Yew Jin
Hope weathers good in Penang
If your not going to buy any FM software to manage your site
You will first need to determine what the facilities department is responsible for ( maintenance wise / legal compliance / best practice )
Your starting point would be a planned preventative maintenance document( PPM ) for them to operate to
This document allows the site management to identify when the required services , inspections and examinations are required to maintain a legally compliant state for all parts of the site
attached is a very basic one, but think your will get the idea , then you can decide what Quality process/work instruction should be written to make this happen