Terms of Reference (ToR) for AFSUG Special Interest Group (SIG) Volunteer

The Special Interest Group (hereinafter referred to as SIG) Committees are governed by the African SAP User Group’s Board of Directors after nomination, with the terms of reference aligned with the AFSUG Memorandum of Incorporation.

1. Nominations:

The SIG Committee Volunteers (Champions) are nominated through the SAP User Community, by submitting names of Paid-up Members for nomination to be part of the SIG. Nominations are then submitted to the SIG Steering Committee for review and approval.

2. Mission:

The mission of the Special Interest Group is to ensure that AFSUG’s Special Interest Groups are aligned with the needs of the SAP Customer and Partner User Community. AFSUG’s mission is to provide an interactive, collaborative platform for customers, business partners, and associates, allowing engagement on aspects of Special Interest Group areas and SAP capabilities to achieve transformation and innovation in the industry.

3. Goals:

The Special Interest Group’s goals are to ensure:

  • Excellence and value for the SAP User Group as paying members of AFSUG.
  • Thought leadership in relevant areas of interest for each SIG.
  • A forum/platform/framework/mechanism to share knowledge, presentations, and demonstrations on key topics related to the SIG.
  • Collaboration and discussion networks to facilitate interaction related to all aspects of the SIG Area of Interest.
  • Access to specialist skills, lessons learned, and experiences from the network of Business Partners, Suppliers, and Customers.
  • Engagement in international innovations, trends, and implementations.
  • Discovery and collaboration with user community requirements.
  • An opportunity to influence SAP.

4. Steering Committee Structure:

  • The Steering Committee is governed by the AFSUG Board and is composed of Customers, Business Partner Volunteers, and SAP Representatives.
  • The Chairperson of the Steering Committee is a paid-up AFSUG member and SAP Customer exclusively, while the Vice-Chairperson may be a paid-up AFSUG Partner member.
  • A Chairperson and Vice-Chairperson can be elected annually by the SIG Steering Committee for a maximum term of (3) years and can be re-elected for a further term if necessary
  • The Steering Committee consists of no more than twelve (12) members, with a minimum of 5 (five) members, including two customers, two partners, and one SAP Representative. necessary.
  • When a new Champion is required, a formal selection process is conducted with the current Steering Committee voting on the new member.
  • Steering Committee members must actively contribute as stipulated by AFSUG Constitution and Bylaws.
  • Each member is accountable for at least one portfolio as nominated by the Committee.

5. Roles and Responsibilities of the SIG Steering Committee:

Steering Committee Volunteers lead the process in defining topics of interest to the user community. They work with the AFSUG team to facilitate event planning and ensure value for AFSUG Members. The Chair of each SIG Steering Committee is responsible for engaging with the AFSUG General Manager to address strategic issues. The Steering Committee also facilitates transformation and change to enhance participation and collaboration.

6. SIG Responsibilities:

  • Steering Committee Members engage and interact within the AFSUG Community and the SAP Eco-System.
  • They promote the growth of the SIGs through knowledge sharing events.
  • SIGs host a minimum of two efficient events or meetings per year.
  • Steering Committee Members participate in at least 6 monthly Steercom meetings.
  • They ensure that all SIG content aligns with the SIG Value Proposition.
  • Steering Committee Members communicate with SIG members and the AFSUG office.
  • They adhere to AFSUG’s codes of conduct and communication policies.

7. Committee Meetings:

The SIG Steering Committee determines the frequency, dates, and locations of SIG meetings. The AFSUG Events Manager manages all committee meetings, logistics, and attendance registers. The requirements is to host at least three SIG events per SIG in each calendar year and two per SIG in a SAPHILA year.

8. Quorum for Steering Committee Meetings:

The quorum for decisions of the committee is determined by the members present at the meeting, depending on the nature and impact of the decision. In general, 40% of Steering Committee Membership with at least 3 Members constitute a quorum.

9. Responsibilities of the SIG Chairperson:

The Chairperson coordinates the SIG Steering Committee, supervises meetings, and ensures proper documentation and correspondence. They are accountable for the SIG’s operations and management, including strategy development and event planning.

10. Responsibilities of the SIG Vice-Chairperson:

The Vice-Chairperson assists the Chairperson and performs duties as assigned. In the Chairperson’s absence, the Vice-Chairperson assumes their responsibilities.

11. Pre-Meeting and Post-Meeting Responsibilities:

The leadership team collaborates on SIG meeting planning and execution. Post-meeting, the Steering Committee provides feedback and materials to AFSUG for community sharing.