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 MRO Software 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 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.

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 architecting, 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. MRO Software 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.

3.0 ORGANIZATION

3.1 The Facilities Management Maximo User Group is led by a volunteer steering committee of three to seven facilities management members, one of which will serve as chairperson and one as co-chairperson. An MRO Software 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 distributing 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.
• Provide financial reports and status of the Group’s activities at workshops.

The Program Manager position will be filled when and if the Steering Committee determines that there is sufficient need.

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.
• Vote on FMMUG issues and for election of FMMUG officers.

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 MRO Software’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.
• Presentation materials and meeting notes are provided to each individual who attends the workshops. The Program Manager assembles a workbook for each workshop attendee.
• MRO Software is committed to supporting FMMUG by having at least one representative at each workshop.
• MRO Software may be requested to provide technical presentations and keep members informed of new developments.
• MRO Software 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.

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 VENDOR SEMINARS

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 no cost to FMMUG members who attend the workshop.
4. The Vendor may invite additional attendees, and charge them to attend.
5. The Topic of the Seminar must be compatible with the Workshop Theme.
6. The Seminar must be educational.
7. Steering Committee representatives must review material prior to approval.
8. Only approved material will be presented at the seminar.
9. Only one Vendor Seminar per Workshop is permitted.
10. 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 recognized MRO Software Partner Program Participant.
• 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.
• Be an Associate Member.

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.
• Submittal to the entire membership and a subsequent two-week comment period.
• Submittal of the revised document to the membership for a ballot. Ballots may be electronic and all results must be reported to the membership.
• Approval by a simple majority of the members responding to the ballot.
• Publication of the approved Charter revision to the membership.