Facilities Management Maximo User Group

Charter Mission

The mission of the Facilities Management Maximo User Group (FMMUG) is to provide a forum for Maximo users in the facilities management industry to exchange information, methods and experiences. This exchange of information is designed to optimize the use of Maximo's capabilities.

Objectives

Provide information directly from IBM on technology, usage and developments.

Provide user experiences concerning the application of Maximo, development of databases and use of modules for implementing work and resource management programs.

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

1.0 PURPOSE

FMMUG is an IBM recognized 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.

2.0 SCOPE

This Charter is limited to the formation of the group and defining the administrative support required to ensure that the mission of the FMMUG is achieved.

2.0 DEFINITIONS

2.1 Facilities Management - The integrated principles of business methods, administration, and practices of designing, engineering, planning, and maintaining buildings, grounds, systems, and quality customer service needs to create optimal work environments.

2.2 Facilities Management System - A comprehensive, integrated solution that incorporates significant planning, statistical, financial, and database management capabilities to manage a diverse range of assets, workflow, and resources

2.3 Member - Any FM organization that is licensed to use Maximo products. IBM shall provide the list of members eligible to participate.

2.4 Associate Member – A vendor company that provides Maximo-oriented value added products or services.

2.5 Steering Committee Member – Any member of FMMUG except Associate Members may volunteer to serve as a Steering Committee Member.

2.6 Chairperson and Co-Chairperson– A chairperson and co-chairperson are selected from the Steering Committee membership to serve a one-year term, commencing immediately after the annual conference. At the end of the year of service, the Chairperson becomes a Past-Chairperson. The Co-Chairperson then assumes the role of Chairperson for the following year. Prior to the annual conference, the current Co-Chairperson will solicit applications from steering committee members to be the next Co-Chairperson.  During the annual conference the steering committee members in attendance, including Past-Chairpersons, will meet to discuss the applications received and vote for the next Co-Chairperson.  The Program Manager will participate in the discussion, but will not vote except in the case of a tie to cast the deciding vote.

2.7 Program Manager – A member or associate member may be appointed to the position of Program Manager by the Steering Committee to assist with the management of workshops and other events.

3.0 ORGANIZATION

3.1 The Facilities Management Maximo User Group is led by a volunteer steering committee of no more than eleven facilities management members, one of which will serve as chairperson and one as co-chairperson. An IBM management representative will participate in the Steering Committee as a non-voting member.

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

  • Determine where and when workshops are to be conducted.
  • Determine the theme and agenda for each workshop, considering the needs of the members.
  • Conduct surveys of needs and distribute Group information, as warranted.
  • Evaluate the effectiveness of FMMUG.
  • Provide direction to the Program Manager.
  • Perform administrative work required to set-up and conduct workshops.
  • Provide notification of workshops to the members.
  • Collect and manage the funds required to support the Group’s activities.
  • Monitor financial revenues and expenditures related to FMMUG workshops and related events.
  • Provide financial reports and status of the Group’s activities at workshops.

3.2 The Program Manager position will be filled when and if the Steering Committee determines that there is sufficient need. Responsibilities of the Program Manager will be determined by the Steering Committee and will include tracking and reporting on financial revenues and expenditures related to FMMUG workshops and events.

3.3 Each member of FMMUG has the right to:

  • Have representatives attend FMMUG meetings. All permanent employees belonging to that member company may attend meetings.
  • Have a representative hold office in FMMUG and provide leadership.

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

3.4 Associate Members are vendor companies that provide Maximo-oriented value added products and services and choose to participate in workshops, committees and sub-committees.

Each Associate Member of FMMUG:

  • May have representatives attend FMMUG meetings. All permanent employees belonging to that Associate Member’s company may attend meetings.
  • May not have a representative hold office in FMMUG.
  • May not vote on FMMUG issues or for election of FMMUG officers.

3.5 IBM’s Management provides a channel to communicate with FMMUG and will support requests for technical presentations and expert advice, as appropriate and available.

4.0 WORK GROUP OPERATIONS
Workshops

The number, frequency, and location of work shops will be determined annually. Workshops should be alternated between the eastern and western portions of the United States, and ideally, in areas where the highest concentration of member FMMUG organizations are located.

  • Workshops are conducted at facilities close to major airports to reduce the need for rental cars and minimize traveling time.
  • Workshop hotel selections should provide free meeting space, and reasonable rates for the area.
  • Lunch is provided at each workshop to eliminate the need to leave the premises.
  • A Call for Papers is issued to the membership four to six months prior to each Workshop. A list of suggested presentation topics, taken from the most recent Attendee Survey, is included in the Call for Papers.
  • Presentation materials and meeting notes are provided to each individual who attends the workshops.
  • IBM is committed to supporting FMMUG by having at least one representative at each workshop.
  • IBM may be requested to provide technical presentations and keep members informed of new developments.
  • IBM may use the workshop to bring perspective FM customers to interact with current users.

5.0 VENDOR RELATIONSHIPS

FMMUG 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 grant vendors Associate Membership and to change any guideline concerning vendor relationships based on member comments within the bounds of this section.

The Steering Committee is responsible for the selection of vendors that will provide the support and educational experience that is desired for the user group.

Vendor selection criteria:

Names of vendors who wish to be considered for future events will be submitted to the Steering Committee for discussion and selection. Review of their product/s will be considered and their desired level of commitment to FMMUG.

Existing vendors will be evaluated on the following:

  1. Support of past events
  2. Vendor innovation (assisting our organization in improving quality and reducing costs)
  3. Adherence to policies (Regarding presentations; Invoice processing, Professional representation, etc.)

The Steering Committee will monitor vendors with input from participants in the annual meeting on a continuing basis. If vendor performance is deemed to be unacceptable on a continuing basis or because of a serious incident, the vendor will be notified by the Steering Committee. Depending on the severity of the infraction, vendors may be disqualified from participation in future events.

 

5.1 VENDOR NIGHT

The primary venue for vendors to participate in FMMUG Workshop is to exhibit on Vendor Night that is traditionally held at the end of the first full day of the Workshop. There is a fee to exhibit. Vendors are not prohibited from the general meeting, but are asked not to “sell” during the workshop sessions.

5.2 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 FMMUG 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 FMMUG Workshops.

The Steering Committee shall be the final arbiter of any confusion concerning vendors that are invited to participate in FMMUG Workshops.

5.3 VENDOR SPONSORSHIP

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

5.4 VENDOR LINKS

FMMUG website will maintain links directly to participating vendors' website for not less than six months.

5.5 POST-WORKSHOP VENDOR SEMINARS (TRAINING)

In order to accommodate vendors who would like to hold a daylong seminar on the day after the formal workshop, the following guidelines are established:

  1. The Vendor Seminar will be at NO COST to FMMUG.
  2. FMMUG will help minimize the cost of meeting space if possible.
  3. The Vendor seminar will be at a minimum cost to members.
  4. The Topic of the Seminar must be compatible with the Workshop Theme.
  5. The Seminar must be educational.
  6. Steering Committee representatives must review material prior to approval.
  7. Only approved material will be presented at the seminar.
  8. Vendor Seminar information will be included on FMMUG website, mailings and other Workshop communication.

5.6 VENDOR ELIGIBILITY

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

Vendors must meet one of the following criteria:

  • Be a provider of a service or product in support of Maximo at a member site and sponsored by the member.
  • Be a vendor that the Steering Committee believes will bring added value to the membership.

5.7 Member Roster Access

Vendors will be granted access to the membership rosters as permitted by the individual member.

6.0 FUNDING

The goal of the FMMUG is to become a "not for profit" operation in which all funds are used to support activities sponsored by the Group. As a not-for-profit organization the Group would be funded through workshop fees. Fees would be determined based on location and material costs.

7.0 CHARTER REVISION

Revisions to the FMMUG Charter require the following:

  • Acceptance of the suggested changes by two-thirds of the Steering Committee.
  • Publication of the approved Charter revision will be posted to the website for viewing by membership.