Facilities and maintenance for property
Work orders and planned maintenance against the equipment and the location, visitors and access cards against the lot or parcel, and defects tracked to closure by block and contractor. Bought once and owned outright.
- Tracked to closure
- Work orders, planned maintenance and defects.
- One record per job
- What broke, who attended, when and under which contract.
- Access from the register
- Cards follow the register, not someone's memory.
- Owned outright
- The records stay when the managing agent changes.
From the guardhouse to the plant room
Six features on one system, for the management office, the maintenance team, tenants and residents, and developers.
- Work ordersAssigned, tracked to closure and reported by area and by age.
- Planned maintenancePlanned work against the equipment, tracked to closure.
- Assets and contractorsThe equipment by location, and who attended under which contract.
- Facility bookingsRooms, courts, the pool and the hall, on the community's rules.
- Visitors and accessVisitors, permits and cards against the lot, driven by the register.
- Defects and handoverVacant possession, key collection and defects, by block and contractor.
A day at the management office on asasii facilities
From the first contractor of the morning to the work still open at the end of the day.
- 08:00
A contractor signs in
Attendance is recorded against the equipment and the location, with the contract that covers the work.
- 08:30
Planned maintenance
Today's planned preventive maintenance is attended and tracked to closure against the equipment it covers.
- 09:15
A visitor at the guardhouse
Registered against the parcel being visited, so who came in, and under whose authority, is a record rather than a logbook.
- 10:40
A resident reports a fault
The work request comes in through the resident portal in asasii ledger, and is assigned and tracked to closure against the equipment and the location.
- 12:30
The hall is booked
A resident books it against the community's rules: the parcel's entitlement, the deposit, blackout periods and cancellation.
- 14:00
A purchaser raises a defect
The defect is assigned to the responsible contractor and tracked to closure, by block and by age.
- 15:30
A tenancy ends
The register in asasii ledger changes, and the access card is deactivated because the register changed, not because someone remembered.
- 17:30
What is still open
Work orders by area and by age, and defects by block and by contractor: what is outstanding, not what was reported at the last meeting.
Who it's for
Four groups of people, working from the same records of the building.
Management office
Requests, bookings and access, and what is still outstanding.
Maintenance teams and contractors
Jobs against the equipment, with attendance on record.
Tenants and residents
Work requests, bookings and visitors, against their own lot or parcel.
Developers at handover
Defects with an owner and an age, and records that carry across.
A licence, not a system that leaves with the agent
The property buys the system and keeps every record it produces. idataraya is paid to customise, install and maintain it, whoever the managing agent is.
| Topic | A managing agent's system | asasii facilities |
|---|---|---|
| Who owns the software | The managing agent | The property, outright |
| Where the records live | Inside the agent's own tooling | The property's own environment |
| When the agent changes | A rebuild from scanned files and a spreadsheet | A change of access, not a data loss |
| Barriers, access control and intercoms | Separate, with cards changed when someone remembers | Kept where they are, and the register reaches the gate |
| Who maintains it | The agent, until the agent is replaced | idataraya, under a yearly agreement with the property |
Security and Malaysian compliance
The questions owners, committees and audit ask, answered in the system.
Security and data overview- PDPA 2010
- Visitor, tenant and resident data stay in the property's own environment.
- Access records
- Every visitor, permit and card is held against its lot or parcel.
- Single sign-on and MFA
- On every console, with the property's own identity provider.
- Roles
- Each role is scoped by property and function.
- Audit trail
- Every action recorded with the previous value and kept for seven years.
- The property's records
- Held in the property's own environment, and kept when the agent changes.
Installed and maintained by idataraya
asasii facilities runs in the property's own cloud account or data centre. idataraya installs it and keeps it current, and the property's team holds the keys, the backups and the data.
- Response times by severity, measured monthly
- Monitoring from within the property's environment
- Integration with the barriers, access control and intercoms on site
- One team, whoever the managing agent or the committee is
Questions property owners ask
About maintenance, access, handover and the agreement.
How are work orders and planned maintenance recorded?
Against the equipment and the location. A request from a tenant, a resident or staff is assigned and tracked to closure, and planned preventive maintenance is held against the same equipment. What broke, who attended, when and under which contract are one record, so warranty and contract performance are answerable.
How do facility bookings work?
Function rooms, courts, the pool and the hall are booked against the rules the community sets: entitlements per parcel, deposits, blackout periods and cancellation. Residents book through the resident portal in asasii ledger, and each booking is held against their parcel, so bookings stop being a logbook and a dispute about who asked first.
Do we have to replace the barriers, access control or intercoms we have?
No. Barrier systems, access control and intercoms already installed stay where they are, and so does the building management system. idataraya integrates asasii facilities with them, so a change in the register reaches the gate.
How do access cards follow the register?
Resident cards are held against the parcel and driven by the register in asasii ledger. When a tenancy changes, the card is deactivated because the register changed, not because someone remembered. Visitors, deliveries and contractor permits are held against the lot or parcel too.
How are defects handled after vacant possession?
Vacant possession, key collection and the defect liability period run as one workflow. Each defect a purchaser raises is assigned to the responsible contractor and tracked to closure, and the developer sees what is outstanding by block, by contractor and by age. At handover, defects and warranties carry across to the management office rather than being re-entered.
What happens to our records when the managing agent changes?
They stay with the property. The asset list, the work order history and the maintenance record are held in the property's own environment, not in the agent's system. A change of agent becomes a change of access, not a rebuild from scanned files.
Where does it run, and can our other systems talk to it?
In the property's own cloud account or data centre. idataraya installs it, hardens it and keeps it current, and the property's team holds the keys, the backups and the data. It works beside asasii ledger and asasii parking, and a documented API lets the property's other systems or a third party read work orders, assets, bookings and access records and post what they need to.
What does the yearly agreement cover?
Software updates, the customisations made for you, monitoring, severity-based response and restoration targets, and the changes needed as tenancies turn over and assets are added. Hosting stays with you. It is a fee, not a subscription.