Digital feature: The standards development process, part 1: Preliminary steps and preparation

This year marks the 100-year anniversary of API publishing its first standard. Since its founding more than a century ago, the American Petroleum Institute (API) has led standards development activities to advance safety and environmental performance, publishing more than 800 standards. These standards have become the foundation of both operational excellence and regulatory compliance, shaping the way that industry professionals work and innovate worldwide.

Standards development follows a structured and systematic process, ensuring the highest quality and likelihood of implementation by industry and regulators worldwide. World Oil (WO) recently spoke with Paula Watkins (PW), API Senior Director of Standards Development, to gain insights into the intricacies of the standards development process, the role of international collaborations, and the challenges along the way.

Her answers comprise a three-part series that will detail the initiation process for a new standard (part 1), the drafting and consensus building process (part 2) and the approval, publication and maintenance of a standard (part 3).

The following has been edited for clarity and space.

WO: How does API identify the need for a new standard?

PW: We rely on member companies, regulatory bodies, and other interested parties to identify where there might be gaps or a need for new standards. This can result from emerging technologies, regulatory changes, or industry advancements. For instance, we’re seeing areas for standards development related to technologies for hydrogen and carbon capture and storage, and we work proactively with the regulatory community and our members to identify gaps in our existing standards that require new ones, or where existing standards may need to be expanded to cover equipment and materials for example, for hydrogen service.

WO: What steps are taken once a potential need for a standard is identified?

PW: Proposals for a new standard are formally initiated by filling out the Standards Resource and Resource Request Form (Standards Resource and Resource Request Form, SR3) requiring key details, including the scope of the proposed standard, who would need it and why, the resources required to develop it, and the proposed timeline for document development. The proposals go to our Standards Policy Governance Groups, which focus on specific segments, like upstream, midstream and downstream. These groups review, discuss and potentially approve the proposals.

If the proposal is approved, API seeks out volunteers for the new standard’s development. It’s important that we have a balanced committee comprised of different interests with different perspectives, so we’ll try to include industry volunteers (which includes operators, manufacturers, service suppliers etc.), regulatory representatives, and other stakeholders such as academia and NGOs. Sometimes, we post on social media that we’re looking for volunteers. And sometimes, we’ll email regulatory agencies or industry companies seeking their participation.

WO: Describe the hierarchical structure for developing a new standard.

PW: There can be multiple layers of committees and groups. At the highest level are standards policy committees, which oversee the standards program management in a particular subject area. For instance, we have a Committee on Standardization of Oilfield Equipment & Materials in the upstream space, the Committee on Pipeline Standards in the midstream space, the Committee on Refinery Equipment in the downstream space, and many others.

Beneath these policy committees can be subcommittees, which drill down to focus on even more specific groups of standards within each segment. Further down, there are work groups and task groups, which handle the detailed work of developing the standards. These groups address ongoing aspects of standard development, from drafting of new documents to maintenance of existing standards, including continuous improvements or updates. Task groups may be temporary, created to tackle specific projects such as new issues or emerging technologies that require a dedicated focus for a limited period until the task is completed.

Each standards committee or group is led by a chair and vice chair, who help spearhead the development activities. Usually, the person who submits the SR3 form volunteers for one of these leadership positions, but the actual roles are formally decided through a vote or agreement among the group members.

The work or task group chairs may report to a subcommittee, which reports to a standards committee. We have over 10,000 volunteers participating in various committees and groups.

WO: What are the preliminary steps taken before the actual drafting of a new standard?

PW: Once we’ve identified volunteers, we’ll form work groups, whose members will start framing an outline of the new standard. Identifying this framework is important before we do anything else, so that the group knows what areas will be covered by the standard and where to focus their attention.  Next, the group might conduct research, gather necessary information or consult with subject matter experts. Sometimes there are gaps in supporting studies or data, so API will address those by undertaking the necessary research, using specialist laboratories or other facilities. This preparation phase is important to make sure the group has all the necessary information and a clear focus before drafting begins.

WO: How does API handle transparency and due process during the standards development process?

PW: We’re committed to transparency and due process, it’s how we maintain our credibility and accreditation as an ANSI-accredited (American National Standards Institute) standards development organization. We have established procedures for the development process, make available draft standards on our website for public review and comment (allowing any interested party to submit comments), and allow for procedural appeals. These can be initiated by any directly and materially interested party who believes they are or will be adversely affected by a standards action.

WO: Why is ANSI accreditation important, and what role does it play?

PW: ANSI is the official national standards body for the United States, and their accreditation is critically important for API to maintain its credibility as a voluntary consensus standards development organization. It verifies that we meet its high standards of openness, transparency, balance and due process. ANSI audits API every five years to make sure that we implement and abide by our procedures for standards development.

In addition to working with ANSI, API collaborates with many other standards developing organizations to foster joint standards development, reduce duplication, pool resources, and guide global alignment, including (partial list):

• ASME (American Society of Mechanical Engineers): API and ASME jointly develop standards related to mechanical engineering in the oil and natural gas industry, integrating mechanical engineering aspects with industry-specific requirements.
• EI (Energy Institute): based in the UK, EI and API jointly develop petroleum measurement standards resulting in the largest suite of standards on this subject promoting global consistency from all users of petroleum products.

WO: What challenges do you face in the standards development process, and how does API overcome them?

PW: A major challenge is the time commitment it places on our volunteers to do any one of the dozens of tasks to see a proposal through development to publication. Also, it’s so important that all voices are heard as we develop standards. That’s why we look for diverse representation on our committees, and building consensus can take time. But the onus is on API to recruit people who have different perspectives, and who each bring something different to the table.

Part 2. In the next installment, World Oil will delve into the drafting process, exploring how API navigates the complexities of transforming a proposal into a comprehensive standard ready for industry adoption.