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Maximo User Group Africa (MxUGA) Charter

Established in November 2012

 

MISSION

The Mission of the Maximo User Group Africa– not for profit (MxUGA) is to provide a forum for users to exchange information, methods and experiences. This exchange of information is designed to result in the fullest potential use of Maximo's capabilities.

 

OBJECTIVES

Provide information directly from IBM Maximo Asset Management (IBM Maximo) on technology, usage and developments.

Provide user experiences concerning the application of Maximo, development of databases.

Provide a Maximo support network to exchange information and knowledge with other users.

 

  1. PURPOSE

MxUGA is a sponsored working group that provides a forum for Maximo users to exchange information, methods and experiences. This exchange of information is designed to improve the knowledge, use, practices and methods, so as to optimize use of Maximo's capabilities.

 

  1. SCOPE

    1. DEFINITIONS

      1. Users

         Any organization that:

  1. Generates, produces, distributes, transports or delivers equipment, electricity, gas, oil, water, (including waste water disposal) and/or basic services to support all or part of the above commodities.

  2. Is engaged in mining operations

  3. Is engaged in manufacturing

  4. Manages resources

  2.  Member

Any organization that is licensed to use Maximo products. (IBM Maximo) shall provide the list of members eligible to participate.

 

  1. ORGANIZATION

Maximo User Group Africa (MxUGA) is led by a volunteer steering committee of five to eight members, one of which will serve as chairperson and one as co-chairperson. The committee will attempt to have at least one Industry representative from each of the following Business Sectors:

  • Electricity

  • Gas & Oil

  • IWM

  • Manufacturing

  • Mining

  • Municipal Utilities

  • Transport

  • Water

IBM Maximo management representatives will participate in the Steering Committee as non-voting members.

The Steering Committee provides leadership to MxUGA and is responsible for the following:

  1. Determining where and when events and workshops are to be conducted.

  2. Determining the theme and agenda for each event or workshop, considering the needs of the members.

  3. Determining funding and sponsorship for events and workshops

  4. Conducting surveys of needs and distributing Group information, as warranted.

  5. Evaluating the effectiveness of MxUGA.

  6. Providing direction to the Program Manager.

  7. Providing direction to the Liaison Officer for the online user community portal

 

  1. IBM Maximo Management Representatives

IBM Maximo Management provides a channel to communicate with MxUGA and will support requests for technical presentations and expert advice, as appropriate.

 

  1. IBM Program Manager

A Program Manager, appointed by IBM Maximo, provides informational and technical support for the Group. The Program Manager reports to the chairperson of MxUGA and is supported by Executive Secretary and Liaison officer and is responsible for:

  1. Coordinates activities between IBM and the User group

  2. Performing administrative work required to setup and conduct meetings

  3. Providing notifications of workshops and events

  4. Assembling a workbook for each workshop or event attendee.

  5. Maintaining records of meeting attendance.

  6. Making certain that the records and minutes of the meetings of the Steering Committee and the general membership meetings are properly recorded and distributed in a timely manner.

  7. The co-ordination and facilitation of the annual Mx UGA events, related correspondence and reporting duties.

  8. Maintaining budgets, managing sponsorship and funds required to support Groups activities

  9. Performs other duties as are necessarily incident as may be prescribed or delegated by the Steering Committee.

 
 2. Executive Secretary

  1. Functions as the assistant to the Program Manager.

  2. Performs the duties of the Program Manager in the event of temporary disability or absence from meetings.

  3. Performs other duties as are necessarily incident or as may be prescribed or delegated by the Program Manager in support of the Steering Committee.

  4. Maintains records of all memberships, present and past.

  5. Collects registration fees (if any), membership fees (if any), sponsorship fee (if any) and other monies as required.

  6. Keeps accounts of all monies received and expended and makes disbursements as authorized by the Program Manager and Steering Committee if required.

 

 3. IBM Liaison Officer

  1. Facilitator for the setup of the on line community web portal  interface

  2. Facilitates enhancements requests

  3. Coordinates the enhancement change request process and maintain enhancement process changes on the published schedule.

  4. Serves as the primary contact for users during the enhancements process.

  5. Communicates to the membership regarding the enhancements process.

  6. Keep members informed of new product developments.

  7. Completes assignments as delegated by the Program Manager.

  8. Reports in the steering committee.

 

  1. IBM Supporting Liaison Officer

    1. Assist with processes and access to power within IBM

    2. Performs the duties of the Liaison Officer in the event of temporary disability or absence.

    3. Completes assignments as delegated by the Program Manager.

 

  1. STEERING COMMITTEE

The organization is managed by an IBM Program Manager that reports to the Steering Committee and manages IBM commitment, support and other matters for the MxUGA.

The Steering Committee is elected by the members to serve a two year term.

 

  1. STEERING COMMITTEE - ROLES AND RESPONSIBILITIES

  1. Chairperson

The Chair presides at all regular meetings and General meetings of the Steering Committee. He/she is responsible for the enforcement of the laws, and securing the execution of the will of its members and is responsible for the smooth running of the meeting. The Chair appoints, under the direction and subject to the approval of the Steering Committee, all chairs of committees, task forces and groups not otherwise provided for (if required).

The responsibility for the chairing and co-chairing of each meeting will be rotated between the committee members to engender a sense of ownership. The co-chair will automatically be the chair at the following meeting and the next committee member to be the co-chair will be elected at the end of the meeting and will be responsible for the:

  1. Facilitation of meeting arrangements:

    1. Venue booking

    2. Make sure everyone knows the time and place of the meeting.

    3. Sending out the agenda, minutes of the last meeting and any reports in plenty of time for everyone to have read them.

    4. Check the meeting place is warm, quiet and comfortable, with enough seats for everyone.

    5. See that drinks or other refreshments are available.

    6. Welcome new members or visitors, ask people to introduce themselves.

    7. Make sure that everyone has agendas and minutes of the last meeting.

    8. Explain the agenda, saying which items are for discussion, which for decision.

    9. Ask if there are any other items which need to be discussed and items which do not fit the agenda should be included as ’Other Business’ or held over.

 

      2.  Appoints committees as needed to carry out the purposes of the Users Group, subject to the approval of a simple majority of the                        Steering Committee.

      3.  Performs other duties as are necessarily incident to the office of Chair and as may be prescribed by the Steering Committee.

 

   2.  CO-Chairperson

  1. Performs the duties of the Chair in the event of the Chair’s temporary disability or absence from meetings.

  2. Completes assignments as delegated by the Chair.

  3. Serves as Chair in the year following term as Co-Chair.

 

7.  INDUSTRY REPRESENTATIVES 

In addition to their duties as a voting member of the Steering Committee, appointed Industry Representatives are responsible for the accurate and timely flow of information, commitments, and positions between the industry sector and organizations they represent and the Steering Committee.

 

8.  MEMBERS

Members are companies that use Maximo (under license) and choose to participate in workshops, committees and sub-committees.

Each member of MxUGA has the right to:

  1. Have representatives attend MxUGA meetings. All permanent employees belonging to that member may attend meetings.

  2. Vote on MxUGA issues and for election of MxUGA officers.

MxUGA is a voluntary organization to promote information exchange that has the potential to save member organizations considerable time and resources. The success of MxUGA is dependent upon the contribution of each member. Each member is expected to provide support to the organization.

 

9.  FREQUENCY OF MEETINGS

  1. The MxUGA steering committee will hold one workshop per year:

  2. The MxUGA will conduct an annual two day event.

  3. Intermediate industry specific workshops and meetings with industry representatives will be scheduled on an ad hoc basis if and when necessary.

  4. All other communication will be on line collaboration and via email.

 

10.  EVENT AND WORK GROUP OPERATIONS

Annual event, workshops and meeting may be:

  1. Alternated between the Provinces of South Africa, and ideally, in areas where the highest concentration of member companies are located.

  2. Conducted at facilities close to major airports to reduce the need for rental cars and minimize traveling time.

  3. Workshop hotel selections should provide free meeting space, and reasonable rates for the area.

  4. Lunch should be provided at each workshop to eliminate leaving the premises.

  5. Presentation materials and meeting notes are provided to each individual who attends the workshops.

  6. IBM Maximo is committed to supporting MxUGA by having at least one representative at each workshop.

  7. IBM Maximo may be requested to provide technical presentations and keep members informed of new developments.

  8. IBM Maximo may use the workshop to bring prospective customers to interact with current users.

 

11.  VENDOR RELATIONSHIPS

MxUGA understands that the vendor community associated with Maximo brings added value to the members. The Steering Committee seeks to establish ways that Maximo users and vendors can meet and learn from each other in a highly professional environment.

The Steering Committee reserves the right to change any guideline about vendor relationships depending on the comments of the attendees.

 

12.  VENDOR SPONSORSHIP

Vendors are invited to sponsor meals and refreshment breaks during events and workshops. A fee for the menu will be established for each meeting. The Vendor will have special signage and recognition.

 

13.  VENDOR LINKS

MxUGA website will maintain links directly to participating vendors' website for six months.

  

14.  VENDOR ELIGIBILITY

Vendor participation in the Workshop is by invitation of the Steering Committee only.

Vendors must meet one of the following criteria:

  1. Be a recognized IBM Maximo Partner Program Participant.

  2. Be a provider of a service or product in support of Maximo at a member site and sponsored by the member.

  3. Be a vendor that the Steering Committee believes will bring added value to the membership.

 

15.  VENDOR - PRESENTATIONS

The membership requires presentations be delivered by other members or invited guests. Vendors can assist members in preparing and delivering presentations, but it must not be a sales pitch.

All vendor presentations must be submitted to MxUGA Steering Committee for review and approval 60 days prior to being selected as the vendor of choice for the seminar. Failure to comply with the spirit and intent of this charter will result in the vendor not being invited to subsequent MxUGA Workshops. The Steering Committee shall be the final arbiter of any confusion concerning vendors that are invited to participate in MxUGA Workshops.

 

16.  VENDOR - EXHIBITORS

The primary channel for vendors to participate in MxUGA Workshop or events is as an exhibitor. There is a fee to exhibit. Vendors are not prohibited from the general meeting, but are asked not to sell during the workshop sessions.

 

17.  FUNDING

MxUGA is a not for profit operation in which all funds are used to support activities sponsored by the Group. The Group is funded through sponsorship and workshop fees. The Steering Committee will approve fees based on location, catering, materials and historical costs.

 

 

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