jobs must be pushed by hand, or reports for clients take days. FieldEx starts with your existing records, then builds the schedules around them.
Malaysian law accepts electronic records, provided their integrity holds. Under the Electronic Commerce Act 2006 (Act 658), section 13, a duty to retain a record is met if the electronic record is kept in its original format, or in a format that does not materially change the information. Section 12 judges integrity by whether the information remained complete and unaltered.
So a migration should move the record itself, not a summary of it. For a maintenance team, that means the equipment list and its components, PPM schedules with last service dates, meter readings, open jobs, completed job history and the attached reports.
In practice, teams move six groups of records: the asset register and its hierarchy, PM plans with their last-done dates, meter readings, open and overdue work orders, completed work history, and the documents attached to each asset.
Under the Occupational Safety and Health (Plant Requiring Certificate of Fitness) Regulations 2024 (P.U.(A) 99/2024, in force 1 June 2024), a certificate of fitness is valid for 15 months from the date of inspection.
The periodical inspection must be done before the certificate expires. For lifts, escalators and tower cranes, a competent person must carry out a comprehensive examination at least every 3 months, or more often if the manufacturer's manual says so.
Under regulation 14(3), missing that three-monthly examination is an offence, with a fine of up to RM100,000, up to one year's jail, or both. A new system that resets the cycle on go-live day puts those dates at risk.
For every CF machine, bring the last inspection date and the certificate expiry date into FieldEx before you switch the old system off.
Regulation 20 of the 2024 certificate of fitness regulations requires employers to keep, at the place of work, documents on design verification, construction, installation and operation, and records of testing, inspection, repair and alteration.
For pressurised plant moving to a risk-based inspection scheme, the DOSH risk-based inspection guideline (2nd revision, November 2022) uses risk data from the last three regular inspections of existing equipment.
If the component structure is lost in the move, that history no longer points at the item it describes.
Section 245 of the Companies Act 2016 requires accounting and other records to be kept for 7 years after the transactions they cover are completed. Service records that support an invoice or a contract claim fall under that period, so they can't disappear with the old system.
| Record | Keep it for |
|---|---|
| LOLER thorough examination before first use | Until the equipment is no longer used |
| LOLER in-service thorough examination | Until the next report, or 2 years |
| Work equipment inspection (PUWER) | At least until the next inspection |
| Legionella monitoring results | At least 5 years |
Sources: UK HSE leaflet INDG422, HSE inspection of work equipment guidance, HSE Legionnaires' disease record-keeping guidance.
Regulation 20 of the 2024 CF regulations adds that records of testing, inspection and repair must be available at the place of work.
Malaysia has no single published standard for maintenance data quality, so many teams use international checklists. The UK Government Data Quality Framework, an international source, lists four checks worth applying: uniqueness (no duplicates), validity (values in the expected format and range), completeness (the records and fields you need are present) and consistency (no contradicting values for the same item).
For most Malaysian registers, the common fixes are duplicate chillers or lifts entered by two branches, missing serial numbers and old units still marked active.
Regulation 8(3) of the 2024 CF regulations requires owners of lifts, escalators and similar plant to hold an agreement with a competent person for servicing, adjustment and comprehensive examination, lasting at least one year.
The Eleventh Schedule sets service and adjustment at least once a month and requires the comprehensive examination report to be kept on the premises where the lift is installed.
FieldEx usually suggests starting with one team or one branch and adding the rest when they are comfortable. You can also start with everyone at once if the old contract is ending.
The European Commission's Data Act guidance adds that software-as-a-service providers must at least export data in a commonly used, machine-readable format, covering input data, output data and metadata.
Notice periods are capped too: Article 25 says the notice period to start switching can't exceed 2 months. Outside the EU, the contract decides, so ask for a full export in CSV or Excel before you give notice.
Ask your current vendor for a test export of assets, plans and work history before you sign anything new.
Under the UK Pressure Systems Safety Regulations 2000, HSE says a written scheme of examination must be in place, and an examination done, before any qualifying pressure equipment is used.
The competent person must produce a written report for each examination. For hired or leased equipment, the user should check the scheme is in place and the examination certificate is current.
A CMMS migration that drops the scheme or the last report leaves the next examination without its evidence. Treat statutory items as their own load: scheme, last report, next due date, competent person.
An American integrated facility services company with a regional presence in Singapore found its existing mechanical and electrical (M&E) and cleaning systems could not meet internal needs and customer reporting requirements.
It moved more than 100 technicians and contractors onto FieldEx, which now schedules equipment maintenance grouped by type and location alongside its cleaning rosters.
DKSM, a Malaysian mechanical, electrical and plumbing (MEP) and fire safety contractor serving 300+ client sites, needed separate checklists for sprinklers, hose reels, fire alarms and hydrants, and schedules that ran monthly, every 2 months, quarterly and every 6 months.
With FieldEx, each hydrant's record links to its site, and automatic reminders cover every schedule.
Yes. Completed jobs from earlier years can be uploaded, together with equipment, sites and clients. Every job sits against its machine, so a technician opening the record on site sees the whole history.
No. Each schedule can run on fixed dates or float from the last completed job. Bring the last service date across and the next job appears on time.
Yes. Each CF is tracked per machine with its due date, history and result, with reminders by email or in the app before it expires.
Yes. Identifier fields on every machine can be renamed to your terms, such as JKR No. DPA or eFEIS Sticker No., and the new names show on web and mobile.
Yes. FieldEx can host your data locally in Malaysia where data residency is required.
No. The FieldEx app runs on Android and iOS phones, and every licence includes it. Technicians can use it in English, Bahasa Malaysia or Chinese.
FieldEx can connect to any open system through REST APIs and has connectors for QuickBooks and Xero.
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.
Most implementations take 1 to 3 months, mostly depending on how long your data takes to prepare. There's no setup fee, and our team trains at your office or online in Bahasa Malaysia or English. See FieldEx implementation.
