UK BIM Alliance Terms of Reference

UK BIM Alliance Terms of Reference

Table of Contents 1. Introduction 3 2. Mission, Goals and Strategies 3 3. Organisation Legal and Commercial Status 3 4. Intellectual Property Rights 3 5. Organisation Structure 4 5.1. The Alliance Executive Team 5 5.2. Alliance Engagement 5 5.2.1. Communications Team 5 5.2.2. Website and Social Media Team 6 5.2.3. BIM Communities Team 6 5.2.4. Industry Organisations Team 6 5.2.5. Sponsorship and Funders 6 5.3. Advisory Groups 7 5.3.1. Alliance Forum 7 5.3.2. The Signatories Group and Strategic Advisory Board 7 5.4. Alliance Programme 8 5.5. Alliance Operations 8 5.5.1. Back office 8 5.5.2. Secretariat and Delivery Support 9 6. Governance & Processes 10 6.1. Governance 10 6.1.1. Executive Team 10 6.1.2. Alliance Forum 11 6.1.3. Strategic Advisory Board 12 6.1.4. Engagement Leadership Team 12 6.1.5. Programme Leadership Team 12 6.1.6. Operations Leadership Team 12 6.2. Operational Processes 13 6.2.1. UKBIMA Meetings 13 6.2.2. Meeting Chair 13 6.2.3. Meeting Papers and Records 14 6.2.4. Invitation to meetings 14 6.2.5. Internal team meetings 14 6.3. Engagement processes 14 UK BIM Alliance Terms of Reference Page 1

6.3.1. Communication 14 6.4. Programme Processes 15 7. Funding Resources & Sponsorships 15 UK BIM Alliance Terms of Reference Page 2

1. Introduction The UKBIMA (United Kingdom Building Information Modelling Alliance) was formed in 2016 to champion and enable the implementation of BIM Level 2 across the UK industry by 2020. The Alliance provides a focus for the activity of the many organisations and groups striving towards this objective and towards digital transformation of the UK s built environment. 2. Mission, Goals and Strategies The Alliance mission, goals and strategies are defined in the UK BIM Alliance Strategic Plan. The strategies and progress will be reviewed annually by the Executive Team ensuring that strategies and plans remain effective and focused on achieving the defined goals. 3. Organisation Legal and Commercial Status The UKBIMA has been established as a not-for-profit, collaboratively based, organisation bringing together the wider industry to help develop, promote and deliver a BIM L2 enabled industry by 2020. The UKBIMA will initially operate as a virtual organisation operating as an Alliance hosted by an industry improvement body that will provide the secretariat and commercial vehicle, support and mechanisms required to enable UKBIMA to receive funding, enter commercial agreements and commence operations. This approach will enable the UKBIMA to establish its work programme and to receive and distribute secretariat and programme funds with the minimum of start-up funding and overhead. In the medium term it is envisaged that the level of funding raised and associated programme activity will justify the formation of a dedicated not for profit organisation and a separate legal entity will be established and support services reviewed and changed as appropriate. As either a virtual or registered not for profit organisation the UKBIM Alliance will operate in an open and transparent manner with all resources and funds secured being deployed to deliver the activities of the Alliance. 4. Intellectual Property Rights Unless specifically agreed otherwise in writing all intellectual property rights (including copyright, design rights and rights to apply for patents) of all work that is originated, conceived, written or created as a result of work with or for the UK BIM Alliance will be owned and controlled by the UK BIM Alliance. Commercial agreements, where appropriate or established, will reflect this intent and clarify the position with regard to any background IPR (brought to the Alliance work) or third party IPR (owned by others) to be incorporated in to the work. Similarly, volunteer or contribution in kind support will be advised of the Alliance IPR policy and, where appropriate, a formal memorandum of agreement will reflect this intent and clarify the UK BIM Alliance Terms of Reference Page 3

position with regard to any background IPR (brought to the Alliance work) or third party IPR (owned by others) to be incorporated in to the work. 5. Organisation Structure The UKBIM Alliance seeks to bring together a broad representation of built environment bodies, organisations and individuals. The alliance is structured to accommodate this requirement and to deliver the work plans in an effective, open and independent manner. The structure has been developed around an Executive Team and three core activity areas built around engagement, programme and operations (internal support and secretariat functions). The organisation structure and these Terms of Reference must be read in conjunction with UKBIM Alliance Structure and the UK BIM Alliance Roles and Responsibilities. UK BIM Alliance Terms of Reference Page 4

5.1. The Alliance Executive Team The Alliance is governed and managed by an Executive Team. The Executive Team is responsible for the UKBIMA strategy, overall operational plan and delivery and is ultimately responsible for the overall performance of the UKBIMA. The key Executive Team responsibilities are: governing the organisation by establishing broad policies and objectives; selecting, appointing, supporting and reviewing the performance of the Chair; selecting, appointing and reviewing the performance of individual Executive Team members; developing and approving strategy and high level operational plans; ensuring the availability of adequate financial resources and approving annual budgets; approving the appointment and compensation rates of all contracts/personnel; overseeing the delivery of all projects and activities accounting to Alliance members and collaborators for UKBIMA s activities and performance The Executive Team comprises the Alliance Chair, Alliance Vice-Chair together with a number of other Team Members with responsibility for specific activities or functions. 5.2. Alliance Engagement The engagement activities provide the mechanisms for the Alliance to inform and be informed by the widest possible cross section of the built environment. The UKBIMA engages and is informed and supported by industry through a number of focused teams: Communications Website and Social Media BIM Communities Industry Organisations (Industry Stakeholders, Associations, Institutes, Government inc. DBB, etc.) The Alliance Forum The Signatories and Strategic Advisory Board The Sponsors and Project Funders (including Lead Generation) 5.2.1. Communications Team The communications team is responsible for the development, maintenance and delivery of the Alliance s communication strategy and plans. The communications team is appointed by, and reports to, the Alliance Engagement Lead. UK BIM Alliance Terms of Reference Page 5

5.2.2. Website and Social Media Team The website and social media team is responsible for the development, maintenance and delivery of the Alliance s website and social media strategy and plans. The website and social media team is appointed by, and reports to, the Alliance Engagement Lead. 5.2.3. BIM Communities Team The BIM Communities team is responsible for the development, maintenance and delivery of the Alliance s engagement with the BIM4 and BIM Regions teams. The BIM Communities team is appointed by, and reports to, the Alliance Engagement Lead. 5.2.4. Industry Organisations Team The Industry Organisations team is responsible for the development, maintenance and delivery of the UKBIMA engagement with the wider industry. Industry Organisations activities are classified as either engagement with supportive organisations or engagement with target organisations. Supportive organisations are those that understand and are supportive of the UKBIMA agenda but are not actively and routinely engaged with Alliance and its agenda. The Industry Organisations Team will maintain a list of supportive organisations being engaged by the Alliance. This category includes Government departments and the Digital Built Britain Project, Target organisations are those who are not aware of or, not yet convinced, of the UKBIMA agenda and are targeted to help them understand and embrace the UKBIMA agenda. As resources are limited the Industry Organisations team will develop and maintain a short list of target organisations that are the focus of Industry Organisations activity. The Industry Organisations team is appointed by, and reports to, the Alliance Engagement Lead. 5.2.5. Sponsorship and Funders The Sponsors and Project Funders group comprise all organisations who commit material resources, sponsorship or project funding to the Alliance. Engagement with sponsors and funders is managed by a team led by the Funding Lead who is appointed by, and reports to, the Alliance Engagement Lead. The Funding team s remit is to secure funds, resources and materials for the UK BIM Alliance. Engagement with sponsors will be managed by the Funding lead working in close partnership with the Alliance Chair. Once potential patrons/sponsors have been identified and agreed, contact will be made to share the different tiers of sponsorship available. UK BIM Alliance Terms of Reference Page 6

The Funding lead will work closely with the Programmes Lead to ensure funds are in place to deliver projects identified. 5.3. Advisory Groups The UKBIMA is supported and advised by the Alliance Forum and the Signatories Group and the Strategic Advisory Board. 5.3.1. Alliance Forum The Alliance Forum provides a forum and conduit for the two way dialogue, flow of information and support between the Alliance and the wider industry and is open to representation from all industry groupings that actively support the development and adoption of BIM Level 2. The Alliance Forum is a formed of a group of built environment body representatives and includes the full Executive Team together with all the BIM4 and BIM Regions leads, Industry Organisations Leads and the Strategic Advisory Board members. The Alliance Forum brings together all of the individuals actively involved in the development, delivery and support of UKBIMA activities. The Alliance Forum works together to help inform, lead and support the delivery of the UKBIMA mission and to develop and grow the UKBIMA network. The Alliance Forum typically meets quarterly. One of these meetings may be combined with the annual progress and strategy review workshop. 5.3.2. The Signatories Group and Strategic Advisory Board The Signatories Group are a group of senior industry representatives and influencers who have agreed to support the aims and objectives of the UKBIMA and formalised this through the signing of the Alliance manifesto. The Signatories Group are engaged with on a one to one basis by the Alliance Executive and encouraged to continue and extend their support (which may be delegated to a suitable and senior representative from their organisation) to include attending industry meetings, championing Alliance activities to potential new signatories, sponsors and funders and providing resources or funding directly. The Strategic Advisory Board is drawn from the Signatories Group and comprises individuals who are not involved in the day to day activities of the Alliance who can provide an independent and broad perspective view of Alliance plans and activities and offer counsel and support to the Alliance Executive Team. The Strategic Advisory Board has 6 to 10 members and is chaired by the UKBIMA Chair. The Board meets 2 or 3 times per annum to review progress and future plans and advise on specific issues as requested. Overall responsibility for the recruitment and engagement with the Signatories and Strategy Advisory Board rests with the UKBIMA Chair. UK BIM Alliance Terms of Reference Page 7

5.4. Alliance Programme The UKBIMA delivers the planned programme of activities through a number of focused project teams. These project teams are co-ordinated and overseen by a programme management team, appointed by, and reporting to the Programme Lead. The initial work areas are being delivered through 4 project teams: 1. Upskilling 2. Business Case 3. Knowledge Bank 4. Optimisation For details refer to the UK BIM Alliance Project Portfolio Consultation Document - March 2017. As the work progresses and the Alliance develops it activities it is anticipated that these teams will change with some completing and new teams emerging to address specific work areas. 5.5. Alliance Operations The UKBIMA is supported by internal resources and external service providers. To ensure appropriate, cost effective and timely support is available to the Alliance the operations team and service providers are co-ordinated and overseen by an Operations Lead. The operations team/service providers activities can be considered under 2 broad headings: 1. Back office 2. Secretariat and Delivery support The Operations processes are detailed in the UK BIM Alliance Operations Operational Plan and Processes document. This document covers the operational plan and key processes for the Engagement area of the UK BIM Alliance and should be read in conjunction with these Terms of Reference. Should any conflict arise between documents the UK BIM Alliance Terms of Reference will take precedence. 5.5.1. Back office Back office operations and services include all key background functions required as a minimum for UK BIM Alliance Terms of Reference Page 8

the UKBIMA to exist and operate as an organisation including: Legal entity (initially CIRIA trading as UKBIMA) Financial services and management (inc. all accounting services, banking, VAT, etc.) Financial audit (as part of hosts overall audit) Acting as employer for dedicated UKBIMA staff if required Staff support and benefits including pensions and health care Personnel management and support Public and staff insurances Office base and general services for employed/visiting staff Voice, fax and IT systems and support Postal address and incoming/outgoing mail services Photocopy and print services Business compliance, registrations, etc. Commercial and legal support Internal controls (including financial, operational and compliance controls) Basic IT services including Email, MS Exchange, file storage, file transfer facilities, archive, data back-up and offsite storage, spam filters & anti-virus, etc. 5.5.2. Secretariat and Delivery Support Secretariat and delivery support services are services, not included in Back office, required to facilitate the day to day activities of the UKBIMA including (as required): Meeting arrangements (including organising agendas, papers, facilities, etc.) Meeting minutes (recording and distribution) Routine Website updating (as instructed by others) Routine social media postings (as instructed by others) Programme office support IT systems support and training for systems not included in Back office including Slack, Trello, Viewpoint, etc. Website development and support services Social media support and management Meeting rooms and catering Storage for display stands, documents, newsletters, etc. UK BIM Alliance Terms of Reference Page 9

6. Governance & Processes 6.1. Governance The Executive Team is ultimately responsible for the governance and management of the UKBIMA. The Executive Team undertakes this role drawing on advice and support from the Alliance Forum, which represents the BIM championing community, and the Strategic Advisory Board which represents the wider industry and sponsors. The UKBIMA operates open and transparent governance arrangements as described in this document. 6.1.1. Executive Team The Alliance Executive Team comprises a minimum of 7 members: Alliance Chair responsible for overall development and delivery of the Alliance Alliance Vice-Chair acts as deputy for the Alliance Chair Engagement Lead responsible for the development and delivery of all engagement activities Programme Lead responsible for the development and delivery of all project delivery Operations Lead responsible for the development and delivery of all organisation operational support Sponsorship and Funding Lead responsible for the development and delivery of funding Non-Executive members responsible for working with the Executive Team and providing an independent and impartial view on plans and activities Additional members may be appointed from time to time as required to suit the alliance needs. In order to develop and establish the start up of the UKBIMA the initial Executive Team has been established by drawing on the available resources and skills from the founding organisations. Executive Team members have initially been appointed on a voluntary (no fee) basis. The need or desirability to pay fees to some or all Executive Team members will be kept under review. Individual Executive Team roles, duties and responsibilities are summarised in the role descriptions. Specific appointments and time commitments will be agreed on an individual basis by the Executive Team. To discharge its duties the Executive Team typically meets every 2 months with additional meetings as required to address specific topics or for regular strategy reviews. UK BIM Alliance Terms of Reference Page 10

Where appropriate the Executive Team will appoint task groups to progress specific issues, such as the search and appointment of a new Chair. These task groups report to the Executive Team, have terms of reference and membership agreed by the Executive Team, and are led by an Executive Team member. All Executive Team members undertake to endeavour to attend the 6 main Executive Team meetings scheduled each year and any additional Executive meetings as may be scheduled from time to time. Where any member is unable to attend 2 consecutive meetings their appointment will be reviewed by the Executive Team. Any member failing to attend 4 consecutive meetings will automatically be resigned from Executive Team Membership. The approval of UKBIMA strategy, plans, annual budgets and any significant operational changes or developments (other than Executive Team remuneration) shall be agreed by a vote of the Executive Team. Voting is based on one vote per member with the Chair having a casting vote if required. Voting requires a minimum quorum of 5 members to approve. Wherever possible, decisions are taken at scheduled Executive Team meetings and with the engagement of the majority of Executive Team members. Executive Team member appointments are for individuals not organisations. Executive Team Remuneration Committee: Executive Team remuneration (where applicable) will be agreed by a majority consensus of the Executive Team Chair, Vice Chair and Non-Executive members together with at least 2 named members of the Strategic Advisory Board. In the case of reviewing a member of this group they shall be excluded from the discussions and voting. The Executive Team members, in addition to their Executive Team duties can retain several roles in delivering the strategy and plans of the Alliance subject the Executive Team s agreement. 6.1.2. Alliance Forum The Alliance Forum is a formed of a group of built environment body representatives and includes the full Executive Team together with all the BIM4 and BIM Regions leads, Industry Organisations Leads and the Strategic Advisory Board members. The Alliance Forum brings together all of the individuals actively involved in the development, delivery and support of UKBIMA activities. The Alliance Forum is managed by an Alliance Forum Co-ordinator who reports to the Engagement Lead and meetings are chaired by an Executive Team member. Alliance Forum meeting agendas are developed by the Executive Team and all meeting notes are circulated to the Alliance Forum and Executive Team. Alliance Forum participation is open to representatives of all groups actively involved or supporting UKBIMA activities and by application to the Alliance Forum Co-ordinator. UK BIM Alliance Terms of Reference Page 11

6.1.3. Strategic Advisory Board The Strategic Advisory Board is drawn from the Signatories Group and comprises individuals who are not involved in the day to day activities of the Alliance and who can provide an independent and broad perspective view of Alliance plans and activities and offers counsel and support to the Alliance Executive Team. The Strategic Advisory Board is chaired by the UKBIMA Chair and attended by at least one other Executive Team member. The Strategic advisory Board meets 2 or 3 times per annum to review progress and future plans and advise on specific issues as requested. All meeting agendas are developed by the Executive Team and meeting notes are circulated to the Strategic Advisory Board and the full Executive Team. All Strategic Advisory Board members undertake to endeavour to attend the 2 main Strategic Advisory Board meetings scheduled each year and any additional meetings as may be scheduled from time to time. Where any member is unable to attend 2 consecutive meetings their appointment will be reviewed by the Executive Team. Any member failing to attend 4 consecutive meetings will automatically be resigned from Executive Team Membership. 6.1.4. Engagement Leadership Team The Engagement Leadership Team includes the Engagement Lead, Sponsorship and Funding Lead and selected key members of the delivery team. Led by the Engagement Lead, the Team has overall responsibility for the development and delivery of Alliance engagement plans as agreed with the Executive Team. The Engagement Leadership Team will meet quarterly or more frequently if required to review plans and progress. The meeting agenda and minutes will be circulated to the Engagement Leadership Team and the full Executive Team. 6.1.5. Programme Leadership Team The Programme Leadership Team includes the Programme Lead, Programme Office Support and selected key members of the delivery team. Led by the Programme Lead, the Team has overall responsibility for the development and delivery of Alliance project plans as agreed with the Executive Team. The Programme Leadership Team will meet quarterly or more frequently if required to review plans and progress. The meeting agenda and minutes will be circulated to the Programme Leadership Team and the full Executive Team. 6.1.6. Operations Leadership Team The Operations Leadership Team includes the Operations Lead and selected key members of the UK BIM Alliance Terms of Reference Page 12

operations and support teams. Led by the Operations Lead, the Team has overall responsibility for the development and delivery of Alliance operations support as agreed with the Executive Team. The Operations Leadership Team will meet quarterly or more frequently if required. The meeting agenda and minutes will be circulated to the Operations Leadership Team and the full Executive Team. 6.2. Operational Processes Internal operating processes will be established and maintained with the aim of ensuring timely and effective direction and management of the Alliance activities. Processes will also ensure good communication and appropriate transparency across the Alliance. 6.2.1. UKBIMA Meetings The UKBIM Alliance has been established by drawing together a wide range of cross industry representation. As a result most of the individuals leading or supporting the Alliance are engaged on a part time basis and to ensure effective Alliance development and delivery it is imperative that good management and communication processes are established and maintained. Meetings are the key internal mechanism for the development and management of Alliance activities. Key Alliance meetings include: Executive and direction meetings: Executive Team Strategic Advisory Board Alliance Forum Delivery and management meetings: Engagement Lead Team Programme Lead Team Operations Lead Team Additionally internal team meetings will be arranged as required: Engagement working groups Project working groups Operations working groups 6.2.2. Meeting Chair Meetings will have a nominated Chair person. The Nominated Chairperson will be responsible for arranging the meeting, establishing the agenda and chairing the meeting. UK BIM Alliance Terms of Reference Page 13

6.2.3. Meeting Papers and Records A minimum of 5 days prior to meetings the agenda will be issued to all attendees listing the order of business, any planned presentations and what actions from previous meetings are to be addressed. Minutes of meetings will be issued by email within 5 days of the meeting being held and also published on a UKBIMA cloud service. 6.2.4. Invitation to meetings Invitations to meetings will be issued by email. Where an invitation is repeatedly not responded to, the recipient of the invitation will contacted directly to establish if they wish to remain engaged or be remove from the mailing list for future invitations. 6.2.5. Internal team meetings Where internal team meetings are held to develop or progress Alliance activities, the participation and contribution are communicated and shared using the Alliance s internal communications platform (Currently SLACK) followed by meeting notes published on a UKBIMA cloud service. 6.3. Engagement processes The Engagement processes are detailed in the UK BIM Alliance Engagement Operational Plan and Processes document. This document covers the operational plan and key processes for the Engagement area of the UK BIM Alliance and should be read in conjunction with these Terms of Reference. Should any conflict arise between documents the UK BIM Alliance Terms of Reference will take precedence. 6.3.1. Communication The UKBIMA has a Communication Plan which is owned and maintained by the Communication Officer and delivered with the help of the Alliance Executive Team and supporters. The communication plan is reviewed quarterly ensuring that all the current and relevant information is imparted to industry. As part of the communications the UKBIMA maintains a website (www.ukbimalliance.org), email address (info@ukbimalliance.org), postal address (CIRIA offices) and social media accounts on LinkedIn, Twitter and YouTube. For facilitating internal communications and workflow within the group the UKBIMA uses a number of systems (e.g. Viewpoint, Slack, Google Drive) and controls its documents and communications through this media. Refer to the UK BIM Alliance Communications Plan for further details. UK BIM Alliance Terms of Reference Page 14

6.4. Programme Processes The Programme processes are detailed in the UK BIM Alliance Programme Operational Plan and Processes document. This document covers the operational plan and key processes for the Programme area of the UK BIM Alliance and should be read in conjunction with these Terms of Reference. Should any conflict arise between documents the UK BIM Alliance Terms of Reference will take precedence. 7. Funding Resources & Sponsorships The UKBIMA is funded by a mix of sponsors and donors who provide both in-kind resources (time or services) and financial contributions. A structured and open approach to sponsorship and funding will be adopted and kept under review to maximise the support and funding available to the UKBIMA to progress its plans. To ensure that all funding is aligned to planned activities and to avoid any potential conflicts of interest a formal (internal) sponsorship/funding approval process will be adopted. Refer to UK BIM Alliance Sponsorship and Funding Plan for full details. UK BIM Alliance Terms of Reference Page 15